Circulation Services Group Meeting
Minutes of March 9, 2004
10:30 - 12:00
251 Moffitt Library
Present: Penny Bertrang, John Berry, Jim Boydstun, Lauren Dexter, Norah
Foster, Jodi Henson-Myers, Will Lynch, Lea Mascorro, Marianne McDonald
(recorder), Ann Moen, Shannon Monroe, Emilie Ortiga, Madalene Rodriguez
(Co-Chair), Giulia Sacco-Trujillo, Jonathan Thomas.
Agenda:
1. Introduction & Announcements
2. Minutes approval
3. Turnaround time for sending materials to CONS
4. Billing of books checked out to ILL
5. Systems report
6. Reserves:
Placing electronic material on reserve
Using Eres
Prepping policy (see handout)
Reserve manual on web?
1. Announcements: Jonathan Thomas told the Group that the "UC Circheads'"
yearly meeting will be at UCLA this spring. Jonathan will attend, as well
as Peter Soriano and Karl Slinkard. Jonathan will give a report at our
next meeting.
2. The minutes of February 15, 2004 were approved with one small
revision. Madalene Rodriguez will submit them to the Circulation Services
web archive.
3. Jim Boydstun talked to the Group about the pathway a book takes as it
passes through Conservation (CONS). CONS has been understaffed and has
had a backlog, but is now catching up, as the workflow has been
streamlined. Although any changes should be transparent, Jim wanted to
hear from the Group if there were any noticeable problems. Jim then
answered various questions about the pathway a book takes and what the
various tags (Gladis notes) mean. Books to be repaired are checked out by
owning unit and charged to CONS. Within CONS, materials are sorted by the
category of treatment needed. Some handwork and all machine work is sent
to the Bindery; more extensive handwork is done in-house in the
Conservation Treatment Lab (Room 9). When material is charged to CONS a *n
note can be placed in Gladis Maintenance showing the charge. As it moves
through CONS additional *n notes are entered to pinpoint its location
within the workstream. When work is completed a final *n note is added
showing the book is "discharged from CONS". After leaving CONS a book may
still require more processing, such as Marking, before its return. It is
in transit and still charged to CONS in autocirc until the owning unit
clears the charge upon its return.
If a book is urgently needed, a RUSH flag should be placed in the book
before sending it to CONS. The RUSH flag gives that book the highest
priority in repair. (Use it sparingly.) Books can also be recalled from
CONS if needed immediately by a patron by placing an email to
tracecon@library with the request. The book is then flagged RUSH and
moved as quickly as possible to completion. Bindery turn around times can
affect the length of time a book is in CONS. Those times vary from one
week for a RUSH, up to 2 months for a more complicated repair. (Turn
around times are listed in the BPM.) A discussion then followed regarding
how units sent books to be repaired. Some units have shelves where the
books sit before being checked out to CONS. Penny Bertrang mentioned that
there is an institutional borrower, MEND that was created use within the
unit. That might help larger units locate books before the are go on to
CONS. There is also a "borrower", BRPR (Branch Processing Review) that
can be used in such situations to track a book within the unit. Penny
Bertrang told the Group that a list of "Circulation Supervisors" could be
found in auto-circ by typing "find pt circ". One can find the different
ILL charges by typing f pt ILL, too.
4. Shannon Monroe talked about what should be done with books checked out
through ILL that have reached the billing stage. First Shannon conducts a
series of phone calls and overdue notices to the borrower to try to
retrieve the book before billing occurs, using the circulation cards.
This is usually successful, due to the cost of replacement. If this
fails, the books are removed from being charged to the generic ILL patron
and charged to the specific ILL patron for the borrowing institution. In
the past, Shannon has called and/or e-mailed the owning unit to inform
them of the lost item and that it needs to be billed. This procedure will
continue unless the owning unit contacts Shannon directly with what they
prefer. The unit will do a manual bill, speeding up the process. Norah
Foster asked Shannon what happens when recalls are placed on books checked
out through ILL. Shannon said that she calls the institution to try to
get the book back immediately. Shannon Monroe mentioned that some books
are not discharged by owning units when returned through the library
mailroom and end up on ILL's "ILL-TRF" list. Each unit can see if they
have any books not discharged by typing: "inv ILL-TRF print" and a printed
list will be ready the next day. If you look at the screen inv ILL-TRF
there will be a listing of all the libraries, whereas if you ask for a
printed inventory a unit will receive a list of only the books in transit
to that unit. Shannon Monroe mentioned, as related to Jim Boydstum's talk,
that ILL will take a Main book to CONS if it is in need of repair before
sending the item to a borrower if it is something that can be treated
quickly. If not, then ILL will say no to the borrower and the request
will move on to the next library that owns the book.
5. Penny Bertrang gave the Systems report:
A. Changed GLADIS programs and the Library’s email notification signup
program to recognize the new UCLINK addresses (@berkeleye.edu) as valid
addresses
B. Marjorie Irao requested that the HELP BAKER screen in Gladis is updated
and it has been done.
C. The "Last Bill Cleanup" program will soon be run.
D. There will be changes in the circ codes for NRLF items, mostly having
to do with restricted and limited circ materials.
E. Ethnic Studies has completed a smart barcode project and cleanup and
will soon come up on autocirc.
6. Giulia Sacco-Trujillo spoke about different issues of reserves,
including issues with electronic reserves.
For those using ERes, each academic department is responsible for use of
ERes, including following Copyright compliance guidelines. The
Anthropology Library is the only library that takes care of professor's
pages for them. In most departments it is the actual professor, their
GSI, TA or a departmental AA who creates, and maintains the page for them.
You can refer a professor to: http://eres.berkeley.edu/ to get further
information on creating course pages. This is found on the Library's web
page under Course Reserves and Exams, which is found under the general
heading of Find Information. Faculty interested in exploring ERes as a
reserve option for their class should first contact the ERes Manager by
sending an e-mail to: reserves@sunsite.berkeley.edu
Moffitt's exams have been digitized and are now online within ERes.
It's’ listed as a course page under “Exams”. If faculty is interested in
having their exams put up on ERes they should contact Esther Gold in
Moffitt. They are not passworded.
Giulia handed out an instruction sheet written some time ago regarding the
protocol for how units should request other unit's material for reserves.
Never place a recall on another unit's book that is checked out to a
patron or that is Missing, Withdrawn, Billed, charged to Cons or the
Bindery, owned by an affiliated library, any reference or reading rooms,
or Morrison. This procedure was worked out by branches processing
reserves, and is based on a history of what has worked and what hasn't.
Norah Foster asked that an owning unit place a search on a book that is
needed by another unit and not found on the shelf.
Giulia is interested in updating the Reserves Manual, which was originally
written to assist staff in implementing Auto Reserves. When completed it
will then be placed on the Circulation Services website.
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