June 20, 2006

Circulation Services Group Meeting 
June 20, 2006
Held at the Northern Regional Library Facility (NRLF)

Attendance: Meredith Fleming, Brice Sullivan (recorder), David Zuckerman, Sheehan Grant, Jim Boydstun, 
Peter Soriano, Nancy Zora, Angela Arnold, Trina Lopez, Sheila Williams, Lea Mascorro, 
Virgilyn Abibas (recorder), Imani Abalos, Penny Bertrang, Jutta Wiemhoff, Claudette Smith (co-chair).

Agenda: 

I.	Introduction
II.	Announcements
III.	Retention/Recruitment of Students- N. Foster
IV.	Patrons with Bad Address and Cars Bills – P. Bertrang
V.	Systems Report—P. Bertrang
VI.	End of Term—C. Smith
VII.	Welcome to NRLF—J. Wiemhoff 

I.          Introduction (All)

Jutta welcomed the group to NRLF's new and expanded facility since Phase 3 construction was completed in 
2005. This is the first time that a CSG meeting was held at NRLF. She introduced Access Services staff to 
the group, briefly stating everyone’s duties and responsibilities. 

II. 	Announcements 

Imani announced that 
LHRD is recruiting to fill the position for Head of Doe/Moffitt Circulation Services. 

Joyce Ford is retiring; however, she will be coming back on a recall basis in the Fall 2006. Recruitment 
to fill her position will begin soon.

III.	Retention/Recruitment of Students (N. Foster was absent; item tabled for next meeting.)

IV.	Patrons with Bad Address and Cars Bills  (P. Bertrang)

Library related fees such as late fees and fines go to the University billing system (CARS).

Penny reported that recently CARS has been forwarding her undeliverable library bills due to invalid 
address information. She tried to supply CARS with updated information when possible. Penny asked if it 
would be better for her to forward these bills on to the individual library units whose items are billed, 
as they might be better able to obtain updated information. It was pointed out the “Bill Warning” postcardare
generated prior to CARS bills and units should either contact patron or forward any “return to sender
postcards to Privileges Desk for blocking at that time. Peter Soriano agreed that Penny should forward these 
CARS bills to the Privileges Desk in the future. 

In addition, most of the patrons’ information on Gladis is not current. Circulation attendants need t 
verify if patrons’ addresses are correct on Gladis. If there are any changes in their information, hav
them fill out a change of address form. Circulation supervisor who is trained to update information has
the authority to update patrons profile on Gladis.



V.	Systems Report (P. Bertrang)

a.	Bad CARS Data: CARS invoices were mismarked for transferal to CUBS. Patrons were wrongly blocked 
        as being in CUBS. Payments for any of these invoices were incorrectly recorded in Gladis. 
        Problem was reported to CSG.
b.	CARS NOTICE STATS: The automatic tabulation of Autocirc notices by owning units is available in 
        the Library website under Statistics.
c.	Fix bad CARS data: A special program was  written to fix all the falsely marked “sent tocollection
       ” and removing the CUBS block from the patron. A few needed to be manually corrected. All record
        should be correct in Gladis now

VI.	End of term (C. Smith)

Claudette Smith’s end of term as co-chair is approaching. Anyone interested to lead the Circulation Service
Group should contact Claudette or Brian Light: csmith@library.berkeley.edu or blight@library.berkeley.edu

VII.	Welcome to NRLF (J. Wiemhoff)

NRLF Access Services staff addressed the following concerns that arise from their daily interactions 
with the various library units:

- NRLF noticed an increase in requests from circulation staff for materials that cannot be delivered 
to that unit due to either 'limited' or 'restricted' circulation status of the material. It was agreed
that public services staff need to ensure that material is available for delivery to their unit prior to
taking requests. NRLF's current circulation categories are:
 
        Unrestricted:  Any library may request.
        Limited Circ: Only owning library may request. Material can be viewed at NRLF. 
        Restricted Circ: Only owning library may request. Material cannot be viewed at NRLF.
 
NOTE: A new designation 'Building Use Only' will be implemented soon, replacing the current 
'Limited Circulation' status: Any library may request, but must be building use only. Can be viewed 
at NRLF, but cannot be checked out.

- NRLF staff noticed that materials sometimes remain on Pickup status for prolonged periods of time, 
creating unnecessary overdue notices and shelf checks. It was agreed that if units wish to hold material 
for longer periods they shall charge item to the unit using the ID=[unit] patron. Also, units should 
periodically check for materials to send back to NRLF if normal pickup period expired. 
 
nrlfreq@library.berkeley.edu is the e-mail account for units' requests, routine shelf checks, 
and inquiries

Scott Miller joined the group after the meeting, leading them on a tour through NRLF. 

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