Circulation Services Group (CSG) Meeting Tuesday, March 20, 2007 Evans 220 2:00 – 3:30 PM Minutes: Sheehan Grant (co-chair) Attended: Brian Light (co-chair), Sheehan Grant (co-chair), Matthew Prutsman, Trina Lopez, Jutta Wiemhoff, Brice Sullivan, Peter Soriano, Alina Christian, Lea Mascorro, Robert Leteff, Angela Arnold, Mark Marrow, Virgilyn Abbibas, Albert Garcia, Zachariah Veley, Meredith Fleming, Norah Foster, Jim Boydston, Ted Couch, Jennifer Osgood Agenda: 1) Introductions 2) Announcements 3) NRLF n-level records in Gladis and Pathfinder – Jutta Wiemhoff 4) Science Council recommended changes to some Gladis defaults – Marianne MacDonald 5) Overdue and Bill Warning notice procedures - Brian Light 1) Introductions 2) Announcements: * Ted Couch welcomed Jennifer Osgood to the group as the newest addition to the Math/Statistics and Physics-Astronomy Library working 50% time at each respectively. * Zachariah Veley (EART) inquired whether patrons could procure new IDs free of charge if the barcodes were faded (unusable.) Peter Soriano (MAIN) advised that older IDs without the security code numbers (in red on the back of newer generation Ids,) could be procured for no cost. Meredith Fleming (MOFF) later amended the discussion by phone, advising that if the name, barcode, or magnetic strip are not functional a new card could be procured for free from the ID center. Meredith further advised that if the damage appeared to be through neglect, the ID would cost the $12 replacement fee. * Peter Soriano (MAIN) inquired whether other units had recently seen a spike in the requests from NRLF; further, were any units enforcing limits on the amounts of requests patrons could make to retain shelf space. Some advised large requests were being referred to Main for processing, others admitted they had not seen any noticeable increase in requests. Jutta Wiemhoff (NRLF) mentioned that patrons may be confused about how much they can request when using NRLF Request in Pathfinder as the request feature does not limit the number of requests a patron can make. However, staff at NRLF mediates what will actually be sent, making it dependent on how much can be filled & transported within reason and how much space is available on the units' NRLF hold shelves. Patrons will be notified in some form or another when not everything can be sent. While these notices are usually sent by NRLF, circ staff at the subject specialty libraries should also feel free to contact patrons to clarify the need for extraordinary large numbers of items. Additionally, patrons should always be encouraged to view material onsite at NRLF. * The minutes from CSG meeting dated February 20th, 2007 were approved by all present, and were posted on the web 27 March 2007. 3) NRLF n-level records in Gladis and Pathfinder – Jutta Wiemhoff * Until recently, the n-level GLADIS records for non-UCB/UCB Affiliate Libraries NRLF items were extremely minimal records, including only the first 20 or so characters of the title, the call number, and the NRLF barcode, displaying an “Inventory Control Record” note. As part of the Google digitization project, these records were upgraded in October to full MARC records, with complete author, title, subject, etc. These records do not merge with Berkeley records. But, when CDL pulled these records from Melvyl, the primary record for this title was extracted, which may not always be for the item in storage. For example, of the 500,000 records upgraded 1,400 turned out to be for electronic resources, some of them are for microfilm, when they should be for books. NRLF has a list of these titles; they will be fixed manually during the summer as time allows. Any other errors that are discovered, most of them probably by patrons, should be forwarded to NRLF's Deposit Services. It should be mentioned that this is likely to be a very small percentage of the 500,000 records. Records for items accessioned after the October 2006 download date will continue to be minimal n-level records with inventory control record notes. We hope that systems and CDL can periodically upgrade new records keyed since the October load. NRLF is aware that the public may get confused about these records and relies on staff at circulation points to respond as best as they can. Public service staff should feel free to refer inquiries to NRLF. 4) Science Council recommended changes to some Gladis defaults – Marianne MacDonald * Robert Leteff, speaking on behalf of Marianne MacDonald who could not attend, reported back a Science Council recommendation recently proposed that would increase the default replacement charge cost for billed items. The Science Council had not yet suggested a new higher amount, but it was implied that the matter was going to be reviewed further at the next meeting. The discussion which followed in the CSG forum highlighted the following agreements among the participants: 1) The processing charge should also be raised, ideally a proportional amount congruent with the increase to the replacement cost, 2) CSG voted in affirmation of any attempt to raise both the replacement and processing charges and that the matter be brought to the Public Services Group by Mark Marrow at his next opportunity. 5) Overdue and Bill Warning notice procedures - Brian Light * Brian inquired to the group if they knew of or utilized any documentation to address the wide variety of circulation notices produced by the GLADIS autocirc system. He suggested that the CSG consider possibly creating a task force of participants who would be willing to document the utility of each notice, and provide a training template for how all of the various notices, some eccentric and infrequently occurring, should be utilized and/or what they are trying to tell the receiving unit. o Meredith advised that there is some documentation in the Circulation Services Manual; adding that there seems to be no one place universally attainable which documents all of the various cards that can be produced and what they are trying to advise. Although she did note that each card for mailing out to the public usually has a brief explanation. o Jutta reminded the group that all search or claim returned NRLF items would have cards produced for their respective libraries, and would not automatically be searched at NRLF. Adding that if any of the libraries wanted courtesy searches done at NRLF for the item, they simply had to contact NRLF.
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