Weekly Report 1/28/2009

User Services Leader Weekly Report
Date: 28 January 2008
Name: Elin Waagen – Workgroups: Circulation, Stacks, Reserves

Update on Goals:

Reduce error rate at check-in/check-out and re-shelving

· Regular system of checking re-shelving carts – errors on re-shelving carts used as teaching moments with the student responsible

· Re-checking in the ILL and NExpress items from the returns cart before returning them to the ILL shipping area

Goal: Develop workflow policies/processes and standards for removing personal data from loaner equipment

HD staff designed system for new faculty/staff Macbooks to be easily reset back to their original state after each return. This means that all personal data and applications can be cleared from laptops before they go to the next borrower. A supervisor will need to log in to the laptop and complete a few short steps, but it is not time consuming and should only take five minutes
HD staff also developed and demonstrated a very easy way to clear data from external hard drives. This procedure only takes a few minutes.
Workflows, documentation – user and staff, training and workstation pending

Goal: Develop regular schedule and content for student training; increase staff supervision skills; increase ability of student workers to work independently utilizing good judgment; formalize and improve consistency of documentation, supervision and training by Circ supervisors; consistent expectations and knowledge base of student workers and supervisors across all branches

Met to discuss student training/hiring practices
Added documentation to wiki – a work in progress
Staff rotation program – training at Arm for Main staff; planning for rotation schedule to resume Feb 09
· Media Collection training with all 6 of the new hires this winter

Goal: Design and develop borrower services and staff efficiencies in concert with other LIS work areas to support the college strategic directions

2 Circ meetings this week – brainstorming a list of what we do as a workgroup
E Reserves services supported by CM staff
Tele-conference with MIIS Reserve staff
Info Desk – schedule planning for possible peaks in activity Feb graduation and Spring orientation
Armstrong staff member attended a GPS work shop to improve understanding of the GPS unit in the lender pool.

Goal: Increase use of self-check machine at Main for routine check-out of books

Encouraging the use of self check out, jumping in to demo 1st time use
Goal: Develop Media Materials Workflow

· Met with Elin, Adam and Patty to design on-line media/screening request form.

· Transferred newly ordered DVDs from Browsing collection to Main DVD – Circ Desk collection at faculty request

· Added Library Reserve mailbox to film screening list in order to review film screening reports

· Shelf-reading the browsing DVDs is almost complete and will be done by the end of Thursday night

· Re-labeling laserdiscs was started before Christmas; to be continued over Feb Break.

Goal: Increase opportunity for collaboration and communication with Public Safety

· PS officers – walk through at the Main Library at/soon after closing.

Goal: Develop regular schedule and content for student training; increase staff supervision skills; increase ability of student workers to work independently utilizing good judgment; formalize and improve consistency of documentation, supervision and training by Circ supervisors; consistent expectations and knowledge base of student workers and supervisors across all branches.

· In absence of Reserve Coordinator, faculty reserve request were efficiently covered by other Circ staff through invaluable cross training and support

Highlights:

Change in bin delivery system re-visited – workflow under review
Equipment: Coordinating with Helpdesk and Cataloging to add 14 new faculty/staff Macbooks to the Circ equipment pool; communicating with branch libraries re: the new Macbooks; pulling old Macbooks for reformatting; updating instruction sheets with new log-in info, and pulling phone cables and USB modems from Macbook laptop cases; created official shelf space for VGA adapters, and little tags to keep the adapters organized within their storage container; adapters have been heavily used this term — we have close to 30 of them between Main and Armstrong.
Reserves: Adding music files to ERES; preparing reserve materials for Spring at all branches; Main – adding books/media, scanning/adding ERes, students picking up items on weekends
Armstrong: Lots of ILL, NExpress, Rapid retrieval, scanning, processing, etc.
Armstrong: Processed BNB shipment; missing/in transit book searching; periodical survey – ongoing
Staff rotation – cross training Main/Arm; reviewing tasks and training checklists
Music:; Develop plan to count internal-use at Music
Main: Tea party to honor Feb grads
Preparing project lists for Feb break
Student Employee Management: working on Spring student schedule; Feb break schedules; Summer planning pending info from SEO; Scheduling continues to take up a big part of each day as students have been busy switching around shifts.
Stacks: end of term returns; shelf shifting continues
Workshops etc: Fifth Discipline book reading/discussion group; Horizon Report

Challenges

Check-in error rate
People going out the “do not exit: alarm will sound” door – 4 in three days
Film screening media issues
Stolen equipment issues: external hard drive and iPod
Continued high demand for external hard drives and FS laptops; out of ethernet cables; 4-hour PC’s not logged off by users before returning