HOLLIS CIRCULATION LIAISONS MEETING

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

Informal meeting notes (MLC)

Introductions

  1. Summer school circulation set-up: for the most part, loan periods are the same as for last year (some units use 28 days, one has 10 days, one has 2 weeks), with notices schedule the same. What changed was consistency around fining; if a faculty member was not fined pre-TFSCP, fines are now assessed as for non-summer loans. A few isolated problems came up but are resolved. 1) policy tables weren't actually ready for summer school until the Friday before Summer School. In previous years I have gotten them ready a little - probably a week or even two - sooner. 2) (Manual) entry of one summer school faculty patron record in the SS database - should have been in HR.. Because the FASS patrons used to be in the SS patron group, policy tables have contained entries tro allow charges to SS/FASS patrons. However, when I was setting policies up for this year's summer school, I deleted many of these extraneous entries (in part so that we wouldn't forget and carry them forward somehow into life under ALEPH). Patron record corrected by Michael Currier at Widener. 3) Law iunable to charge to summer school students and faculty. Correct. There have been no policies in place for these patrons. MC checking back w/Law to make sure they want to add them at this point.
  2.  

  3. Aged Accounts report: have been working directly with Maryellen Sweeney at AR office. Still trying to get the security level needed. HCL libraries can contact Ellen Cohen for reporting help. Ellen has already helped MC identify report ("Detail Listing Lite") but MC cannot produce the right report with current authorization profile.
  4.  

  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 "H"-BARCODED ITEMS - this will need some modification based on info I can collect from the units about what their HD barcodes look like, and will not likely work for Law or other units that have standard 14-digit barcodes at HD.

    For units not represented at the meeting (Cabot, Physics and Chemistry), MC will send printed reports out with your circ products tomorrow.

    We had an interesting discussion of the reports, especially how they may be used to support program changes and/or management requests for statistics.

    There was a request to re-run the reports to capture the results electronically instead of in printed format. In the interest of getting these out in a timely manner, MC will re-run all reports and email the same reports to a circl contact at each library. That is, the reports will look no different than they are now, and will need further re-formatting by recipients to prepare them for import into a desktop application such as MS Excel. This will reduce the amount of effort required by units who want to get the report data in electronic format. MC will try to get to these this week; I appreciate your patience - there is already a hefty queue of fiscal year reports to process!

     

  7. Other?

There was some discussion about carrel practices; Hilles is investigating the use of carrels for the fall semester.

There was also a discussion about extending a different loan policy to undergraduate seniors at Harvard Yenching. This would be discouraged for at least the following reasons: a) Same student would not have extended privileges at other libraries. 2) These patrons would need a separate subrecord in the patron record, and a separate borrower card. 3) Violates the "spirit" of TFSCP. 4) We are trying to minimize the "moving target" aspect of the circ policies as we move toward converting to ALEPH.

Next Meeting: August 7, 2001 -- 9:15-10:45 - OIS Conference Room

July Attendees

First Name

Last Name

Library

Phone#

E-mail

Ronnie

Broadfoot

MUSEUM COMP ZOOLOGY

5-2475

rbroadfoot@oeb.harvard.edu

Linda

Collins

LAMONT

6-9938

lcollins@fas.harvard.edu

Hilde

De Weerdt

HARVARD-YENCHING

5-2756

deweerdt@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

Deb

Grier

FINE ARTS

6-1943

grier@fas.harvard.edu

Melissa

Hilbert

WOLBACH OBS (HCO)

6-7601

mhilbert@cfa.harvard.edu

Susan

Leavitt

LITTAUER

6-1454

sleavitt@fas.harvard.edu

Leslie

MacPherson Artinian

HILLES

5-8722

macphers@fas.harvard.edu

Elizabeth

McKeigue

WIDENER

6-4023

mckeigue@fas.harvard.edu

Karin

Medin

LAW SCHOOL

6-3836

kmedin@law.harvard.edu

Barbara

Mitchell

LOEB DESIGN

6-1332

mitchell@gsd.harvard.edu

Louise

Ragno

KUMMEL GEOLOGICAL SCI

5-2029

lragno@fas.harvard.edu

Laura

Whitney

ANDOVER-HARV. THEOL

6-1615

laura_whitney@harvard.edu

Andy

Wilson

LOEB MUSIC

5-2794

awilson@fas.harvard.edu