Access Services Minutes - February 20, 2018

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

FYI:

1. Holds Labels
   
   1. Don’t put hold labels over the opening on AV cases because it prevents checking for damage or missing discs.  Put the label on spine. If there is a reason or purpose for covering the opening, please let Risa know, so we can re-evaluate.
   2. The groups discussed turning down corners of hold labels preferences.  Everyone turns down different corners according to their preferences in ease of handling. 
   3. Action Items:
      
      1. Staff will apply the hold label to the spine of the material.
      2. Staff will turn down a corner of the hold label – whatever corner is easiest for the person – but do not cover essential information.
2. Autogenerate Hold Slips setting in CARL.X
   
   1. While this setting does exist in CARL.X, the big red box still appears to select Print or OK, so we would not save steps by using it.
   2. Using this setting would also mean that 2 hold labels are printed per item if using the morning label printer macro.
3. The group discussed ILLs sent to the wrong pickup locations. 
   
   1. Action Item: Do not directly route them to the correct library.  Instead, we should send them back to ILL who will fix the location, reprint the label, and send to the correct library.
4. Batch updating minicats.
   
   1. Risa can batch update your remaining minicats to withdrawn even over the phone. She pointed out that Holiday magazines are still in the AP category.  We may want to keep them as minicats.
   2. Action Item: If a location is interested in a batch update, call Risa to discuss your needs.
5. Routing missing pieces.
   
   1. What to send: items returned with empty cases or devices without cases.  This does not include damaged items or items found on the shelf in the library. 
   2. Greg will now handle receiving and matching up missing pieces. Route them to DN CA Greg.  
   3. Non-MLS materials need to be sent to ILL (even if they are not ILLs).
   4. Action Items:
      
      1. Route materials missing pieces to DN-CA-Greg.
      2. Send non-MLS materials returned at your library to ILL.
   5. Update:
      
      1. Keep Sarah Peterson’s contact information on the Missing Materials form for now as Greg does not have ready access to the materials from his current office location.

Discussion:

Damage to withdrawn list

The groups discussed how the damage to withdrawn list is going.  Most agreed that staff seemed to like being able to code items as damaged.  We discussed that coding materials damaged is more comfortable for frontline staff, so they don’t have to evaluate the item for replacement, yet they know that someone will be.  Many AMIIs are consulting with Engagement staff on items that need to be replaced on the damage list.  MC has created a list of why an item might or might not want to be replaced.  WA says that some evaluation is happening as damaged items are found.  They are having staff put damaged items on a shelf and a supervisor evaluates them.  The group discussed items that we might want to reorder such as classics, movies coming out based on books, book club selections, high-demand items.

The group discussed collection responsibilities for Access staff. Some of the concern raised by frontline staff post-Alignment was that they felt they now had the decision-making responsibility that was formerly in the hands of degreed librarians. The job descriptions are being slightly edited to make it clearer where decision-making will fall. While the wording has not been finalized, frontline staff will weed materials based on standard lists and for condition, age, and superseded materials.  AMs will run the standard lists to pull.  AMIIs and AMIIIs will also run and work the custom lists in collaboration with the local management team.

Action Item: Risa will update our script on the damage list so that we only mark the ones that we want to replace.

Marking withdrawn items

All locations reported on staff reaction to how they were assigned to mark withdrawn items being sent to the Friends in the last month. The benefit of the stamp is to provide an official withdrawal signal that cannot be duplicated. The benefits of the line through the barcode is it provides a clear message to staff that the material has been withdrawn and it makes the process of marking AV simpler.

Action Item: All locations will both stamp materials and mark through barcode. If significant issues arise, the decision will be reevaluated.