Access Services Minutes - January 23, 2018

Outcomes: To bring AM I’s together to discuss issues related to their teams and back room tasks to ensure that customer and staff experiences are consistent throughout the system.

FYI’s:

• Kiley Ingram is the new AM III @ ED. She is the resource person for the North region and will be sitting in on interviews in the North Region. Risa will be assisting in the West region when Janeal goes on leave.
• Withdrawals experiment – Libraries will be testing a new process for marking withdrawn items.
  • Group 1 – strike through barcode with a sharpie on AV; stamp all other materials
  • Group 2 – strike through all barcodes with a sharpie
  • Group 3 – no strike through; stamp all materials
• Pest damage – Curtiss Ray has a tote with examples of pest damage available to branches upon request for training purposes.
• Claims Never Had – Remember to check notes on the accounts when dealing with Claims Never Had. An item may be held as Damaged as indicated in the account’s notes, which would explain why an item is still out on the account when the customer believes it has been returned.
• ONECard – Some of these accounts (approximately 10%) do not have an attached address. This is because OKCPS doesn't require a student to have an address on file to attend school. These accounts should not be marked in any way or flagged that they need to provide an address.  They are still valid, and the customer can use the account as usual.
• Great Courses DVDs – Some may arrive in audiobook cases since they have more DVDs in the set than Tech Processing can fit in DVD cases. Make sure they are shelved in the DVDs and not the Audiobooks.
• Unfilled holds – There is a known problem with some holds that are showing up on the morning list but do not generate a hold slip when checked in. Staff can leave the item as is once it is identified as a problem; do not use "Not Found" on CARL.Connect as your copy is indeed in hand. If your item does not generate a hold slip when checked in, double check if it has a hold on it.
  • Action Item: If there is an active hold and it did not generate a hold slip, send the item number, BID, and customer number to Risa. Do NOT cancel any holds that may be on the item. There is an open ticket with TLC, and we are adding each new problem item to the ticket. Update: You CAN place an item-level hold on a different copy for the customer to make sure they do get their hold.

Discussion:

Risa led the group in general discussion about how we build our schedules, both weekly and monthly. The group completed an exercise where we looked at statistics regarding public computer usage, building occupancy, and circulations at the represented libraries. The discussion expanded to explore what our busiest days were based on the data compared to personal observations. The group talked about how to use data in discussion with their local management team about scheduling to business needs. The group was reminded that the data provided at the meeting is a small snapshot in time and that data trends (data run over different time periods) are needed for a full picture of what any library needs when considering business needs.