Circulation Services Group meeting
Tuesday, November 20, 2007
Doe Library, Room 303
2:00-3:30p.m.
In attendance:
Sheehan Grant (co-chair) PRIVS, Trina Lopez (co-chair) AH-C, Penny Bertrang LSO, John D. Berry ESL, Matthew Prutsman ENVI, Mark Marrow DMCS, Jim Boydstun PRES, Jutta Wiemhoff NRLF,
Jennifer Osgood MATH / PHYS, Ted Couch (recorder) MATH, Hans Protzel ED-P, Zachariah Veley EART, Tim Converse NRLF, Brice Sullivan ENGI, Norah Foster GRDS, Brian Light ED-P,
David MacFarland ANTH, Angela Arnold MUSI, Ken Fisher BIOS, Rebecca Darby Williams SSEAL, Rob Leteff BUSI, Marianne Tomita McDonald BUSI, Virgilyn Abibas ANTH / CHEM.
Agenda:
1) Introductions
2) Announcements
3) Minutes Approval - October 2007
4) NRLF update - Jutta Wiemhoff
5) HTML and wikis - Looking forward for the CSG 2008, where to? - Sheehan and Trina
6) LSO Report - Penny Bertrang
1) Introductions
2) Announcements
Mark repeated an announcement that volunteers are needed to serve as monitors in DOE/MOFFITT during the period 12/11 – 12/15. Their duties would be to check IDs and monitor
food and drink.
Jutta informed the group that Judith Weeks will be arranging a training session on proper Gladis withdrawing procedures. Penny emphasized the importance of doing this work
correctly, as it affects holdings information as displayed in Melvyl and in OCLC’s WorldCat local, which may become Melvyl’s replacement. Since Judith is planni
to devote an entire meeting of the B-Tech group in December or January to the topic, members of the CSG could very well simply attend that meeting to get instruction.
The group agreed that the issue of such training was important enough that it should be pursued on CSG time.
Brian told of a discussion group of his that gets together to investigate ideas contributing to the Library’s New Directions project. Those interested were invite
to join in beginning with its next meeting, to take place on November 29 at 5:30pm at Jupiter in Berkeley.
Jim brought up the moving of EAL to its new quarters in the C.V. Starr Library planned for December and January, noting that certain conservation issues will have to be dealt with.
Virgilyn announced that David MacFarland has recently become the new operations manager at ANTH and will completely take over from Claudette Smith when she retires in January 2008.
3) The October 2007 minutes were approved.
4) Jutta gave a shortened NRLF report detailing information she had previously distributed by email to course reserve processors, concerning the requesting and handling
of non-UCB stored items to be put on reserve. Any item not belonging to Berkeley that is stored at the NRLF or SRLF may be used for reserves, as long as it is
designated “Unrestricted” and/or “Building Use Only”. It cannot, however, be “prepped” in the normal way and is subject to work-around procedures patron
must clearly indicate that the material is intended for reserves. Once received at the reserves unit from NRLF, it must not be discharged in Gladis as it’s charge
to the patron id “Reserve.” A discharge would charge it to In Transit back to NRLF. An x-level record should be created, in the same way that this is typically do
to accommodate personal book copies that have been lent by course instructors. Thus a bookband around the back cover or other means must be used for affixing the
circulation barcode to the book. When no longer needed the book is returned to NRLF after being discharged from the tracking system. The x-level record is disposed of
in the usual way.
[Subsequently to the meeting, Jutta re-sent her document to the CSG listserv. It is reprinted here with an added note on x-level records by Penny:
• All NRLF material with Unrestricted and/or Building Use Only circulation status can be put on course reserves.
• PREP command does NOT work for this material.
• Reserves unit pages item from NRLF, clearly indicating that it is for course reserves.
• NRLF charges the item/s to patron id "RESERVE." This patron id does not allow recalls.
• NRLF adds a permanent circ note (*nX) "Requested for Course Reserves at (MOFF, CHEM, ED-P, ANTH, etc.) - Do not Recall/Place a Hold" into each V/C.
• NRLF will also put a RESERVES flag into the book.
• Upon receipt at the Reserves unit, staff will NOT discharge the item and will not remove the circ note.
• Reserves unit will need to create an x-level record in GLADIS (the record that is being created for other non-library material).
• A note will be put in the GLADIS x-level record indicating that the book is to be returned to NRLF when it is taken off Reserves.
• Reserves unit wraps a bookband around the book cover and affixes a Berkeley circ barcode.
• Scan that Berkeley circ barcode when checking the item out for course reserves, not the NRLF barcode. (Please note that non-UCB material doesn't have
Berkeley barcode in the back. Don't add one - yipes, what a thought!)
• When it's time to return the item to NRLF, discharge the item by NRLF barcode to trigger a TRF-.
• Return item/s to NRLF.
• NRLF receives and discharges item/s and removes the *nX note.
Penny’s note: If there are no outstanding circ transactions (including bill cancellations that haven't been processed, i.e., sent to CARS), the x-leve
record is deleted automatically when RESOFF command is given. Otherwise, staff needs to delete the x level record after all circ transactions have cleared.]
5) Sheehan launched a discussion of the possible use of wikis in pursuit of projects that the CSG may want to undertake in 2008 and beyond. The inspiration for this comes
from the central role that wikis have already begun to play in the development of ideas for the Library’s New Directions effort. With added comments from others
Sheehan defined what a wiki was and Trina made the case for the general usefulness of such a device, but cautioned that the group should decide to devote time and
energy to their use only if it truly felt that wikis amounted to more than a passing fascination.
The chief uses foreseen were in the production of the CSG meeting minutes and in the development of the yet-incomplete on-line Circulation Users Manual. Work on these two products
would become more of a collective effort than would otherwise be possible. Some members expressed the view that wikis would help the minutes to be published sooner and would allow
them more accurately to reveal what transpires at the meetings. Training would be made available in wiki procedures, so that as many people as possible could participate.
Some precautions, however, were voiced concerning such things as the need for password protection in order to separate active users from mere readers. In various other terms the
logistics of wiki use were discussed. It was decided, finally, to revisit this topic at the next meeting.
6) Penny began with her most important item, the need to install as soon as possible a new program in the Gladis system that would generate the temporary barcodes that the
system requires under various circumstances. This would replace the current program, which could no longer produce additional numerical values to serve this purpose.
The problem was first encountered, as Jutta told it, in the course of business at NRLF. The new TEMP book barcodes would consist of “TE” + 8 digits. Implementati was
take place on the morning of the next day 11/21/2007, when Gladis would be down for one hour. Gladis would also be down from 12/26/2007 10:00 am to 12/28/2007 6:00 pm in
order to install a new operation system on Tandem.
Penny also reported the following LSO activity from her log:
PUBL move support – 10/25/07. Changes to circ notice programs to put PUBL’s mail code in PUBL addresses (not #6000 like most of library). Also fixed special handlin
for DHS patron, which gives PUBL’s address as the patron addresss on postcard notices to reflect PUBL’s new address.
Block code message change – 11/8/07. Changed message for block by a particular unit. Now refers patron to that unit’s circ supervisor instead of Privileges Desk. Install
in GLADIS autocirc programs. Fix cannot be installed on Patron Edit screen until GLADIS is brought down, so block message on Patron Edit screen is unchanged for now for this
type of block. The new block message will be installed on 11/21/2007 along with the changes for the new temporary barcode and will then display on the Patron Edit screen.
The Group decided not to hold a December meeting.
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