HOLLIS Circulation Liaisons January 2001

HOLLIS CIRCULATION LIAISONS MEETING

January 2, 2001 9:15-10:45 OIS Conference Room
Informal meeting notes (MLC)

HAPPY NEW YEAR!

Phase 2 of TFSCP (Task Force for the Simplification of Circulation Policies): New fixed due dates went into effect in December, as well as any changes to associated notice schedules. Later this month (January 31), the remainder of requested changes will go into effect. MC: An opinion column appeared in the Harvard Crimson, urging faculty to vote against the "fine increases." Column did not indicate that for some libraries, fines are decreasing. Article is available at: http://www.thecrimson.com/opinion/article.asp?ref=10317

Update on the upcoming changes to the Accounts Receivable system (Patty Hatch). See handout. Other topics discussed:

Once the feed has gone to A/R, do not collect cash, only check or money orders (this is not a change from current practice). There was a question as to whether we could add a note to the Invoice that indicates that cash cannot be accepted following the receipt of the invoice.

Reports - OIS is looking into centralized reporting for reports such as the aged accounts list, but units who have the proper authorization in the AWS system will likely be able to generate these on their own. Also a question about frequency of the reports. Is once a month sufficient? More often? We will keep you posted as we know more.

Credit cards. So far we have no indication from the A/R office that they plan to accept credit cards.

Some libraries now do not receive the "pre-term" bill. Patty noted that with the new system, we will include all units.

Question from Judi Beland (Countway): how do other units handle large amounts of cash, mostly change, from services such as copy machines? (MC: tabled until February meeting)

Next Meeting: February 6, 2001 -- 9:15-10:45 - OIS Conference Room

January attendees:

First Name	Last Name	Library	Phone#	E-mail
Linda	Collins	LAMONT	6-9928	lcollins@fas.harvard.edu
Gene	DeVita	TOZZER	5-2253	devita@fas.harvard.edu
Eddie	Doctoroff	WIDENER	6-3105	edoctor@fas.harvard.edu
Paula	Ebbitt	KENNEDY SCH OF GOV	5-1305	paula_ebbitt@harvard.edu
Marcella	Flaherty	GUTMAN EDUCATION	5-3421	flaherma@hugse1.harvard.edu
Patty	Hatch	HUL--OIS	5-3724	phatch@HULmail.harvard.edu
Bruno	Leung	LAMONT	5-2452	bleung@fas.harvard.edu
Tom	Macdonald	HILLES	5-8722	thmacdon@fas.harvard.edu
Elizabeth	McKeigue	WIDENER	6-4023	mckeigue@fas.harvard.edu
Barbara	Mitchell (des)	LOEB DESIGN	6-1332	mitchell@gsd.harvard.edu
Anne	Tanguay	HILLES	5-8722	tanguay@fas.harvard.edu

Accounts Receivable System Update

January 2, 2001

Circulation Liaisons

1. Meetings with Faculty Libraries

Due to the large number of outstanding issues surrounding the new A/R system, OIS is planning to meet with representatives from each faculty library to discuss the new system and the interaction between OIS, the library and each faculty's financial officers.

Topics that will be covered include:

-Access to the A/R system (within the library or in the faculty's financial office)

-How aged invoice report information will be generated to the library

-Collection policies in the library

-Training needs, if any

2. Telephone number request

OIS will provide A/R with the correct telephone number of each circulation unit, to be included in the invoice sent to A/R patrons, so that the appropriate department or individual can answer any questions a patron has about a bill. If you have not yet sent this information, please send it to Patty Hatch at phatch@hulmail.harvard.edu so it can be coded correctly by Friday, January 5, 2001.

Circ Liaisons Home Page | HUL Home Page
Please address any corrections or additions to Martha Creedon (mcreedon@HULmailharvard.edu)
rev. 16-Jan-01