Libraries: Circulation : Meeting Notes

Meeting Notes

Five College Circulation
Meeting Minutes
November 17, 2010

Attending:Steve Bischof, Susan Dayall, Suzanne Karanakis, Karen Mehl, Tom Paige, Gail Scanlon, Odelia Silver, Maryanne Stoddart, Mary Yokubaitis, Tara Zidonik

1. TESTING V.20 –
a. No real problems reported.
b. Susan D will test PLIF
c. Steve B:
i. Prod and Test will be down Thanksgiving Day for refreshing (group suggested that Test should be refreshed on a somewhat more regular basis once we move to 20)
ii. V20 Service pack will be loaded in test before we get to PROD
iii. V20 Prod client can be distributed prior to January
iv. Still on track for PROD to come live on Jan 3 – the actual time it comes up will likely become apparent once more testing is done in December
v. Librarians Council has approved the purchase of extra discs for extra space on Oracle server
1. Should limit down time
2. Assist with backup capabilities
3. May help with refreshing ARC more often than once a week
vi. ALEPH will be down on Jan 10
2. ARC V20
a. Steve B – not sure of exact differences between V19 and V20
b. Training sessions will be set once more info available
3. RESERVE STATISTICS – Susan Dayall reported the circ statistics do not show reserve activity once items are returned to “regular” status at the end of semester/use.
4. ALEPH enhancement requests –
a. Michael is Edwards is now the ELUNA Enhancement Coordinator for all subsystems.
b. Two enhancements have been submitted by Susan D
i. 1. Create two new services for patron records like p-ret-adm-01 and p-manage-62, that will let us collect and update patron records
ii. Allow books from another ADM to be put on Reserve.
5. Clearing hold shelves –
a. items are not getting checked in before they are sent back to home institutions - Many times they have an existing hold on them for another patron at the same library (or they should be sent to a different library) so they just go back & forth in the delivery needlessly.
b. Everyone should attempt to clear hold shelf reports regularly and on a timely basis
c. If an item is being returned before the hold expires, the returning institution should delete the hold before returning the item
6. ALEPH Barcodes and Scanning - Steve says he has a fix. Any libraries that need help with that should contact Steve
7. Use of 5XCIRC password
a. Tara reported that some Smith student assistants have been given 5XCIRC pass
b. Susan D had some concerns about students using this password and has created a new student username and password for 5C ADM use. 5SCIRC 5SCIRC
8. Do other working groups need to meet? – Reserves, FCD- Hold shelf staff – consensus: it is up to these groups to decide if they need to meet
9. Possible PDQ Changes
a. Journals
i. UMASS – will deliver articles, not entire volume
ii. HAMPSHIRE – Susan D encourages all libraries to do and says Hampshire would participate
iii. MH – has yet to discuss with staff and faculty
iv. AMHERST – touchy issue with faculty
v. SMITH –
1. Neilson, Josten -yes
2. Science, Hillyer – not likely
vi. Consensus – this proposal not going anywhere fast – We should focus on rapid delivery instead and put this on the back burner
b. CD’s –
i. UMASS and Hampshire will likely do a test program to begin late January/early February.
1. A 5 day loan period will be set by UMASS.
2. Hampshire has a two week loan and does not want to either shorten it or have a different loan for 5 College users.
3. This requires further discussion
ii. Steve B reported that the libraries he worked at in CT have been doing CD paging for five years. They used air mailers and did not have too many problems.
iii. Both Smith and Amherst were not able to make any commitment to such a program. Will check with branches to see if this is possible – not likely to be greeted with much enthusiasm
iv. Gail S suggested that if libraries were going to take part in a CD PDQ, all loan policies should be standardized for those in the program
10. Gail Scanlon will invite Kathy Leigh to do Rapid Delivery discussion - this will be scheduled for January 12th meeting at Hampshire
11. R2 Report
a. regarding ILL 24 hr turnaround, using ALEPH for article requests for 5 college patrons
i. Concern about having enough staffing to do this
ii. FC CWG will wait to have discuss and test until FCLS meets and discusses this in December
b. Report not a given -
i. Feedback has been given to FCLC and a second feedback session is planned for December 8 at MH prior to the FC CWG Meeting
ii. Portions of the report may be cherry picked for FC application
12. RIO Brown Bag – public patron discussion - mostly spoke about public safety issues.
13. Amherst pull slips –
a. Odelia reported that Amherst is still working on a fix, but they are catching up and should be set before long
b. Patrons should re-submit requests if they are no longer in the system
14. Next meetings:
a. December 8 - Faculty Club Room at the Willits-Hallowell Conference Center @ MHC 3:30. Parking should be available at the Conference Center or in the visitor spots in front of the Greenhouse or on Church Street.
b. Jan 12 at Hampshire


