CIRCULATION SERVICES GROUP MEETING Tuesday, February 15, 2005 (2:00-3:30 PM) Doe Library, Rm 303 Present: Madalene Rodriguez (Co-Chair), Lauren Dexter (Co-Chair), Carly Benham, John Berry, Penny Bertrang, Ferol Conklin, Ted Couch, Meredith Fleming, Norah Foster, Lynne Grigsby-Standfill (guest), Tomoko Kobayashi, Brian Light, Will Lynch, Marianne McDonald, Emilie Ortiga, Charlotte Rubens (guest), Claudette Smith, Brice Sullivan, Jonathan Thomas, Zachariah Veley, Jutta Wiemhoff Agenda 1. Introductions & announcements 2. Minute approval 3. Course Reserves policies (C. Ruben & J. Thomas) 4. Gladis priorities list (L. Grigsby-Standfill & P. Bertrang) 5. Systems Report (P.Bertrang) 6. “NRLF Only” Onsite users (J. Wiemhoff) 1. Introductions & announcements Attendees introduced themselves. Norah Foster: The North Reading Room in Doe is now open, providing more study space for those not able to study in Grad Services. This study space is particularly needed during finals. Jonathan Thomas: His new position as African-American liaison constitutes new responsibilities but not a new position. Marianne McDonald: Carly Benham is a new employee at BUSI. Her duties include Circulation, Reserves, and some Tech Services work. Jonathan Thomas: The UC Circ Heads meeting is 3/22 at UCSC this year. Anyone interested in attending should contact him. Jutta Wiemhoff: As part of the NRLF Phase 3 construction, roads and parking areas are currently being paved and repaired. Visitors to NRLF may have difficulty finding parking. The Phase 3 project is scheduled for completion on March 25. From March 28 to April 13, re-cabling of voice and data connections in Phases 1&2 will occur. From late March to mid-April, NRLF will bring in fewer new deposits while staff concentrate on moving 200,000 temporarily shelved items into the new shelving module. The new reading room is scheduled to open March 28. 2. Minute approval Minutes from the December meeting were approved. 3. Course Reserves policies (C. Ruben & J. Thomas) Charlotte Rubens: Charlotte noted that she took over the Course Reserves unit in August and that there has been some discussion over which collections have priority when prepping items for reserve that are not owned by a reserve supervisor’s home unit. The Reserves Unit has not been able to locate any of these procedures in writing. The former members of the reserve unite, Meredith and Jonathan, shared with the current reserves unit their collective memory as to the order of prepping. It was stated that reserves staff would like to put into practice procedures that benefit all users and not just staff. It was noted that any unit can refuse to lend any item for reserve, but that the owning unit should notify the requesting unit that the item will not be sent. Norah Foster pointed out that timeliness is an issue: if a book is checked out, it makes sense to borrow an item that is on the shelf, even if it belongs to Moffitt. She also noted that Moffitt often has multiple copies of items. Some members noted that it seems retrieving books from other libraries for reserves would indeed speed up if Moffitt books could be borrowed. Meredith Fleming pointed out that putting a book on reserve that has multiple copies interferes with the global hold function in Gladis and actually creates more problems. Will Lynch noted that his understanding of borrowing priorities was that Main books should always be borrowed before other branches. A few other people agreed that this policy existed and was created by the now-defunct Reserves Committee several years ago. Brice Sullivan noted that the prepping order currently proposed (ie. branches prep other branches before Main) works best for his unit (Engi) right now. There was a discussion among the group as to the best order of prepping for campus units. Jonathan will send out a proposal for order of prepping for Moffitt and subject specialty libraries. We will take up the issue of order of prepping for units within Doe at a later meeting. Hopes were expressed that this process would lead to an established written prepping order policy. 4. Gladis priorities list (L. Grigsby-Standfill & P. Bertrang) Lynne Grigsby-Standfill: due to staff leaving, there is now only one staff member working on Gladis enhancements. The CSG group is asked to come up with 10 priorities to work on in Gladis from a comprehensive list with a deadline of 3/15. No more than 3 of these 10 top priorities should come from the “complex/long” section of the list. Some items on the list are Campus or State mandates. Brian Light suggested that we could discuss the priorities by email. It was decided that everyone should send their personal choices to Brian Light and Madalene Rodriguez by 3/4 so that the group can make a final decision at the next meeting, 3/15. 5. Systems Report (P. Bertrang) a. Tandem switchover Systems is planning a switchover to a new Tandem machine over the Spring Break holiday, 3/25-27. Units should plan on not having access to Gladis during this time. Pathfinder and Melvyl should work fine, but Gladis records will not be updating. NOTE: it was decided after the meeting to postpone the Tandem switchover until Memorial Day weekend, May 28-30. b. Move to Evans Hall Systems move to Evans Hall is scheduled for June 2005. Preparations are ongoing. b. New barcode ranges New barcode ranges will be created for the opening of NRLF phase 3. c. New location codes in Gladis Systems will be creating a new location code to accommodate Current Periodicals. It will be CPER. At the same time, the location code for Moffitt will be changed from UNDE back to MOFF. 6. "NRLF Only" Onsite Users (J. Wiemhoff) Jutta asked if anyone had questions about the e-mail she sent out about "NRLF Only" patron records. These are records created by NRLF staff for onsite users who don't have a valid UC library card but are interested in using NRLF material at the facility on an occasional basis. These patron records show 0 (=reference) loan privileges and have L9xxxxxxxx circ ids. They are valid only for onsite use at NRLF. NRLF does NOT issue actual library cards. Although this won't affect most libraries, staff at public service points should be aware that these patron records exist. Meeting adjourned: 3:30 pm Next meeting: Tuesday 3/15/05 2-3:30 pm, room 303 Doe
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