Meeting Notes15 and 17 Sept 2008 Lib 145 6 – 7 pm and 3 – 4 pm
Notes: Elin
Present Monday: Kellam and Steve
Present Wednesday: Joanne, Maura, Todd, Nancy, Dan, Rachel Roundtable
Steve – need to fill 10 pm – midnight shift Sun – Thursday
Kellam – Sat 1 – 5 shift is now on call at Info Desk; would be helpful to have clear guidelines for users and staff on how to refer/contact on-call Ref
Joanne – tracking Reserve holds; transit between branches has had some problems; cancelling personal holds on branch materials may send notice that item is available on Reserve before it has been placed on reserve (changing priority of hold is a Mill Circ option – why not just delete personal hold?); tracking off-campus (NExpress) books needed for reserves; check for NExpress returns in Morgan’s office if she is out; a reminder to check bins from branches carefully for items needed for Reserves
Maura – hurray – bought the ticket to Barcelona; smooth carrel Monday; student schedule filled; added 10 – 12 slot Sun – Thurs back into schedule; should we do something about labeling LD’s?
Todd – 3 new student workers at Arm; all slots filled; Ariel is alive; note that 2 Arm LCD projectors are checked out for the whole semester
Nancy – Reserves calmer; computing/printing busy
Dan – 3 new student workers at Music; a few small gaps still in the schedule
Rachel – 2 new students for ILL/Res
BLSE/LS – review of workflows – see separate document in folder
FYI Etc.
Check out this link about the power of words/signage
http://www.youtube.com/watch?v=zyGEEamz7ZM
SWOT
Dan, Elin and Joanne writing a SWOT – Strengths, Weaknesses, Opportunities, Threats analysis for Circ workgroup – submitted to Mary this week
Circ Goals for FY09
This year we will develop goals from workgroup level up
A proposal is due to Mary by end of September
We will discuss at the next two meetings
Strategic directions and last year’s goals have been posted on the wiki
Circ meeting next week – goals for FY09 – Dan and Joanne will lead discussion on Wed; Elin on Mon
Annual report due mid-Oct
1 page of highlights
Select stats
Schedules
Elin out 9/22-25 – on the prairie; various day conferences in Oct/Nov
Phil had his surgery earlier than scheduled; now at home recovering
Todd out 10/24
Maura out 10/28 -11/10
Steve out this Thurs and Sun; and at conference 10/31 – 11/6
Check Outlook regularly for updates to the work schedule
Keep Outlook up to date; plan ahead for time away as far in advance as possible (see guidelines on wiki)
Holiday break – from HR
In addition to the regular holiday break, the College will add an additional day to the holiday break – Friday, January 2, 2009. The College will close for holiday break at noon, Wednesday, December 24, 2008 and re-open on Monday, January 5, 2009. This period will be paid as holiday time. There are a few departments on campus that will require some staff coverage in anticipation of the students’ return on Monday, January 5, 2009. Department heads will coordinate that coverage. Non-exempt staff members required to work will receive premium holiday pay as defined in the College Handbook.
Library Hours will be adjusted to accommodate this announcement – stay tuned
Student WorkersTraining, policy handbook etc. – meeting to review/update for consistency still pending
Carts from P&P
New student staff – check a little more carefully – especially media
Circ Blog
Do we want to restrict view to Circ only?
Weekly updates – copy Dan on your weekly updates – due by 5 pm on Tuesday 9/23
Equipment – iPod update from Kellam
Twelve 20G iPods on four-hour Reserve — they will be labeled as such, and live in a separate drawer marked “Reserve iPods” – to ensure that iPods needed for required class assignments are availableThese should be considered the “last resort” iPods. If a borrower needs an iPod, we should give them a regular iPod, with a regular 7-day loan period. We don’t need to figure out what class they need it for, or adjust due dates. They can have it for a week and renew it if needed, or return it if finished. If the regular iPods become depleted, we should then dip into the Reserve iPods. I’ll send an email to everyone if it gets to this point.Two reminders: please continue to have borrowers sign the iPod agreement, and also remember that all three branches have iPods and iTalks now.The classroom laptop cart & key are heavily booked over the next few days. Please check that all items — 16 laptops, adapters, and Ethernet cables — are in the cart at both check out and check in so that it’s ready to go for the next borrower.
Do you know what our users know?
Read LIS Newsletter and LISt blog – a great way to stay up to date across LIS – and to see what our users may ask us questions about.
Locker and Carrel Keys without item records
Simply go into the carrel bib record, view item record, highlight barcode, scan new barcode to “attach” to item record
Carrel Monday!
1st carrel hunter arrived at 5:25 am to wait in line – and started a sign up sheet
83 carrels issued by 8:33 am; 137 by mid-morning
Please add your comments to the blog post
As of Wed – about 20 left at Main; 6 of 6 at Mus; 6 of 9 at Arm
Circ Meetings
Change from Wed to 3 pm Tuesday afternoons and Monday to 6 pm Thursday evenings? Every other week.
From Joseph – a new section of the LIS Wikis devoted to Facilities Concerns: The content is fairly brief at this point, but will expand over time. If you have topics that you think would be useful to have included please let me know. Check it out at go/wikis and select LIS then LIS Facility Issues. The best part is, it’s searchable!
Info Desk
We are exploring the possibility of scheduling student workers during some slots – stay tuned
Some Ref shifts are now on-call. Please refer research questions and requests for Ref assistance to the on-call librarian listed on the Ref schedule
Circ Mailbox – Billed and Claims Returned items
When responding to borrowers with billed items, please copy Elin
Refer/ forward any billing questions/problems to Elin
Please renew billed items if they will be returned – to avoid the replacement charge being transferred to the college bill
Renew before marking claims returned, leave on record while being searched
Refer to Elin for removing claims returned items from accounts
Guest Borrower
Refer special requests to Elin
Requests Not on Shelf
Search and alert borrower by cancelling request – and sending a notice – if not found
Quality control
Check carts before sending to re-shelving
Check carts and work areas at shift changes
Check bins when they come from branches
Items with missing parts at check-out?
Edit item messages to ensure that message reflects accurate status
Stacks – from Rich
A major redistribution of books on the upper level of the Main Library is underway. Library users should anticipate some moderate though quite intermittent clang ‘n’ clatter, and will need to watch range markers at the end of each shelf unit for changes in book locations.
Audio Conference – let Joanne know if you are interested in participating.”Applying Fair Use in the College and University Setting”Tuesday, October 7, 2008 1:00 – 2:00 PM http://HigherEdHero.com/fair22N?ID=-192810428
Reserve reminders from Joanne
ERes: If students forget their ERes course password, a link to the algorithm to construct the ERes password can be found on the ERes home page:http://eres.middlebury.edu/eres/default.aspx
Traditional Reserves Books requested from branches:Seems we have a lot of items going back and forth in the bins between branches.Please follow standard procedures for paging slips. Be sure to check in requested reserve item at branch library to generate transit status before placing item in the bin.
Media on Reserves
Reserve media – 4 hour loanRequests for loan longer than 4 hours, verify that it’s on reserve for their course, and only their course. If verified, ask faculty when they want to return it.If it’s on for more than one course, it has been our policy NOT to let them check out the item unless we verify with the other faculty that it’s OK with them. The Reserve Office will send out an email to all faculty who share media items to alert them of this policy. If we have more than one copy, it should be OK to have the faculty take it out for longer. Please remind our students to always check item record for reserve info anytime a faculty takes out a reserve DVD… and not assume it’s on for his/her course.