	Meeting Notes Five College Circulation Meeting Minutes November 17, 2010 Attending:Steve Bischof, Susan Dayall, Suzanne Karanakis, Karen Mehl, Tom Paige, Gail Scanlon, Odelia Silver, Maryanne Stoddart, Mary Yokubaitis, Tara Zidonik 1. TESTING V.20 – a. No real problems reported. b. Susan D will test PLIF c. Steve B: i. Prod and Test will be down Thanksgiving Day for refreshing (group suggested that Test should be refreshed on a somewhat more regular basis once we move to 20) ii. V20 Service pack will be loaded in test before we get to PROD iii. V20 Prod client can be distributed prior to January iv. Still on track for PROD to come live on Jan 3 – the actual time it comes up will likely become apparent once more testing is done in December v. Librarians Council has approved the purchase of extra discs for extra space on Oracle server 1. Should limit down time 2. Assist with backup capabilities 3. May help with refreshing ARC more often than once a week vi. ALEPH will be down on Jan 10 2. ARC V20 a. Steve B – not sure of exact differences between V19 and V20 b. Training sessions will be set once more info available 3. RESERVE STATISTICS – Susan Dayall reported the circ statistics do not show reserve activity once items are returned to “regular” status at the end of semester/use. 4. ALEPH enhancement requests – a. Michael is Edwards is now the ELUNA Enhancement Coordinator for all subsystems. b. Two enhancements have been submitted by Susan D i. 1. Create two new services for patron records like p-ret-adm-01 and p-manage-62, that will let us collect and update patron records ii. Allow books from another ADM to be put on Reserve. 5. Clearing hold shelves – a. items are not getting checked in before they are sent back to home institutions - Many times they have an existing hold on them for another patron at the same library (or they should be sent to a different library) so they just go back & forth in the delivery needlessly. b. Everyone should attempt to clear hold shelf reports regularly and on a timely basis c. If an item is being returned before the hold expires, the returning institution should delete the hold before returning the item 6. ALEPH Barcodes and Scanning - Steve says he has a fix. Any libraries that need help with that should contact Steve 7. Use of 5XCIRC password a. Tara reported that some Smith student assistants have been given 5XCIRC pass b. Susan D had some concerns about students using this password and has created a new student username and password for 5C ADM use. 5SCIRC 5SCIRC 8. Do other working groups need to meet? – Reserves, FCD- Hold shelf staff – consensus: it is up to these groups to decide if they need to meet 9. Possible PDQ Changes a. Journals i. UMASS – will deliver articles, not entire volume ii. HAMPSHIRE – Susan D encourages all libraries to do and says Hampshire would participate iii. MH – has yet to discuss with staff and faculty iv. AMHERST – touchy issue with faculty v. SMITH – 1. Neilson, Josten -yes 2. Science, Hillyer – not likely vi. Consensus – this proposal not going anywhere fast – We should focus on rapid delivery instead and put this on the back burner b. CD’s – i. UMASS and Hampshire will likely do a test program to begin late January/early February. 1. A 5 day loan period will be set by UMASS. 2. Hampshire has a two week loan and does not want to either shorten it or have a different loan for 5 College users. 3. This requires further discussion ii. Steve B reported that the libraries he worked at in CT have been doing CD paging for five years. They used air mailers and did not have too many problems. iii. Both Smith and Amherst were not able to make any commitment to such a program. Will check with branches to see if this is possible – not likely to be greeted with much enthusiasm iv. Gail S suggested that if libraries were going to take part in a CD PDQ, all loan policies should be standardized for those in the program 10. Gail Scanlon will invite Kathy Leigh to do Rapid Delivery discussion - this will be scheduled for January 12th meeting at Hampshire 11. R2 Report a. regarding ILL 24 hr turnaround, using ALEPH for article requests for 5 college patrons i. Concern about having enough staffing to do this ii. FC CWG will wait to have discuss and test until FCLS meets and discusses this in December b. Report not a given - i. Feedback has been given to FCLC and a second feedback session is planned for December 8 at MH prior to the FC CWG Meeting ii. Portions of the report may be cherry picked for FC application 12. RIO Brown Bag – public patron discussion - mostly spoke about public safety issues. 13. Amherst pull slips – a. Odelia reported that Amherst is still working on a fix, but they are catching up and should be set before long b. Patrons should re-submit requests if they are no longer in the system 14. Next meetings: a. December 8 - Faculty Club Room at the Willits-Hallowell Conference Center @ MHC 3:30. Parking should be available at the Conference Center or in the visitor spots in front of the Greenhouse or on Church Street. b. Jan 12 at Hampshire