HOLLIS CIRCULATION LIAISONS MEETING

November 3, 1998, 9:15-10:45 OIS Conference Room

Informal Meeting Notes

Introductions

Old Business

  1. HOLLIS II update

(MC) Contract negotiation in process.

Harvard team went to DRA (St. Louis) October 7-8 for two days of meeting w/DRA and reviewing outstanding items on checklists.

Meanwhile, OIS is actively planning conversion and implementation and will keep units posted via several communication methods, including HOLLIS liaison meetings and the HOLLIS II web pages at http://hul.harvard.edu/hollis2/. (OIS external website is being re-designed).

Training in clients and web macro language is scheduled for mid-November for OIS HOLLIS II team.

We are beginning an analysis of loan codes, patron categories, policies, etc. as part of the conversion and implementation projects for HOLLIS II circulation.

New: There was a brief discussion of how circulation staff currently uses the HOLLIS online catalog as well as HULPR in its daily service operations. Some examples that were mentioned include:

    • Identifying the "latest issue" of a journal such as American Anthropologist by looking at the order record
    • Looking at the detailed holdings record of a journal
    • Looking at the bib record to determine whether an unbarcoded item should circulate (including a review of the encoding level)
  1. Calendar data. Remember that extended closings during the holidays can interfere with the setting of HD delivery and "hold until" dates. We reviewed the following note (originally provided by Charles Husbands):
  2. >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 periods 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 due date. The result is that the expected delivery date displayed to the requestor is unreasonably far in the future. 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. 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.

     

  3. Misc. patron data issues:
  4. Approximately one dozen patron records with PN "DUPLICATE OF <patron id number>." MC looking into this. No update.

  5. Barcode label/patron id issue at Widener access services is resolved. There is no overlap.
  6. Other?

New Business

  1. New facestock on barcode labels. Material advisory from Data2, our barcode label vendor. Not expected to cause any problem; copy of the advisory sent to Jan Merrill-Oldham at the Preservation Office.
  2. Loeb Music Library set up for FETCHERRS (GET HD materials from public catalog).
  3. Fixed due dates - set up exact dates for Wolbach end of exam period and for the 3x/year switchover for wid, div, fal, lit, gut. Will make the switchover to the new due date on November 30, effective December 1, 1998.
  4. Shelfreading (Paula Ebbitt, KSG). Most units reported using a combination of staff and students for this unpopular but important task. Using lots of coaching and written sheets to record assignments and anomalies found seems to help the process. Experience also seems to show better results if the shelfreader's amount of time in the stacks is limited to no more than an hour at a time. Shelvers are often asked to spot-shelfread sections that appear to need extra attention.

Next Meeting: December 1, 1998 -- 9:15-10:45 -- OIS Conference Room

Completed October Policy changes

D2

10/19/98

Remove borrowing privileges for RADS (Radcliffe Seminar)

HI

10/26/98

New loan code LPSR (LP sound recording) for Morse Music

WO

10/30/98

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

 

Planned November Policy changes

WO

11/20/98

set wol 30 day loan to end of exam period soon: exact date:?

WI, GU, DI, LI,FA

11/30/98

change wid/gut/div/lit/fal 2X/year due date to 9/10: make effective as of 12/1 or 11/27?

  

 November Attendees

First Name

Last Name

Library

Phone#

E-mail

Allen

Bourque

CABOT SCIENCE

6-8805

bourque@fas.harvard.edu

Gene

DeVita

TOZZER

5-2253

devita@fas.harvard.edu

Paula

Ebbitt

KENNEDY SCH OF GOV

5-1305

paula_ebbitt@harvard.edu

Melissa

Hilbert

WOLBACH OBS (HCO)

6-7601

mhilbert@cfa.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

Karin

Medin

LAW SCHOOL

 

kmedin@law.harvard.edu

Louise

Ragno

KUMMEL GEOLOGICAL SCI

5-2029

lragno@fas.harvard.edu