HOLLIS CIRCULATION LIAISONS MEETING

April 7, 1998 9:15-10:45 OIS Conference Room

Informal meeting notes (MLC)

Introductions

Old Business

  1. Patrons w/notes on their patron record. Update?
  2. Scott Britton reported that he has finished the patron record clean-up project. A staff member was assigned to reviewing the list and marking up those with non-library related patron notes. The records were subsequently cleaned up in about two hours. Thanks, Scott!

  3. Annual circ reports. No update. [MC to look into why the reports across units are apparently different (Widener's includes detailed stats by patron category, for example, while KSG's report only includes 3 simple statistics). After sorting this out, MC will plan on setting up reports for all service units, with exact formats subject to individual units' preference.
  4. Elizabeth McKeigue provided sample output to MC who will get to this before the June meeting so that we can add additional units as necessary in time for the fiscal year reporting season.

  5. Data2 (our barcode vendor) has indicated that our barcode pricing is unchanged for the next year.
  6. MC provided a photocopy of the price lists; anyone else needing a copy please contact Martha Creedon at OIS.

  7. Other?

We briefly re-visited the issue of trying to keep patron address data up to date in a more efficient way than asking patrons to go to Holyoke to update their records. While smaller units sometimes successfully contact individuals in some of the administrative units directly, it seems safe to say that in general, units need to continue advising patrons to take the responsibility of updating their records in person at Holyoke. If we hear otherwise we'll try to get the information out.

New Business

  1. Using automatic letter folder for HOLLIS products (Cabot).

At issue here was whether all circulation units could agree on a proposed change to the format of the HOLLIS circ products such that the notices could be folded in thirds as performed by an automatic letter folder that was acquired by Cabot. The group noted the following concerns:

  1. Fewer items would fit on a page, resulting in more two-page notices where currently a single page is adequate
  2. Staff procedures would have to change to accommodate the new placement of the address data on notices.

Both of these issues were considered problematic enough as to result in advising Cabot to investigate the problem from the standpoint of identifying new envelopes to accommodate the notices as they are currently printed.

  1. Barcode ordering by individual units (MC)
  2. There have been several cases over the last year where individual units have ordered or come close to ordering barcodes directly from the vendor without first getting a start number from OIS. START NUMBERS FOR ALL BARCODES (ITEMS AND PATRONS) are maintained centrally by OIS (Martha Creedon). Please call or email me for start numbers and I will email one back to you. Ordering by HCL units goes through Al Burns, who in turn contacts me for a start number. Non-HCL units order their own barcodes but must contact OIS for a start number. This is the best shot we have at preventing overlapping barcode ranges for items and patrons.

  3. Calendar data needed for summer term (MC/LLM)
  4. The current state of the calendars is reported below. In summary, the following units need to provide summer calendars as soon as possible, preferably before the May meeting: Countway, Fine Arts, KSG, Lamont.

  5. Review fixed due dates for summer school (MC)
  6. Will set to last day of the summer term (August 14) unless requested otherwise by individual units (e.g. Melissa Hilbert at Wolbach will get back to MC with a slightly different date as is their custom).

  7. Meeting time for May -- MC unable to make 5/5/98 meeting.
  8. Scheduled for May 12.

  9. Other?
  1. Eddie Doctoroff (Widener) requested a run of the "Summer school outstanding charges report" (HULRSSND)
  2. Elizabeth McKeigue and Eddie Doctoroff (Widener) were interested in knowing whether any units are using the embossing on the Harvard ID cards for any library-related processes or functions. In short, the answer from just this small sampling of Harvard libraries was a clear "yes", confirming the understanding of Dave Wambach (Harvard ID Office). The embossing is used for a variety of things from performing circulation charges at the Morse Music library to circulating reserve reprints at Tozzer.
  3. Judi Beland pointed out a patron record that could not be looked up by Patron ID yet was accessible by name. In order to charge items to the patron, other subrecords on the patron record need to be used. MC has the patron name and ID and will investigate.

 

 

Next Meeting: May 12, 1998 -- 9:15-10:45 -- OIS Conference Room (Note this is a week later than usual)

 

Calendars

Cabot

3/17/98

1/12/98

Good through 6/22/98; summer calendar data given to OIS on 3/19/98.

