HOLLIS CIRCULATION LIAISONS MEETING

May 12, 1998 9:15-10:45 OIS Conference Room

Informal meeting notes (MLC)

Introductions

Old Business

  1. Annual circ reports (see below).
  2. Apparently there are fy reports that units are getting in addition to the ones listed below. MC will check with Linda Marean about fy report schedule in jotrak to see just what these statistics are. Otherwise, individual units can contact Martha if they want to set up additional reports. Also as follow up, Martha will put a list of circulation history reporting fields on this web site sometime before the June meeting.

  3. Calendar data needed for summer term (MC/LLM). We have data for all libraries except Countway.
  4. Countway data is just about ready. Thanks to everyone for getting this information in.

  5. Summer school outstanding charges report was requested at the last meeting and was subsequently run and distributed on or about April 8.
  6. The next scheduled run will be at the end of the 1998 summer session.

  7. Problem with looking up certain patrons by ID (resolved).
  8. This is follow-up for a problem reported at the last meeting by Judi Beland ay Countway. Martha has already followed up with Judi directly, but for the benefit of others who might run into the problem, here's a summary:

    A patron record in the B5 patron group (uses 8-digit patron id) could be looked up by name but the patron id was not recognized by the system. Charles Husbands at OIS looked into the problem and on 4/23 notified MC that this is a "known but mysterious bug in patron record creation such that sometimes when an 8-character ID gets added to a record, the last byte of the ID field (which is 15 bytes long) does not get correctly set to blank." He goes onto note that this is why the ID is not retrievable. If others encounter this problem, please contact OIS with the patron name and we can fix the record manually.

  9. Other?

Earlier this week, Phyllis Askey asked MC whether there is any way to determine whether an item had been recalled from HD multiple times. Right now the best thing to do is to contact Curtis Kendrick at HD to request a report. There isn't an easy mechanism in the HOLLIS system that distinguishes retrievals or charges associated with HD retrievals.

 

New Business

  1. MLC: Review change to undergraduate hierarchy for HOLLIS notices; last year the change was made on 6/4.
  2. The change will go into effect on graduation day, June 4, 1998. For thos eunfamiliar with this change, we change the HOLLIS product address hierarchy for undergraduates (only) so that printed products will be sent to the students' permanent address instead of their local address. The hierarchy will be switched back the first week of September.

  3. Paula Ebbitt (KSG) and Debbie Grier (Fine Arts): finding student coverage at circulation desk during weekends, holidays, spring break, exam period, first week of classes, etc. Especially during the first week of classes, how to handle volume of responsibilities for desk scheduling while interviewing, hiring, training new staff?

This was a lively discussion that I would be hard-pressed to represent in the notes. However, here are some highlights:

    • Lamont makes it clear with students from the time of hire that they are responsible for the hours that they are scheduled to work; if they cannot make it to work they must find a substitute. Scott Britton maintains a listserv to facilitate communication among the student workers.
    • Lamont "overhires" such that a student may be hired for 10 hours but be given only 8 scheduled hours. Substituting for someone else is used to make up the difference.
    • Hannah Collins and others indicated that they use a bulletin board for students to post and fill scheduling vacancies.
    • Allen Bourque and others noted that the SEO jobs database is a tremendous resource for filling temporary library positions.
    • Different libraries have differing time periods that are problematic (e.g., nights and weekends for KSG are not a problem while these are problematic times for others).
    • Widener begins recruiting in early August, and has also had some success attracting students early on by putting employment information out on a table out in front of Widener (the candy bowl helps)!
    • Flexibility is key during the early weeks of the semester. Do not expect students to be able to keep a permanent schedule until about a month into the semester; stay flexible and you may be more likely to have too many students than too few.
    • Most units invite current student workers to return the following year (in person at the end of the year, or using mail or email over the summer). Another practice is to let students know that their position will be held until a certain date, encouraging them to respond and commit sooner than later.
    • Most units have some sort of review process for student workers.
    • Widener has student supervisors with a good deal of responsibility and a higher wage.
  1. Debbie Grier (Fine Arts): How are units handling returned mail (circ products)?
  2. Somehow we missed covering this topic -- we will move it to the June meeting.

  3. Other?
    • Eddie Doctoroff asked about 1998 summer school patron data. Martha will look into this and try to assure no last minute surprises.
    • Debbie Grier indicated that sometimes a patron will have a new ID card that the patron claims to have "worked" at another library, but that will not charge at Fine Arts. One suggestion was that perhaps in these cases, the patron has a replacement card that has not yet been loaded into the patron file. People suggested entering the patron id manually with the last digit set to one digit lower than on the card in these cases.
    • Desiree Goodwin asked if other libraries throw a year-end party for their student workers. It seems that most do have some sort of recognition, including dinner for Tozzer's relatively small staff!
    • Gene Devita asked whether patron volume (as in the number of people entering the library, not noise level) at other units had declined. It wasn't clear that other units actually count library traffic, but no one had noticed a difference. Scott Britton noted that perhaps it was due to the availability of more electronic services such as renewals (maybe resources too?)
    • Phyllis Askey asked Hannah Collins to inquire about patron blocking. Because this is a topic talked long and hard at Circ-L, Martha will send information to Hannah and then take up any questions that are not answered by the information provided.

