ILS Implementation/Circulation Policy Group Updates - April 2014
Group members: Anne Fischer - IT, Kay Bauman - LO, Cheryl Mann - CC, Kevin Sendall – LO, Sharon Thompson – DN, Jennifer Adkisson – NW
The Circulation Policy group has met twice, via teleconference, with representatives from TLC and we wanted to update everyone on some of the things we have been discussing and also give you insight from our limited perspective on what we can all expect when we go live in September.
TLC stands for The Library Corporation and we will be using their integrated library system called Carl.X. So far, we have seen that Carl.X is very flexible and has been able to accommodate everything that our system does now without overwhelming changes in the terminology and concepts that we currently use. Obviously this is new software for us, so everything looks different on the surface. The style of Carl.X reminds me of the Microsoft Office Suite which has universal options in a left pane and menu bars and specific options that run across the top of the window. As an example, here is a screenshot of one of the ‘setup’ menus.
Our two meetings have consisted of the representatives from TLC leading us through many option screens, like the one above, that determine how CARL.X will operate based on MLS operations, policies, and procedures. Some of the default terminology of CARL.X is different from what we use now. For example, reserves are called holds, customers are patrons, and libraries are branches. However, I believe all of these terms can be modified within the program to suit our preferences.
Some of the major options built in to CARL.X include:
- Outreach Functionality – which we can use to assist Books by Mail with ordering materials for their customers. Currently exploring options along with online library card registration.
- Floating Collections – not implemented.
- Hourly Loans – not implemented – Used for loaning big items like iPads or laptops.
- Customized Receipts – implemented - no details yet.
- Shelving Delay Status – a time delay can be set on materials so they do not show as ‘on shelf’ in the catalog immediately after check in. Need more information, no decision at this time.
- Family Cards – currently exploring options.
So far, there are two changes to which staff and customers will have to adjust.
- The first change is birthdates will now be required on all accounts. This will help with statistics and customer identification.
- The second change is items can only be renewed a maximum of three times. Now some of you may think this is the way it has always been, but in actuality our current system allows for unlimited renewals up to 42 days. This has been used as a customer service tool because it has never cost a customer loan time to keep all of their renewable items on the same schedule. Also, some customers are used to renewing their items frequently. Unfortunately, every time an item is renewed it counts as a circulation and consequently some of our circulation statistics are not accurate. This will not be an overwhelming change, but we will have to be proactive and make sure every customer is properly informed.
If you have questions, concerns, or comments please send them If you have questions, concerns, or comments please contact one of the Circulation Policies group members.
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Comments
I love the ideas of floating collections and delayed shelving status. From a customer service perspective, both of these could be very helpful! I trust the "not implemented" is not a final decision...
Chris, I would expect administration to solicit the managers input on these options.
I appreciate getting to see a glimpse at the back end of the new software and a small chunk of information about changes. Makes it easy to digest!
me, too! it sure helps to start seeing some of the bits and pieces! it will make the new system seem a little familiar to us once we start doing our training for it!
Since we're revisiting "how we do things" in the run up to TLC, have we discussed the idea (assuming TLC has the capability to support it) of expanding the renewal limit to something like 15 times OR 6 months, whichever comes first? I don't know how a change like this would affect our statistics but I think it would be received warmly by the public and I don't imagine we would run into the issue of our shelves being depleted due to increased renewals.
I have good new to report on this front. The new system is even better than our current one. I will give everyone a full overview in the next update.
Thank you for the information. I am excited about the prospect of family cards!
My current understanding is there are some fundamental problems with the family card setup. I do not anticipate this to be in place when we go live, but this was one of the expected options that was a strong influence when TLC was chosen to provide the ILS and should be expected in the future.
I like the 3-limit renewal. Customers who are used to renewing all items every day may be disappointed initially, but it shouldn't be a problem for them after they are informed.
The new limit will certainly give staff a more accurate picture of the real popularity of an item and will give selectors a more accurate idea of the popularity and condition of paperback items.
Thanks for the update!
I agree with you, Marilyn. "The new limit will certainly give staff a more accurate picture of the real popularity of an item and will give selectors a more accurate idea of the popularity and condition of paperback items."
I have seen some items with over 100 and 200 circs when they are being moved from NBK to regular collection and I know it couldn't be right.
Or, perhaps there is an option that a customer renewal would not be counted as a renewal or a real circ by the ILS until each due date. Then the 3 renewals would please the customer, with no re-education necessary, AND make the statistics more reliable for staff.
Marilyn, I am not totally sure how the statistics will be generated in the new ILS, but just know that the renewal system is a win for us and the customers.