Countway

5/1/97

5/6/97

Good through 5/25/98 (summer needed)

Design

12/3/97

12/3/97

Good through 7/31/98

Divinity

12/10/97

12/22/97

Good through 1/1/99

Fine Arts

8/12/97

8/21/97

Good through 5/25/98 (summer needed)

Gutman

9/11/97

9/15/97

Good through 5/23/98. Summer calendar data given to OIS on 4/7/98.

Hilles

11/26/97

12/8/97

Good through 6/21/98 summer calendar data given to OIS on 4/7/98.

KSG

11/13/97

11/17/97

Good through 5/25/98 (summer needed)

Kummel

1/22/98

2/10/98

Good through 1/1/99

Lamont

11/26/97

12/3/97

Good through 6/21/98 (summer needed)

Law

2/27/98

3/3/98

Good through 1/99

Littauer

8/21/97

8/21/97

Good through 9/16/98

Music

9/12/97

9/15/97

Good through 8/15.

Physics

11/25/96

8/21/97

Closed on all university holidays; good through 5/25/08

Tozzer

9/9/97

9/15/97

Good through 9/14/98

Widener

8/5/97

8/21/97

Good through 9/14/98

Wolbach

4/24/97

7/21/97

Uses single calendar WORE. Good thru 8/98, but find out if they also want to close on 12/26 -- campus holiday

 

Completed March Policy and Calendar changes

Service Unit

Reminder Date

Date

Completed

Policy/Calendar

Change

LW

<unscheduled>

3/4/98

Update law calendar

LA

<unscheduled>

3/5/98

Lower Lamont reg. circ. recall threshold from 3 to 2

DE

<unscheduled>

3/16/98

Update Design calendar

DE

<unscheduled>

3/16/98

Limit periodical renewals for for des to 7

CA

<unscheduled>

3/24/98

Fix cab reserves calendar for spring break

 

Planned April Policy and Calendar changes

Service Unit

Reminder Date

Date

Needed

Policy/Calendar

Change

WO

4/15/98

5/1/98

set wol 30 day loan to end of exam period (5/19/97, 5/23/98)

TO

4/24/98

5/1/98

set toz 28 day loan to end of exam period (set to 5/24/97)

DE

4/30/98

5/1/98

change des 3x/year FACULTY due date from 6/1 to 9/10

HI

4/30/98

5/1/98

change hil fixed due dates from 5/31 to 8/31

LA

4/30/98

5/1/98

change lam fixed due dates from 5/31 to 8/31

LW

4/30/98

5/1/98

change law 3x/year due date from 6/15 to 9/15

LW

4/30/98

5/1/98

change law 31-day policy to wed after mem day

MU

4/30/98

5/1/98

change mus 3x/year due date from 5/31 to 8/31

TO

4/30/98

5/1/98

change toz 3x/year due date from 5/31 to 8/31

WO

4/30/98

5/1/98

change wol 3x/year due date from 5/31 to 8/31

WO

4/30/98

5/1/98

change wol 2x/year due date from 5/30 to 11/30

 

April Attendees

First Name

Last Name

Library

Phone#

E-mail

Judi

Beland

COUNTWAY MEDICINE

2-3202

jbeland@warren.med.harvard.edu

Scott

Britton

LAMONT

5-2455

sbritton@fas.harvard.edu

Gene

DeVita

TOZZER

5-2253

devita@fas.harvard.edu

Eddie

Doctoroff

WIDENER

6-3105

edoctor@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

Desiree

Goodwin

LOEB DESIGN

5-9163

dgoodwin@gsd.harvard.edu

Melissa

Hilbert

WOLBACH OBS (HCO)

6-7601

mhilbert@cfa.harvard.edu

Marc

Keepper

LAW SCHOOL

5-8689

keepper@law.harvard.edu

Mary Beth

Kendrick

HILLES

5-8722

mbkendr@fas.harvard.edu

Susan

Leavitt

LITTAUER

6-1454

sleavitt@fas.harvard.edu

Tom

Macdonald

HILLES

5-8722

thmacdon@fas.harvard.edu

Elizabeth

McKeigue

WIDENER

6-4023

mckeigue@fas.harvard.edu

 


Circ Liaisons Home Page | HUL Home Page
Please address any corrections or additions to Martha Creedon (
m_creedon@harvard.edu)
rev. 03/09/98