HOLLIS CIRCULATION LIAISONS MEETING

April 6, 1999 9:15-10:45 OIS Conference Room

Informal meeting notes

Introductions

Old Business

  1. HOLLIS 2: Conversion and implementation planning continues. See March HOLLIS Newsletter for more details.
  2. Pseudopatron "indefinite" (09/09/99due date) loans. All policies that use 9/9/99 have been changed. Live charges still not converted due to OIS scheduling of other maintenance work. Martha will send out email to circ liaisons when the exact date for live charges is known. Have there been any questions about patron records since MC's memo went out?
  3. ADAPT and HOLLIS: also covered in March HOLLIS newsletter.

New Business

  1. New barcode pricing 4/1/99. See price list.
  2. Library practice for maintaining a history of searches in HOLLIS records (thanks to Karen Medin for providing the following summary of the discussion).
  3. This was a general discussion about how to deal with lost and missing materials, especially library practices regarding noting lost and missing status, and a trail of search history, in HOLLIS records. The options used by folks are 1.) using

    the lost/missing pseudopatrons, 2.) using an x note as part of the loc line

    (presumably with date declared missing and initial of staff member

    declaring), and/or 3.) using the circ review flag with a note in the note

    field as to the history of he problem. Some are also in the habit of

    deleting item records of ones considered hopelessly missing. Some have

    strict time tables for acting on lost/missing items. After a certain time

    frame the bib info is forwarded to acquisitions, cataloguers (to cancel

    holdings with OCLC etc) or others who make replacement attempts/decisions.

    Karin Medin wondered whether there were any explanations as to whether one

    way or another was better. For books with multiple copies many libraries

    note that a certain copy is missing without adjusting the number of copies

    to reflect the current reality. For instance, a library could have a copy 1

    and a copy five with 2-4 missing. Karin noted that this is a problem

    because patrons often believe that there are 5 copies when they see a copy 5.

  4. HOLLIS product delivery question (K. Medin)
  5. HOLLIS products may be picked up at OIS or delivered via Library Messenger or University Mail. Units interested in making changes to their current method may contact Martha Creedon to review options and Patti Fucci at OIS to request specific changes in procedures. We understand that your needs can change over time and what was originally profiled for you when implementing online circulation may need periodic review and revision.

  6. TFSCP (Task Force for the Simplification of Circulation Policies) Update
  7. Bill Mayer, chair of the Task Force for the Simplification of Circulation Policies, presented an update on the task force's progress over the past month. A draft of the task force report will be reviewed by the group at its weekly meeting tomorrow (April 7). A final report will go to the Public Services Committee on April 15. The committee meets on April 22. The report is expected to come up for review at the May meeting of the University Library Council. According to the task force charge, any changes that the council approves and that can be implemented using the current HOLLIS system will likely be implemented in the fall of 1999.

  8. Proxy borrower records: identifying the individual who is the proxy (G. Devita)
  9. As part of this discussion we looked at some patron records that have proxy subrecords. Eddie Doctoroff pointed out that B7 proxy records are set up at Widener Access Services to include the proxy borrower's name and borrower id as the first line of the proxy's address. This is used to identify the specific research assistant (by name instead of simply id) who is borrowing items for a faculty member. Eddie will bring copies of the proxy authorization form that is used by faculty members to authorize proxy borrowing. He pointed out that the authorizing person must sign the form; the form clearly states the authorizing person is responsible for all materials borrowed by individuals associated with his or her patron record.

  10. It 's CALENDAR time again! Calendar data needed for many service units on or before our May meeting. See report.
  11. April policy changes -- see questions about timing these.
  12. Other?

1) Karin Medin asked about the functionality/meaning of the HOLLIS message regarding Recall Threshold Limit. MC will investigate and report back.

Next Meeting: May 4, 1999 -- 9:15-10:45 - OIS Conference Room

 

Completed March Policy changes (other than the '09/09/09' changes)

Service Unit

Date

Table change

Law Regular

3/31/99

Corrected error in policies lacking RECALL parameter; this error was causing RECALL due dates to be set to the same day as the recall was made and the notices printed.

