HOLLIS CIRCULATION LIAISONS MEETING

June 5, 2001 9:15-10:45 OIS Conference Room

Informal meeting notes (mlc)

Introductions

  1. Reminder: Rollover of undergraduate address hierarchy this week:
  2. Commencement: switch hierarchy to S(ummer), P(arent), L(ocal),O(ffice)

    Friday before Freshman Week (i.e., effective for products on Monday of Freshman

    Week): switch hierarchy back to L/P/S/O

    For 2001, switch on Commencement, 7 June; switchback Friday, 31 August--effective

    Monday, 3 September, Monday of Freshman Week (which is actually Labor Day).

  3. Summer school circulation set-up:
  4. For libraries that use a 4-week loan period for summer school, MC plans to modify other loan parameters such as fines to match those set up for TFSCP implementation. As of July 20, I will freeze the due date to August 17, the last day of summer school.

  5. FY01 reports - new requests?
  6. New requests must be modeled on an existing set, such as Widener's set of annual reports:

    CHARGE AND DISCHARGE TOTALS by patcat and faculty

    RECALL AND HOLD TOTALS

    RENEWAL TOTALS

    COUNT CIRCULATION BY TYPE OF CALL NUMBER

    COUNTS OF ITEMS WITH OVERDUE NOTICES

    CIRCULATION OF HD-BARCODED ITEMS

    It was agreed that Martha would set up the same reports for each service unit; hopefully these can be ready in time for the July meeting so that we can review them at that meeting.

     

  7. Aged Accounts report: still having problems producing these. MC getting help directly from AR office as soon as I can get to it.
  8. The Aged Account reports from HUDINI and AWS2 are inadequate because it is not possible to pass 33-digit account codes as selection criteria. Thus, returned reports contain a lot of extraneous information. Getting reports of payments already made is a top priority, especially at Widener. MC is in contact with Maryellen Sweeney in the AR office and expecting progress soon. Maryellen

  9. Other?

A/R ISSUES

Eddie Doctoroff noted that the training sessions offered by Patty Hatch last month were well-prepared and very helpful. He is in touch with Maryellen Sweeney to try to resolve issues relating to incomplete payments/partial credits (there is conflicting info about procedure). When a recommended approach is found, we should put together a demo and some documentation for circ liaisons.

NOTES IN PATRON RECORDS

There was a general discussion about information that people are putting into the NOTE field on the patron record. In the past, the circ liaisons group has recommended that this field be used primarily for notes explaining the suspension of library privileges or other security issues, but as a free text field, other data may end up here. When placing a note, always indicate who you are (i.e., your library). See the HOLLIS Circulation Manual, Appendix A, p. 7 for conventions regarding notes.

ALEPH IMPLEMENTATION UPDATE

Barbara Mitchell, co-chair of the ALEPH Circulation implementation team ("CIRCUIT"), provided the group with an update of CIRCUIT activities and progress. Her report included and overview of:

Next Meeting: July 3, 2001 -- 9:15-10:45 - OIS Conference Room

June Attendees:

First Name

Last Name

Library

Phone#

E-mail

Linda

Collins

LAMONT

6-9938

lcollins@fas.harvard.edu

Gene

DeVita

TOZZER

5-2253

devita@fas.harvard.edu

Eddie

Doctoroff

WIDENER

6-3105

edoctor@fas.harvard.edu

Jim

Fitzgerald

COUNTWAY MEDICINE

2-2136

jfitzgerald@hms.harvard.edu

Marcella

Flaherty

GUTMAN EDUCATION

5-3421

flaherma@hugse1.harvard.edu

Desiree

Goodwin

LOEB DESIGN

5-9163

dgoodwin@gsd.harvard.edu

Deb

Grier

FINE ARTS

6-1943

grier@fas.harvard.edu

Marc

Keepper

BAKER BUSINESS

5-6040

mkeepper@hbs.harvard.edu

Tom

Macdonald

HILLES

5-8722

thmacdon@fas.harvard.edu

Barbara

Mitchell

LOEB DESIGN

6-1332

mitchell@gsd.harvard.edu

Anne

Tanguay

HILLES

5-8722

tanguay@fas.harvard.edu

Ron

Tesler

FINE ARTS

5-3374

tesler@fas.harvard.edu

Andy

Wilson

LOEB MUSIC

5-2794

awilson@fas.harvard.edu

Cliff

Wunderlich

ANDOVER-HARV. THEOL

6-5409

clifford_wunderlich@harvard.edu