Next Meeting: June 2, 1998 -- 9:15-10:45 -- OIS Conference Room

Annual/FY Circ Reports (run in July)

Jobname

Library

Reports

HULRCAB2

CA, CR

  1. CABOT ITEMS CHARGED TO LIVE PATRONS - FISCAL YEAR
  2. CABOT ITEMS CHARGED TO PSEUDO-PATRONS - FISCAL YEAR
  3. CABOT RECALLS/HOLDS PLACED - FISCAL YEAR
  4. CABOT OVERDUES PLACED - FISCAL YEAR

HULRDIV1

DI, DR

  1. DIVINITY ITEMS CHARGED TO LIVE PATRONS - FISCAL YEAR
  2. DIVINITY ITEMS CHARGED TO PSEUDO-PATRONS - FISCAL YEAR
  3. DIVINITY RECALLS/HOLDS PLACED - FISCAL YEAR
  4. DIVINITY OVERDUE FREQUENCY - FISCAL YEAR
  5. DIVINITY CIRCULATION BY CLASS - FISCAL YEAR

HULRKSG1

KS, KR

  1. Kennedy School Library circulation - FISCAL YEAR

Note: While other circ annual reports use the charge date to select a years activity, this report simply relies on the fact that the fy2date.chstrept dataset contains all the discharges for a year.

HULRWID1

WI

  1. CHARGE AND DISCHARGE TOTALS FOR WIDENER - FISCAL YEAR
  2. RECALL AND HOLD TOTALS FOR WIDENER - FISCAL YEAR
  3. RENEWAL TOTALS FOR WIDENER - FISCAL YEAR
  4. CIRCULATION BY CLASS - WIDENER - FISCAL YEAR
  5. ITEMS WITH OVERDUE NOTICES - WIDENER - FISCAL YEAR
  6. CIRCULATION OF HW ITEMS - WIDENER - FISCAL YEAR

  

Completed April Policy and Calendar changes

 

Service Unit

 

Date

 

Policy/Calendar Change

WO

4/15/98

Set wol 30 day loan to end of exam period (5/27/98)

DE

4/24/98

Remove SOFTware policy from des reserves, move to regular des circ with minor changes

TO

4/24/98

Set toz 28 day loan to end of exam period (set to 5/22/97)

DE

4/30/98

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

HI

4/30/98

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

LA

4/30/98

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

LW

4/30/98

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

LW

4/30/98

Change law 31-day policy to wed after Mem day (5/27)

MU

4/30/98

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

TO

4/30/98

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

WO

4/30/98

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

WO

4/30/98

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

 

Planned May Policy and Calendar changes

 

Service Unit

 

Date

 

Policy/Calendar Change

All

5/1/98

Finish adding summer hours to calendar (Everything is in except Fine Arts and Countway. Fine Arts received 5/8, waiting for Countway)

WO

5/15/98

Set wol 30 day loan back to 30 days

TO

5/22/98

Set toz 28 day loan back to 28 days today

All

5/22/98

Review change to undg hierarchy for SS notices

LW

5/27/98

Change law 31-day policy BACK to 31 days

LA

5/30/98

Change ss faculty due dates - (8/14)

TO

5/30/98

Change ss due dates - (8/14)

HI

5/30/98

Change ss faculty due dates - (8/14)

WI

5/30/98

Change ss faculty due dates - (8/14)

CA

5/30/98

Change ss faculty due dates - (8/14)

  

May Attendees

First Name

Last Name

Library

Phone#

E-mail

Judi

Beland

COUNTWAY MEDICINE

2-3202

jbeland@warren.med.harvard.edu

Allen

Bourque

CABOT SCIENCE

6-8805

bourque@fas.harvard.edu

Scott

Britton

LAMONT

5-2455

sbritton@fas.harvard.edu

Hannah

Collins

LAW SCHOOL

5-3455

hcollins@law

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

Desiree

Goodwin

LOEB DESIGN

5-9163

dgoodwin@gsd.harvard.edu

Deb

Grier

FINE ARTS

6-1943

grier@fas.harvard.edu

Mary Beth

Kendrick

HILLES

5-8722

mbkendr@fas.harvard.edu

Susan

Leavitt

LITTAUER

6-1454

sleavitt@fas.harvard.edu

Bruno

Leung

LAMONT

5-2452

bleung@fas.harvard.edu

Tom

Macdonald

HILLES

5-8722

thmacdon@fas.harvard.edu

Elizabeth

McKeigue

WIDENER

6-4023

mckeigue@fas.harvard.edu

 


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Please address any corrections or additions to Martha Creedon (
m_creedon@harvard.edu)
rev. 05/12/98