HOLLIS CIRCULATION LIAISONS MEETING

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

Informal meeting notes

Introductions

Welcome back to Judi Beland!

  1. Several units have not sent fall calendar data. Please do this as soon as possible. See http://hul.harvard.edu/cmtes/circl/calendars.html. OIS cannot be responsible for due dates that fall on days that you do not want materials to be due. Please check the above link.
  2. Aged Accounts report: the saga continues.
  3. EP or EPE employees: support for these patrons is now in HOLLIS. Info from Charles Husbands at OIS follows:

The changes to library access mandated by Harvard Human Resources for "limited regular" employees and casual employees who have worked longer than two years is now implemented in HOLLIS. (These employees have been issued ID cards that include the word PART-TIME. They are sometimes known as 'EP's or 'EPE's.) You will want to inform the Circ Liaisons of this development.

I have made the necessary program changes and asked HR to move to production their corresponding changes to permit such employees eligible for library privileges to appear in the HOLLIS patron file with patron category STAF. Their privileges will cease on the ID expiration date shown on the card. It is our understanding that these PART-TIME ID cards will expire on the first 31 August after they are issued.

Some of EP employees are also registered students who already appear in the HOLLIS patron file with other patron categories. These will retain their student categories, but their expiration dates will be determined only from the ID card expiration date instead of involving the expected date of graduation as is done for other students. Frequently this means that the computed expiration date for EP students is further in the future than it would be were they not EPs.

EPs who are not students frequently lack HR records sufficiently complete to allow HOLLIS to assign a faculty code. Such patron records are given a faculty code of 99. When a faculty code is assigned it may reflect a previous full-time job unrelated to the current employment.

A general problem with casual employees is that it is hard to tell when they have ceased to be employed. Their termination is only erratically reported to HR. For this and other technical reasons HOLLIS cannot rely on a termination date reported to the HR system. That is why only the ID card expiration date is used to compute the end date of privileges for these employees. This opens the door to abuse of privileges, but university departments, being made aware of this potential, have been urged to collect the ID cards of departing employees. Fortunately the number of employees involved is small, likely in the 150 to 300 range. It has been difficult to obtain a reliable figure from the Human Resources staff.

 

Next Meeting: October 2, 2001 -- 9:15-10:45 - OIS Conference Room

September Attendees

First Name

Last Name

Library

Phone#

E-mail

Judi

Beland

COUNTWAY MEDICINE

2-3202

jbeland@hms.harvard.edu

Linda

Collins

LAMONT

6-9938

lcollins@fas.harvard.edu

Gene

DeVita

TOZZER

5-2253

devita@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

Melissa

Hilbert

WOLBACH OBS (HCO)

6-7601

mhilbert@cfa.harvard.edu

Tom

Macdonald

HILLES

5-8722

thmacdon@fas.harvard.edu

Ron

Tesler

FINE ARTS

5-3374

tesler@fas.harvard.edu