August 21, 2007

Circulation Services Group
Meeting Notes
21 August 2007
Rm. 303 Doe 2-3:30pm
 
Present: Trina Lopez (Co-Chair), Sheehan Grant (Co-Chair), Mark Marrow, Summer Scanlan, Justin Clarke, Jutta Wiemhoff, Tim Converse, Jennifer Osgood, Nga Tran, Ken Fisher, 
Penny Bertrang, Zachariah Veley, Meredith Fleming, Alina Christian (recorder), Jim Boydstun, Matthew Prutsman, Meredith Fleming, Peter Soriano, Norah Foster.
 
1)  Introduction
2) Announcements
3) Minutes Approval - June, 2007
4) LHRD Q&A on hiring SLEs process and reminders for the Fall Semester - Summer Scanlan
5) Replacement Fee roll-out strategies in response to I. Sterling's 8/2/07 allusers email describing the new policy.
6) LSO Report - Penny Bertrang


1)             Introductions – Everyone introduced themselves.
 
2)             Announcements
 
Penny  – Sheila Williams to create/change GLADIS accounts.
 
Reminder to request to change basic autocirc password via web forms. There is a place to do this on the Gladis Autocirc request page. (Sheila will notify when password 
is changed so you know when to use new one).Reminder to request to delete GLADIS accounts for people who have left, via web forms.
 
Reminder­when Discharging items that have been sent to CUBS, let Penny know if you want CUBS invoice cancelled or not. It will not be cancelled automatically.
It will show up on a patron’s inventory if it has been sent to CUBS.
 
Sheehan­The incoming fall students have all been loaded into GLADIS, which means SLE’s from previous semesters no longer have their extended borrowing privilege. Send
Sheehan a list of your SLE’s, so he can upgrade their privileges. Once a year student library records are reset by LSO, and the addresses in BearFACTS will override the
address students have given to the library, and so students who have not updated their BearFACTS addresses may need to fill out an address change form to update their address
for the library.
 
Jutta­Tim Converse from NRLF will now be coming to CSG meetings.
 
 
3)             The minutes for June meeting were not received and reviewed by everyone, and therefore not approved. They will be re-sent.
 
4)             LHRD Q&A on hiring SLEs process and reminders for the Fall Semester
 


REMINDERS:
  
Always send a chart string with your job postings. 
Be specific with interview times 
Students cannot be hired by recommendation alone, a job must always be posted and everyone given a fair chance to interview, before someone may be hired, with except
of previous SLE’s who have taken leave of absence or studied abroad and left on good standing (although if there is a new supervisor doing the hiring he or she shoul
re-interview and does not have to re-hire). 
You have to complete ALL interviews even if you found the person you want. However, you can hire along the way. (and remember students may have multiple offers). 
Students may have multiple offers.  The studentwill have to decide for which employer they want to work.  They can accept more than one offer, but may only work a maximum 
of 19.5 hours/week with campus employment. Remember to tell hired students to bring 2 forms of ID (1 that indicates eligibility to work) when you send them to Summer. 
 
QUESTIONS: 
  
Is interview default time a half hour? A: yes, but you can tell Summer to change interview time (to an hour for instance), or to change period of time in between interviews. 
  
Is it possible to use Cal Agenda for scheduling student interviews? A. possibly, but it may not be realistic at this time. 
  
Why don’t small units set up own interview times? A.  They may provided they also advise Summer of position so others may also have an opportunity to apply. 
 
Study-Abroad Returnees
Students who return from studying abroad may be rehired to the same job without an interview and without posting a job requisition, depending upon department need.
As we discussed in the meeting, these students are not guaranteed a job when they return; it is up to the supervisor whether or not to rehire.  

If the unit supervisor has changed while the student has been gone, the supervisor does not have to rehire the student!

Supes should also make sure their returnees are familiar with the new pilot pay program.


Multiple Department Hires
Student applicants who are employed elsewhere on campus must receive the same interview and job opportunities as other applicants.  Purposefully not hiring students who 
are already employed on campus is discrimination.  Supervisors can explain in an interview that preference may be given to students with flexible schedules.

If a student does have another job on campus and knowingly exceeds the 19.5 hours per week limit (during the regular school year), the student may be terminated.  
The rules regarding allowable hours for student employees can be found in the handbook.

Time Limits on Job Offers
Time limits may be incorporated into job offers based on departmental need.  This time of year, when we're all crazy busy and need to know, now, supervisors may impose a 
24 hour (or more) deadline on their job offers.  The deadline should be stated in an offer email or at the time of interview.  A supervisor can also ask the Student Employment 
Office to contact the other unit for a status update.

The student handbook indicates that students should report to their new supervisors within 24 hours of filling out their new hire paperwork.

Proof of ID/Eligibility
The most common forms we see are:
1.  Birth Certificate or Social Security Card
2.  Driver License or Student ID Card
3.  Passport.

Students must submit either a combination of one item each from 1. and 2., or may submit a passport.

The I-9 form can be accessed here: http://www.uscis.gov/files/form/i-9.pdf
A complete list of acceptable documents is on page three.
 
5)             Replacement Fee roll-out strategies
 
On Aug 2 an allusers email went out regarding the increase. The replacement fee increase is effective as of Aug 2, 2007.
Penny stated that as of August 1st the manual bill default is $150.00.  Circsupes will not need to manually change all *m notes for values between $100 and $150.  LSO will 
automatically charge patrons with items between these values the new $150 default fine.
 
A discussion was broached regarding how to mitigate fallout from the change in policy and what response (issues) Circsupes should address to the public.  Initial discussion
centered around current status of publicity regarding replacement fees, noting that public notices and web pages do not describe any specifics of our billing policy; although
the background Staff pages do mention price internally.  Mark reviewed a historical PSC precedent wherein specific price was agreed not to be ideal for public presentation in
case the costs were modified.  Many of those present felt it would be good to have a web page that could be referenced to a disputing patron as evidence of our replacement fee
cost.
 
Further discussion revolved whether we should publicly announce (majority agreed, yes) and what alternate means of fee policy declaration could be utilized besides the “findin
replacements” web page to reach larger audiences.  Among the alternate means: news flash on Library homepage, signs locally at each circulation desk, one-time flyer/bookma
education campaign, introductory advise of policy in new account introduction paperwork, among others.  Jutta noticed other U.C.’s post fees, and fines on their web pages.
 
Penny suggested the word, “charge” be used instead of “fee;” and that we phrase any posting as a “minimum replacement charge” to allow for the cost to end up being 
higher (if value of book was larger than default) or if the cost increases in the future.  
 
Sheehan agreed to check with Isabel regarding the no fee-posting precedent for web page, and possibility for reversal at present.
 
6)             LSO REPORT
 
7/11/07: Changed patron load program. When a payroll-based patron record is getting expired because it is not included in the current payroll file, change record source from
“P” to “L” (library input). Then if patron gets reinstated at Privileges Desk (because has switched from career staff to contract for example), his/her record will no lo 
be expired by future monthly payroll loads.
 
8/1/07: new bill replacement policy: minor changes to billing program to default to $150 bill replacement charge instead of $100. If *m amount in v/c is $100-$150, uses default
value ($150) instead of *m amount for invoice. 
 
8/2/2007: bill default automatic.
 
UC/OLCL pilot project­Jan 2008? This is a potential replacement for MELVYL.  Penny on Circ Transactions Task Group. Guilia H on task group re: display of circ and loc info,
and possibly serial holdings.
 
OCLC reclamation project. OCLC #’s back to GLADIS.
 
 
The meeting was adjourned.

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