Circulation Services Group
Tuesday, September 19, 2006
10:30 AM, 236 Evans Hall
In attendance: Sheehan Grant (co-chair), Carly Benham (recorder), Trina Lopez, Jim Boydston,
Nancy Tovar, Giulia Sacco-Trujillo, Victoria Jourdan, Brice Sullivan, Matthew Prutsman, Jutta Wiemhoff,
Penny Bertrang, Imani Abalos, Meredith Fleming.
Agenda:
1) Introductions
2) Announcements:
a) Brice alerts the group that the subject of ‘universal discharge’ will be coming up agai His
announcement was followed by brief discussion on the proposed policy and its possible implications
for circulation.
3) July and August Minutes Approval
4) Penny Bertrang - LSO Report (June ’06 to present):
a) CARS Billing Support for NRLF: Looked for bill cleanups for UCB affiliates and non-UCB
locations (persons and institutions, paid and unpaid).
b) Search Support for NRLF: Looked for everything on search housed at NRLF (search cards normally go
to owning unit, unless non-UCB).
c) Postcard Output Correction: For “last bill”, “last search”, and “NRLF search” programs to NRLF
so it will be printed correctly.
d) System Restart: Took down for training purposes and restarted. Plan to do again Friday Nov.10th
10am-5pm. Meredith asks if this might be a problem if some tech. services units are operating on that
day (even though it is an academic and administrative holiday)? Penny says that she will check
about this. (NOTE: Later rescheduled for winter closure)
e) NRLF BUO Support: Support for NRLF’s ‘Building Use Only’ project –
i) Modified routine check to allow for NRLF circ status “B” and added BUO handlg for a
volume display.
ii) Changed to allow for proper circ codes for BUO items. BUO will be circ code “K” (library use
Modified “set circ” command so BUO items cannot be changed.
iii) Created patron ID ILL-PH308 for NRLF 308t’s to photocopy. Under BUO policy, 308t’s th change
from “limited circ” to “restricted”.
iv) CHARGE changes for BUO, i.e. “library use” loan period but 1 year due date to institution
Change for ILL charges and recalls of BUO items.
v) RESON fix, when NRLF reserve item is res’d off (by owning unit), TRF-loc patron is no owning
unit, not reserve unit. Loan period of BUO materials made “library use” on TRF-charge
dischaged display.
vi) GLADIS servers installed to support BUO circ status on 9/4. Then changes for proper display for
these items on Pathfinder screens.
f) Circulation Notice Program: Fixed problem in posting circ logs to web.
g) Upcoming: NRLF mass digitization project: Scheduled to be completed by mid-November.
5) Jutta Wiemhoff - RLF Persistence Policy and Lost/Missing Material (held over from August meeting):
a) As of 9/1/06, all materials on deposit at NRLF are “persistent." This means that materials sen
for storage will forever be considered on deposit at NRLF. The intent is to guarantee equal
access to items for every user at every UC campus in accordance with RLF access and loan policies.
Special collections are exempt from the persistence policy. Persistent items are assigned an
"Unrestricted" or "Building Use Only" circulation status. They cannot be de-accessioned, but
if needed back at the owning unit materials can be “recalled” and shelved at the owning un
indefinitely. When a unit recalls an item, NRLF will remove the NRLF barcode from the item and
replace it with a sticker that reads "Persistent NRLF Deposit – On Recall to Owning Library" an
add the following note to the GLADIS record: "NRLF - On Recall to UCB [date]; shelved at
[owning library]." Recalled items will retain their NRLF status in GLADIS and will be counted
as deposits.
i) Giulia brings up the question of possible confusion for volume statistics counts at the owning
libraries for insurance purposes. Individual units may want to pursue this question, as they
deem necessary.
ii) Jim expresses conservation concerns about the removal and re-removal of NRLF barcode labels and
the new stickers, but it appears that the special adhesive on these stickers peels away easily.
b) Building Use Only issues:
i) Carly inquires about the possibility of changing existing “limited circ” items to B
programmatically. While this cannot be done at this time, units can collect lists of any group
of material (call numbers, specific formats, i.e. microform, or their entire NRLF holdings) and
forward the list to NRLF. Once the Library Systems Office has time, these items can be changed
automatically. At this point, NRLF deals with "limited circ" items on a case-by-case basis,
although many units have already provided default handling instructions.
c) Long Overdues:
i) Jutta reminds the units to help clean up the long overdue material lost in transit or charged
out to institutional patron records. Items that are unaccounted for need to be de-accessioned
then designated as “missing” or “withdrawn”. Meredith poses a question about how long items sh
remain “missing”? Penny replies that it is up to the unit. The selectors should review and deci
whether to replace or withdraw missing items.
6) Sheehan Grant - NRLF processing at various branches, specifically with respect to electronically
filled article requests:
a) Sheehan brought up the issue of patrons requesting their journal articles from material held at
NRLF via the BIOS circulation desk as opposed to using the "NRLF Request in Pathfinder", which
allows direct delivery of a document to the patron via the web. He would like to know if other
units are encouraging their patrons to use the NRLF Request, as it would probably expedite their
request. Brice mentions that some units are still distinguishing between affiliated and
non-affiliated patrons. Units that have the Ariel program continue to accept article requests
via the circulation desk (mediated requests), others still receive photocopies. But any patron
who has a patron ID and PIN number can use "NRLF Request in Pathfinder" and ask to have an
electronic copy of an article sent as a web delivery. Units should feel free to offer this option
to their users.
7) Other Business:
a) Course Reserves: Jutta brings up issues surrounding NRLF materials for Course Reserves. She
clarifies that since NRLF cannot prep items they cannot change the loan period for reserve items
should that be necessary. This needs to be done at the Reserve unit. Also, the Reserve unit is
responsible to take materials off Reserves before they are returned to the NRLF. When performing
the Res’off command please use the NRLF barcode as this is the only way to trigger a
"In Transition" to NRLF" charge. Discharging with Berkeley's circ code clears all charges
and the item appears to be available at NRLF when in fact it isn't. Much unnecessary searches
have been performed at NRLF when these titles are requested.
b) She also points out that while instructions for NRLF Reserves are posted online
http://www.lib.berkeley.edu/Staff/CircMan/ the Course Reserves Manual is not
available for training and reference. The group agrees that this should be addressed.
8) Meeting adjourned.
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