CIRCULATION SERVICES GROUP MEETING Tuesday, December 14, 2004 (2:00-3:30 PM) Doe Library, Rm 303 Present: Madalene Rodriguez (Co-Chair), Lauren Dexter (Co-Chair), Craig Alderson (recorder), John Berry, Penny Bertrang, Meredith Fleming, Norah Foster, Brain Light, Will Lynch, Lea Mascorro, Marianne McDonald, Ann Moen, Janice Olson, Emilie Ortiga, Peter Soriano, Claudette Smith, Jonathan Thomas, Nga Tran, Bruce Williams, Kim Wu, Isabel Stirling (guest) Agenda 1. Introductions 2. Emergency Buddy System (I.Stirling) 3. Announcements 4. Minute approval 5. Systems Report (P.Bertrang) 1. Introductions Attendees introduced themselves. 2. Emergency Buddy System (I.Stirling) Isabel Stirling, AUL for Public Services, discussed the “buddy” backup system being developed. A buddy system would pair a library with one, two or even three other libraries to provide backup in case of staff shortages. Isabel said that while this would be most beneficial to small units, even medium-sized and large units have had instances when all career staff are temporarily unavailable. Staff in the buddy libraries would be trained in the basic opening and closing procedures of the affected library and would be able to provide coverage at critical times, such as opening and closing, or at a minimum, to post a sign that the library was temporarily closed. The backup training would cover basic procedures and unit idiosyncrasies, such as knowing where the light switches are. The intention of the buddy system is to cover acute, short-term shortages only. Longer term shortages will need to be dealt with differently. Some libraries voiced concerns about security of special collections and key or building security. Isabel said the buddy plan was implemented first for subject specialty libraries and details for other libraries remain to be worked out. However, the idea was to work out those answers now and to have a plan in place prior to a critical need for help. Circ head should consult with unit heads or AULs if a buddy system is not already in place for their own units. Please contact Isabel with questions or comments about the buddy system. She is especially interested in suggestions or problems from units based on their own experiences. Email: istirlin@library.berkeley.edu . 3. Announcements Norah Foster: Grad Services has produced a new web page with improved information regarding reserves. (http://www.lib.berkeley.edu/GRAD/) Jonathan Thomas: Brice Sullivan will be rotating into ENGI to fill a vacant circ supervisor position. He will be there for 1 year, beginning Jan. 3, but will still report to his current supervisors. This is an experiment in dealing with staffing gaps and will be evaluated for its applicability to other units. Penny Bertrang: Gladis will be down on Dec. 28 as part of the systems move. Email servers should queue email received during this time. Reserve defaults for Spring 2005 will be turned on the day after the last final, or Dec. 23. No circ notices will be printed from Dec. 23 through Jan. 2. Marianne McDonald: BUSI is filling the vacant circulation assistant II position temporarily with a graduating student employee through June 2005. 4. Minute approval Minutes from the previous meeting were approved as corrected. 5. Systems Report (P. Bertrang) a. Moffitt fine testing (11/19/04, 12/1/04) Moffitt is considering resuming fining, and Systems has reactivated the fine notification system so Moffitt can gauge what the level of fining activity will be. Fine memos will be produced, and Meredith reports they are receiving about 10/day. Signs will be posted next semester announcing a resumption of fining in fall semester 2005. There was much discussion about fining and fine policy. Reactivating fines for units is easy, but fines are for short-term items only and must be applied uniformly. The fining policy and rates can be found at http://www.lib.berkeley.edu/CARS/chart11.html#fines. Some units’ web pages advertise the fining policy (see, e.g., Optometry’s at http://www.lib.berkeley.edu/OPTO/loan.html). Fines appear on the CARS statements and must be manually registered and cancelled in Gladis. Fined reserve books can be res’d off but the record cannot be deleted until 90 days after the fine is paid. Fines on reserve books borrowed from other units is not currently possible. b. Concurrent student records (12/8/04) Some students are concurrently enrolled at other institutions in addition to UCB. These students are not issued photo IDs. The practice has been to issue manual library cards for these students. However, the patron record upload routine had been automatically expiring the manually issued library cards when the student records were uploaded (the system favors the student photo ID over the manually issued card). This problem has been corrected for concurrently enrolled students (affil = CON). If an active record already exists, the incoming student record will be made inactive. If concurrent students dont show up as Berkeley students, for some reason, they should go to the Privileges Desk for a manual card. Meeting adjourned: 3:10 pm Next meeting: Tuesday 2/15/05 2-3:30 pm, room 303 Doe
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