HOLLIS CIRCULATION LIAISONS MEETING

January 6, 1998 9:15-10:45 OIS Conference Room

Informal meeting notes

Introductions

Old Business

  1. "Lost" pseudopatron reports. The schedule we have discussed to date is as follows; corrections and additions, please:
  2. Library

    PatronID

    Sort Order

    Frequency

    Schedule

    Countway

    00281506

    Charge Date

    (send sample)

    asap

    Design

    021790120

    Charge Date

    Annual

    3/1

    Fine Arts

    020124170

    Charge Date

    ?

    ?

    KSG

    00186392

    Charge Date

    Annual

    3/1

    Lamont (2 )

    70121638

    (1) Charge Date

    Annual

    1/31

     

     

    (2) Call Number

    Annual

    1/31

    Littauer

    021900800

    Charge Date

    Annual

    3/1

    Tozzer

    020145500

    Charge Date

    3x/year

    3/1, 7/1, 11/1

    Widener

    00040002

    Charge Date

    Quarterly

    1/1, 4/1, 7/1, 10/1

     

  3. Regarding fixed due dates and other policy changes scheduled for 12/29-31: A scheduling glitch caused these changes to be missed last week. Instead, the changes went in last night (01/5) and are in effect this morning (see below for the list of all scheduled December policy changes).
  4. Other? (MC FOLLOWUP-1)patrons w/notes on their pat record; not done yet;2)annual circ reports; looking into.

MC: both of these still in my court. There was some discussion as to how to review the potentially voluminous output of the patron notes report. Regarding item 2, Allen Bourque offered to fax pages from these reports to MC (done 1/6). MC to investigate further to determine whether some units are not receiving these reports and if get them added to the next FY runs as necessary.

New Business

  1. HD due dates and extended closings (MC). Text of memo regarding this problem is attached. We will try to send this out annually as a reminder.
  2. Patron id's (MC). I need to collect some background information/history about current practices regarding the assignment of patron barcodes. Which units receive barcodes from Widener, which units order barcodes on their own, etc.
  3. MC: There will be more on this later. I am trying to organize information from several sources.

  4. Web and email-based renewals (MC). A show of hands for which libraries are now allowing web and/or e-mail based renewals (a question came in from a Harvard reader via the HOLLIS comment facility: "Can we renew books over the internet?")
  5. There's a mix of practices, for example: Kummel, Design, Countway, Lamont have email renewals. Others such as Littauer and KSG support phone and fax renewals but not email renewals. For those offering email renewals, users are typically offered web forms (on the library's home page) that send

    email to the library.

  6. Special borrowers at other fac libraries-how handled? (AB)
  7. MC: As with other things Harvard, policy and practice differed between units. Individuals with specific questions may contact the libraries directly, but in general there is not a lot of cross-faculty extension of borrowing privileges. Individual libraries prefer to issue their own special borrower cards when possible.

  8. Other?
    1. (JB) What do other units do when patrons request the return of items from other libraries? Again, different units have different practices, but in general, it seemed that most of the units represented at the meeting do accept items from other libraries, but with a warning to the user that they cannot be responsible for the material actually arriving at its final destination before the item's due date.
    2. (DG) In order to make the library "more friendly" to its patrons, the Design Library is considering allowing people to use "spill-proof" mugs in the library. Desiree asked each unit about its food and drink policies and policy enforcement.
    3. (SL) Sue kicked off a general discussion of the circulation of CD's. Littauer has had some problems with empty jewel cases being returned to the library. Desiree suggested putting the barcodes inside the jewel case; others suggested circulation flags and/or more attentive handling at the circ desk on discharge.
  1. Circulation reporting overview (MC). This month we'll talk in a little more detail about the data that is available for reporting and again, think about future, more detailed, circ reporting topics that would be useful.

MC did not have a formal presentation prepared this time; we discussed in some detail the issue of mixing previous years' completed circulation with the current year's completed circulation/open charges. There was general agreement that the current scenario is satisfactory, and that the addition of more data is not critical to those in attendance. Allen Bourque pointed out that the files are fine for statistical counts just after the close of a fiscal year, and that this type of reporting might not be done, typically, at a much later date. Rather, looking at historical data might tend to be more for general analysis of trends, not exact numbers, but also stating that he would not personally be interested in data past the current and previous fiscal year. MC will table the request to retain more circulation data in distributed reporting for now, but first will contact the hdr-users and Circ-l mailing lists to ask for further input.

