Access Services Minutes - December 12, 2017

Outcomes: To discuss topics/tasks related to Access staff to ensure that staff and members have a consistent experience across the system.

Welcome 

Risa welcomed the group and introduced Sarah Brown, who demonstrated the meeting room reservation system.

Meeting Rooms - Sarah handed out a list of questions and answers about meeting rooms.

• Remember the POS and Spaces do not talk. Payments need to be posted in both the POS and Spaces.
• Send an E-mail to notify the Central Reserve Team (CRT) of a cancellation of a reservation or a payment for a meeting room. They can be reached at [email protected] or extension 3445. If you need to reach someone immediately, call extension 3860 at the DN welcome desk and they can find Sarah, Abby, or Harry.
• If you write an ROCV for issues in the meeting room, please notify CRT.
• Notify CRT if there are no-shows, no-calls on rooms.
• Groups are to pay for the entire time they use a room, including setup. They should not enter the room until the room fee is paid and it is time for their reservation.
• Rooms are booked by the hour. Be consistent and educate users that need more time.
• Only SPoC’s and managers can book reservations within 5 days. When booking a room, make sure that you do not put the customer’s E-mail in the E-mail field on our Spaces form. Instead, it goes in the purpose field.
• All staff should be able to assist library members with the online form to book a meeting room, if it is needed more than 5 days in the future.
• If the purpose field says a CC Auth Form was received, consider the room paid. IT will charge it to the credit card near the date of the room reservation.
• Sarah is on a workgroup that will be searching for a replacement of Spaces & SignUp.

Discussion: Reciprocal Cards and Student Cards

The group discussed the definition of a school and what would qualify an individual for a Student Account. The group also discussed placing a note in CARL.X that tells why the person is qualified for a student account or a reciprocal account but decided against it. Customers should be asked about their eligibility only when establishing or renewing their account or when updating their address.

When discussing eligibility for a School Account, you might ask: Do they work at a school or attend a school in Oklahoma City or Oklahoma County? How would they like to verify their enrollment or employment?

When discussing eligibility for a Reciprocal Account, you might ask if they have a Pioneer library card, but they are not required to have a PLS account to be eligible. People who live, work, attend school, or own property in communities in Pottawatomie, McClain, and Cleveland counties, and students who attend Blanchard Schools are eligible for a Pioneer Library card. MLS staff respect the eligibility requirements placed by the Pioneer System. Pioneer customers are not required to show proof that they work or attend school in the service area; simply stating that they do is sufficient. If a customer states that they meet the requirements for a Reciprocal account, MLS staff should NOT ask for additional verification.

Action Item: Risa will be meeting with a workgroup discussing Library Accounts on Dec. 14. She will bring up areas of our discussion that might be pertinent to the workgroup.

Direction for Access 2018

A system workgroup is working on an updated Long Range Plan to present for library staff and the Library Commission’s approval. Each library will be involved in planning their local plan in relation to the system plan. The Access Manager Team will be working together on a plan for discussion topics and projects for 2018 so that we can move from a reactive state to a more proactive state.

Access Training Update

The Access Training Timeline and Access Training Workshop Summaries handouts were distributed.

Enrollment has been entered for all Access Managers (12/12/17) and Library Managers (12/20/17) in the Access Manager Workshop. Those enrolled, need to go to EduBrite and click the Events tab on the dashboard to subscribe to the one session on Jan. 4^th, 11^th, or 18^th that they wish to attend. You should receive a confirmation E-mail.

Access Managers and Access Specialist II’s will be enrolled (1/2/18) and will subscribe to their Workshop 1 Sessions, which will begin on Feb. 7^th. Beginning 1/17/18), Access Specialist I’s and other high priority Public Services staff will be able to subscribe to Workshop 1, as space is available.

You are required to take Workshop 1 before you can subscribe to Workshops 2 and 3. Those who are subscribed to Workshop 1 will be able to subscribe to Workshops 2 and 3 on Feb. 1^st.

Additional Access Training will be scheduled in August 2018, for those not attending in the first group of staff.

Closing Comments:

Donations on POS: Donations can now be registered on the POS for library members. If you have a petty cash (keep the change) fund, it can be entered as a donation on the POS, in order to close the petty cash fund.