Planned April Policy changes:

Service Unit Name

Reminder Date

Reminder

*

Wolbach Regular

4/15/99

set wol 30 day loan to end of exam period

*

Tozzer Regular

4/24/99

set toz 28 day loan to end of exam period

**

Wolbach Regular

4/30/99

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

**

Wolbach Regular

4/30/99

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

**

Tozzer Regular

4/30/99

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

**

Music Regular

4/30/99

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

**

Law Regular

4/30/99

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

**

Law Regular

4/30/99

change law 31-day policy to wed after mem day

**

Lamont Regular

4/30/99

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

**

Hilles Regular

4/30/99

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

**

Design Regular

4/30/99

change des 2x/year FACULTY due date from 6/1 to 2/10

* OK to make these changes effective on 4/27? Also, set to 5/28/99?

Wolbach and Tozzer to get back to MC with dates.

** OK to make these changes effective on 4/30?

Yes; these will go into effect on April 30.

 

Calendar Data as of April 6, 1999

Service Unit

Last Received

Last Updated

Fall/Winter

Spring

Summer:

Notes

Cabot

24-Nov-98

15-Dec-98

98-99

99

98

Good through 6/28/99.

Countway

25-Mar-99

25-Aug-98

98-99

99

98

Good through 5/31/99. Have data through 1/1/2000.

Design

04-Aug-98

25-Aug-98

98-99

99

99

Good through 8/31/99.

Divinity

14-Sep-98

14-Sep-98

98-99

99

98

Good through 6/27/99;

Fine Arts

07-Aug-98

25-Aug-98

98-99

99

98

Good through 6/28/99.

Gutman

07-Apr-98

06-Aug-98

98-99

99

98

Good through 5/31/99.

Hilles

17-Mar-99

15-Dec-98

98-99

99

98

Good through 6/27/99. SUMMER schedule rec'd 3/17.

KSG

27-Jul-98

06-Aug-98

98-99

99

98

Good through 5/29/99.

Kummel

23-Nov-98

15-Dec-98

98-99

99

99

Good through 9/6/99;

Lamont

22-Mar-99

15-Dec-98

98-99

99

98

Good through 6/28/99; HAVE DATA THROUGH 9/19/99.

Law

07-Dec-98

15-Dec-98

98-99

99

99

Good through 1/1/2000.

Littauer

08-Jul-98

06-Aug-98

98-99

99

98

Good through 5/31/99.

Music

01-Dec-98

15-Dec-98

98-99

99

99

Good through 8/20/99.

Physics

04-May-98

15-Dec-98

98-99

99

98

good through 7/5/99.

Tozzer

12-Aug-98

26-Sep-98

98-99

99

99

Good through 9/19/99

Widener

05-Aug-97

06-Aug-98

98-99

99

98

Good through 6/10/99.

Wolbach

24-Apr-97

25-Aug-98

98-99

99

98

Good thru 7/5/99

April Attendees

First Name

Last Name

Library

Phone#

E-mail

Judi

Beland

COUNTWAY MEDICINE

2-3202

jbeland@warren.med.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

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

Susan

Leavitt

LITTAUER

6-1454

sleavitt@fas.harvard.edu

Tom

Macdonald

HILLES

5-8722

thmacdon@fas.harvard.edu

Bill

Mayer

BAKER BUSINESS

5-6377

wmayer@hbs.edu

Karin

Medin

LAW SCHOOL

6-3836

kmedin@law.harvard.edu

Louise

Ragno

KUMMEL GEOLOGICAL SCI

5-2029

lragno@fas.harvard.edu

Anne

Tanguay

HILLES

5-8722

tanguay@fas.harvard.edu

 

Barcode pricing April 1, 1999 - April 1, 2000

-- prices distributed at meeting; available here --


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Please address any corrections or additions to Martha Creedon (
m_creedon@harvard.edu)
rev. 04/13/99