Next Meeting: February 3, 1998 -- 9:15-10:45 -- OIS Conference Room

 

December Policy and Calendar changes

Service Unit

Reminder Date

Reminder Text

Comments

XX

12/01

Remind staff about extended closings and its effect on HD

Done for 97; see e-memo

FA

12/01

Change wid/gut/div/lit/fal 2x/year due date to 9/10

Done for 97

ME

12/08

Obscure uncommenting action needed in calendar

Done for 97; see notes in caln

XX

12/15

Add spring hours to calendar

LI107TBL

DE

12/29

Change des 3x/year due date from 2/1 to 6/1

Due date 6/1; done & tested (MC)

WO

12/29

Set wol 30 day loan back to 30 days

Done & tested (MC)

WO

12/31

Change wol/mus/toz 3x/year due date from 1/31 to 5/31

Due date 6/1; done & tested (MC)

MU

12/31

Change wol/mus/toz 3x/year due date from 1/31 to 5/31

Due date 6/1; done & tested (MC)

HI

12/31

Change lam/hil fixed due dates from 1/31 to 5/31

Due date 5/31; done & tested (MC)

KU

12/31

Set geo (kum) 1x/year due date to 01/27/99

Check w/kummel each year in dec.

TO

12/31

Change wol/mus/toz 3x/year due date from 1/31 to 5/31

Due date 6/1; done & tested (MC)

LA

12/31

Change lam/hil fixed due dates from 1/31 to 5/31

Due date 5/31; done & tested (MC)

LW

12/31

Change law pseudo 3x/year due date from 1/31 to 6/15

Cancelled; no longer want to change in advance.

WO

12/31/97

Adjustments to reg and recall overdue notices

Per Melissa Hilbert

Planned January Policy and Calendar changes

Service Unit

Reminder Date

Reminder Text

Comments

DE

01/22

Set 3x/year CARREL due date to June 1

Effective 01/23

LW

ASAP

Several policy adjustments

Per M. Keepper and H. Collins

 

Text of memo regarding Fetcherrs dates and extended closings:

We have arrived at the first Christmas break since the implementation of "Fetcherrs" and a known problem has made its appearance. When HOLLIS computes the day on which an HD item will be delivered, it uses circulation calendar tables for the owning library and for the Depository. Libraries commonly identify preiods at the end of December in which no books are to come due. Unfortunately, such days are indistinguishable in the calendar tables from days when the library is truly closed. A patron requesting a book from the depository will not be told to expect it on any day which the library has said is not a valid duedate. The result is that the expected delivery date displayed to the requestor is unreasonably far in the future. (I am told that Countway has begun to see deliveries promised on 13 January.) This is bad information.

You may be need to assure bewildered, or otherwise emotional, patrons that HD will continue its usual prompt service, operating throughout this period Monday through Friday, University holidays excepted--those being 23-25 December and 1 January [in 1997, Dec. 24, 25, 26 and Jan. 1 - MC]. With this information and your own library's>schedule you can estimate the actual expected arrival date of requested items.

Notice that the "hold until" date displayed for the patron will be similarly advanced. Libraries should consider the effect of this on their hold shelf management routines.

This unfortunate "feature" of the system doubtless will not heighten your holiday joy. We at OIS are sorry for that. We beg your indulgence and ask you to recall that for the rest of the year, the prediction method works far better than any available alternative.


January Attendees 

 

Name

 Library

1.

Judi Beland

Countway

2.

Allen Bourque

Cabot

3.

Gene De Vita

Tozzer

4.

Paula Ebbitt

Kennedy School

5.

Marcella Flaherty

Gutman

6.

Desiree Goodwin

Design School

7.

Sue Leavitt

Littauer

8.

Bruno Leung

Lamont

9.

Kerry Rasmussen

Kummel

 


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Please address any corrections or additions to Martha Creedon (
m_creedon@harvard.edu)
rev. 01/07/98