Minutes Circulation Committee June 6, 2005

Present: Melissa Feiden, Joe Hankins (minutes), Irene Mazor, Georgiana McReynolds (chair), Denise O’Malley, Pat Page, Kevin Sheehan, Ginny Such

Agenda:

1. Updates
2. Committee Meeting Changes and Minutes
3. Backups for Courtesy and Your Account Monitoring
4. Handling Proxies in version 16
5. Changes to Circulation Policies (Allowing retrieval/pickup from library that owns the item)

Agenda:

Updates

1. Designated Borrower Form is ready. Georgiana will send the URL. We will begin using the form in August. Choices exist for new, renewal, and cancellation forms
2. Your Account: The “forgot password” feature in version 16 was tested and works. On May 20 Christine Moulen told Georgiana that the ability to request a forgotten password probably won’t be ready on day 1. Christine will find out if approval is needed from IS&T to implement this technology. To utilize this feature one needs to know their password so those who never knew their password and those who forgot prior to implementing this feature will need an alternate method of getting their password. Circulation Committee suggested changing the link from the monitored email list link to a message advising users to contact a circulation desk, including the list of libraries and telephone numbers. In support of dropping the YAPPERS email list, Georgiana reminded us that no one monitors the list over the weekend.
3. Christine Moulen is trying to find a solution to the “Item has holds” message that appears when multiple users placed holds on an item that has been returned.
4. Taking items off reserve: Using Restore Item Information is not the best solution for items received post-ALEPH since it could revert to Received/Not Yet Available if this process status was not deleted before being placed on reserve. Ginny Such suggested removing this option from the drop-down menu.

Update: Some reserves processing units delete the Received/Not Yet Available process status prior to initially processing reserves and use the Restore Item Information method after the term ends.

e. Local notes: Circulation Committee should begin to think about some standardized local notes which could be numbered. Ex: Patron received YA password

Committee Meeting Changes and Minutes

The meetings set for June 13 and 20 can be cancelled provided no pressing agenda items, since Circulation Committee is meeting with Steve Gass on June 27.

Starting in July Circulation will meet on the third Monday of each month. Provisional meetings related to ALEPH implementation issues will take place on the second Monday of the month, from August through December unless not necessary. Version 16 meetings will be held in DIRC.

With Joe Hankins rotating off Circulation Committee, minutes will be taken in general rotation by member last name, beginning with July minutes. Joe and his replacement, Forrest Larson, will attend the June 27 meeting.

Backups for Courtesy and Your Account Monitoring

Local units will handle backup for monitoring notices due to staff absences.

Handling Proxies in version 16

We asked ourselves if we should give the proxy a second borrowing card (gray) or not. In version 16 utilizing the proxy feature both the proxy and faculty receive notices and have access to view cash problems. Kevin Sheehan will investigate how many steps are involved setting up a proxy account when the proxy is in the circulation system or not.

One suggestion was to implement a popup message when swiping a proxy’s personal card, reading: “Added borrower for ___” This would help library staff loan items on the proxy card rather than on the proxy’s personal account. Kevin Sheehan suggested using photo functionality if we could get photos from the card office. Georgiana will investigate both suggestions.

Changes to Circulation Policies (Allowing retrieval/pickup from library that owns the item)

Tracy Gabridge drew up a proposal allowing users to request retrieval of item(s) for pickup at a circulation desk. Members suggested Georgiana talk with Steve Gass about seeing this proposal. Discussion ensued regarding a proposal to extend delivery of library items beyond library offices.