Circulation Services Group Meeting August 15, 2006 Present: Brian Light (chair), Sheehan Grant (chair), Lea Mascorro, Brice Sullivan, Guilia Sacco-Trujillo, Ted Couch, Jutta Wiemhoff, Jim Boydstun, Carly Benham, Marianne McDonald, Penny Bertrang, Meredith Fleming, Claudette Smith, Angela Arnold, Norah Foster, Virgilyn Abibas (recorder). Agenda: I. Introductions II. Announcement Claudette Smith expressed her gratitude to everyone for being able to serve as co-chair to a wonderful Circulation Services Group. She also thanked Sheehan Grant for his bravery to take over her seat, and congratulated him at the same time. Lea Mascorro addressed to the group, especially to the specialty libraries representatives to inform BIOS as soon as possible about materials they requested for reserves, which will not be sent right away. Penny Bertrang announced that students who are eligible to register for the Fall semester will be loaded to Gladis the week of Welcome Week. The load will include Fall freshmen, i.e., ~500 freshmen admitted via UC extension. Student records will be loaded/updated several times a week for the first few weeks of the semester. After the fifth week of the semester (when all students are required to complete registration), Systems will re-load everybody who is a valid registered student and expire the students who did not complete their registration by that time. Meredith Fleming announced that Joyce Ford is back on recall for the Privilege Desk. Jutta Wiemhoff gave an update about the OCA (Open Content Alliance) digitization project at the NRLF. The last day of the person that was hired to work on the project is today, August 15. NRLF is now gearing up for the next phase of the mass digitization projects, resuming later in October, and job listings for these projects should be posted soon. The group discussed the copyright issue of digitized material and learned that the digitization partners make full-text available only for books that are out of copyright. Material protected by copyright can be viewed as "snippets" - brief sections of the page where the search term appears. Material to be digitized will be checked out to patron records starting with "NRLF" and can be recalled. III. June Minutes approval Corrections were submitted for the June minutes. Suggestion: To keep track of our meetings, our website should also indicate meetings that are cancelled or postponed. IV. DMCS Report (Sheehan Grant) There was a discussion about the DMCS candidates’ presentation. If anyone has any comments and insights about the DMCS interview process and candidate presentation, forward them to Sheehan Grant. V. Follow-up on Student Discussion from July (N. Foster) Norah Foster said that there was a rumor; however, the issue was presented at the Roundtable. The General Plan is that all student employees in all levels will be getting at least a dollar plus pay raise. This should happen approximately mid-September. The good news is: our budget will be augment for the pay raises. Please note that it is not official until we see it in their paychecks. VI. The New Building Use Only circulation status for NRLF material starting Sept. 1. What does this mean for current Limited Circ materials? What is the best way to communicate with the units when current Limited Circ material is being requested by non-owning libraries? Starting September 1, the existing "limited" circulation status will go away and can no longer be assigned to new deposits. The new circulation statuses will be: Unrestricted: Lent to any UC campus; lent on-site at NRLF; may be lent on interlibrary loan outside UC; may be copied or scanned for document delivery. Building Use Only: Lent to any UC campus, but must be used within the library; may be used but not loaned on-site at NRLF; no interlibrary loan outside UC; may be copied or scanned for document delivery. (Note: The Gladis circ code defaults to K, i.e., Library Use Only, and may not be changed.) Restricted: for special collection material; the item can circulate only to the owning library; special collections may not be used on-site at NRLF and may not be copied or scanned for document delivery at NRLF. The new "Building Use Only" circ status, defaulting to circ code "K", will display "Library Use Only" upon charge and discharge in GLADIS, alerting staff that the material must be used within the library. (Note: NRLF will also affix a "Building Use Only" sticker onto the item before sending it out.) The group agreed that it is important to reach a common ground on how to handle books that are Library Use Only. Some suggestions were to tattle tape and sensitize the material, but no final decision was made on this matter. Items with "limited" circulation status will be assigned a new circ status when they are requested for borrowing. NRLF is in the process of setting up a procedure to communicate with the units when this situation occurs. (Note: The guidelines are described in the document entitled "Policy and Procedural Changes at NRLF starting September 1, 2006" sent out to the Roundtable and CSG e-mail reflector by Scott Miller subsequent to this meeting on 8/28/06.) VII. RSL Persistence Policy and Lost/Missing Material. (Will be discussed in the next CSG Meeting). VIII. LSO Report (Will be discussed in the next meeting.)
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