HOLLIS CIRCULATION LIAISONS MEETING

February 2, 1999 9:15-10:45 OIS Conference Room

Informal meeting notes (MC)

Introductions

Old Business

  1. HOLLIS 2:
  2. Conversion and implementation planning continues. Currently reviewing existing loan codes and defining a mapping and conversion strategy for TAOS.

  3. Pseudopatron "indefinite" (09/09/99 due date) loans. A project plan is under development to convert all 09/09/99 dates to a new date, probably 09/09/09. OIS will convert charges to the new date and modify all policies that use this date. The exact schedule has not yet been determined. Contact Martha Creedon with any questions or concerns.

We discussed the overall plan proposed above (exact dates not yet set). A related issue came up in the discussion: the expiration date on many pseudopatron records has been set to either 9/9/99 or 12/31/99 by several units Others use the INDEF value. MC will look into whether the 9/9/99 and 12/31/99 expiration dates can be globally changed; if not, it was suggested that reports could be generated to assist libraries in the process of manually changing these patron records in their special borrower groups.

If anyone would like reports of items charged to any of their pseudopatrons, please contact Martha Creedon.

As a result of this discussion, Martha will produce reports of pseudopatrons by patron group so that units can review them for forgotten, misplaced or otherwise obsolete records and deal with them on an individual basis. It was noted that each patron group might contain records that use a different naming convention than expected by the library (e.g. "MISSING -- Lamont" instead of "Lamont--Missing") and thus are not used or would not be easily identified.

New Business

  1. Review of maintaining notes in patron records when blocking (MC/JW)
  2. Julie Wetherill (OIS) recently reported to MC that there have been multiple instances of manually-blocked patron records that do not contain any explanatory notations in the patron record NOTE field. In addition to being denied library borrowing privileges across the Harvard library system, blocked patrons are unable to access certain restricted databases in HOLLIS Plus. It's extremely important, when blocking a patron record, that the blocking library includes a note to explain the block. Please follow the guidelines published in the HOLLIS Circulation Manual:

    There should also be one or more block reason message s displaying just below the patron's name on the CHARGE screen. This message(s) briefly explains in coded form the reason(s) for this block. The list of block reason codes is as follows:
     
    $ = Maximum amount owed (for this unit) exceeded
    # = Maximum number of items charged (for this unit) exceeded
    o = Maximum number of items overdue (for this unit) exceeded
    r = Maximum number of overdue recalls (for this unit) exceeded
    x = Other (this would include category 2 offenses above)
    An example of a reason code: $WID
    The $WID indicates that Widener circulation has blocked the patron ID because the patron has reached the maximum fine amount according to Widener policy.
    Units also need to remember to remove the note after un-blocking a patron id, and units should not remove a block and block note that was assigned by a different library. Also, if one library removes a $note after the patron reconciles his account at that library, the library should not remove the other notes and should not remove the block. The patron should be referred to the remaining library or libraries holding blocks.
    Notes not conveying sufficient meaning or explanation for a block are often disregarded or deleted by other units because they do not provide enough information to explain the situation to the patron.
    When other notes are needed on the patron record, it's important for libraries to place clear, meaningful notes, identifying the library that placed the note and a name or phone number as contact for any follow-up required.

    MC will send out a separate notice to the circ liaisons mailing list about this topic in order to give it more visibility than it may find in these notes.

  3. Library practice for maintaining a history of searches in HOLLIS records (K. Medin)?
  4. Karin was not at the meeting, so we tabled this discussion for now.

  5. HOLLIS product delivery question (K. Medin)
  6. Karin was not at the meeting, so we tabled this discussion for now.

  7. Library practice for dealing with returned HOLLIS products (M. Flaherty)?

Suggestions included:

    • look at the patron record for alternate addresses and try one or more of these;
    • add a note to the patron record: "Update address;"

Tom Macdonald noted that Hilles views regular overdue notices more as courtesies, and does not therefore spend a lot of resources on tracking down recipients of regular overdues. They choose to focus instead on tracking down recipients of recall notices.

  1. Library practice for dealing with smaller amounts owed / detail aged accounts (M. Flaherty)?
  2. General discussion of various thresholds for when a library will choose to waive or not to waive an aged account.

    Widener and others go through the monthly pre-term bills and waive amounts under $15. Amounts $15 and over are allowed to go through and billed, and the patron is blocked after the bill is unpaid for 90 days. Others allow amounts to accumulate until $15 in overdues is reached. [Questions about these practices should go to the circ liaisons mailing list (circl@HULmail.harvard.edu) or to individual libraries as I may not have all the steps outlined clearly enough to follow as procedure -- M.C.]

  3. Other?

Miscellaneous issues ere raised, mostly about issuning credits for items already charged and billed to lost. In general, units are unable to issue credits once a few months have passed, or once a semester has ended.

There was general discussion about access rights to patron records, with various practices represented by the individual libraries. In general, regular non-student circulation staff have access to patron records, and libraries vary on whether student circulation assistants are allowed access.

Next Meeting: March 2, 1999 -- 9:15-10:45 - OIS Conference Room

Completed January Policy changes

Service Unit

Date Needed

Reminder

DE

1/29/99

3x/year due date to 5/30; also, 3x/year faculty loans changed to 2x/year.

Planned February Policy changes: none on regular schedule

February 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

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

Deb

Grier

FINE ARTS

6-1943

grier@fas.harvard.edu

Melissa

Hilbert

WOLBACH OBS (HCO)

6-7601

mhilbert@cfa.harvard.edu

Bruno

Leung

LAMONT

5-2452

bleung@fas.harvard.edu

Tom

Macdonald

HILLES

5-8722

thmacdon@fas.harvard.edu

 


Circ Liaisons Home Page | HUL Home Page
Please address any corrections or additions to Martha Creedon (
m_creedon@harvard.edu)
rev. 02/02/99