HOLLIS CIRCULATION LIAISONS MEETING

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

Informal meeting notes (MLC)

Introductions

  1. Summer school circulation setup: 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. As of today, these have been switched to fixed end-of-ss due date 17-Aug-01.
  2. Aged Accounts report: the reports just don't do what we need. Ellen Cohen has been in direct contact w/Mary Ellen Sweeney in the AR Office and Mary Ellen is going to construct and send a report of past activity. She (Mary Ellen) is working on creating a new report to address our concerns.
  3. Reports of charges to SS students, and outstanding bills. As it exists now, the "HULRSSND" job is scheduled to run on Tuesday, 8/21; Tuesday, 8/28; and Saturday, 12/1. The reports will be delivered on 8/22, 8/29, and 12/3. These may be last year's dates - what's needed this year? MC: we will run it this year on August 20, August 27 and December 1 for distribution on August 21, August 28 and December 3. Eddie Doctoroff explained that Widener uses the reports to notify the Summer School registrar which summer school patrons still have items charged, and how much is owed in fines by summer school patrons. The SS registrar withholds grades until books are returned and fines paid. [Note that billing data for summer school students is not sent to term bill or accounts receivable.]
  4. ALEPH implementation: Circ training by Ex Libris this week (train-the-trainers); Circ implementation team continues to meet weekly - recent activity includes developing a draft for loan code -> item status conversion, identifying conversion and implementation issues such as the conversion of bill/fine records and beginning to analyze the "future" of pseudopatrons. Among other things, we had a lengthy discussion about conversion, or not, of fines and fees. Access to some record of what was owed when the system cut- over was considered essential. The group felt that in an ideal world they would have all records that they can see on June 30, 2002 transfer intact to the new system, but that patrons would not be able to see them in the public catalog. There are many issues around the reliability of the data, however, given that the AR system and HOLLIS do not communicate back and forth once bills are sent off, and given that manually updating records in HOLLIS has been and continues to be severly limited due to AR reporting difficulties. This requires a good deal more analysis, as well as technical analysis at OIS as to what our options might be. This discussion was intended to get us all thinking about the implications of choices that we might be in a position to make down the road. Nothing definitive has been decided,analysis is yet to be done and specs are yet to be drawn up. Please continue thinking about it and forward comments to me (MC) or to the circ liaisons mailing list at circl@HULmail.harvard.edu.
  5. Other: CALENDAR DATA! Please check http://hul.harvard.edu/cmtes/circl/calendars.html and send MC your fall calendar data as soon as possible. Remember, what we need is a simple list of the dates on which you do not want items to fall due. If you have a separate service unit for reserves, closing time is also important as it will control when items can begin to go out overnight.

Next Meeting: September 4, 2001 -- 9:15-10:45 - OIS Conference Room

August attendees

First Name

Last Name

Library

Phone#

E-mail

Ronnie

Broadfoot

MUSEUM COMP ZOOLOGY

5-2475

rbroadfoot@oeb.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

Xiaohe

Ma

HARVARD-YENCHING

5-2756

xhma@fas.harvard.edu

Leslie

MacPherson Artinian

HILLES

5-8722

macphers@fas.harvard.edu

Karin

Medin

LAW SCHOOL

6-3836

kmedin@law.harvard.edu

Anne

Tanguay

HILLES

5-8722

tanguay@fas.harvard.edu

Andy

Wilson

LOEB MUSIC

5-2794

awilson@fas.harvard.edu

 

 


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rev 07-Aug-01