Access Services Minutes - May 15, 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. Summer Reading Update – Emily Williams
   
   1. Emily provided an overview of Summer Reading and provided the opportunity to ask any clarifying questions. The phrase to use in CARL.X for Summer Reading fine waivers is srp18 (all one word, no caps required).
2. Manual Fines
   
   1. No manual fines are to be placed on customer’s accounts for prints or copies they cannot immediately afford. Staff are to use their best judgment on whether to just print the job for the customer and/or make them aware that they can always pay with a card. No customer is to carry a tab for printing on their account.
3. Backdating Book drop
   
   1. When checking in book drops in the morning, staff are to backdate the return date to the last day their specific branch was open. Note that Sunday is not a due date.  Correction: Sunday is a due date for libraries that are open on Sundays. However, if someone checks out a book at ED on Sunday and returns it to HR over the weekend it’s due, it will be backdated to Saturday, therefore avoiding the overdue charge.
4. CNH report
   
   1. The CNH report will now be run every Wednesday, along with the In Transit list.
5. Statuses and location codes
   
   1. Some location codes are no longer used system-wide. Risa called for volunteers for a Statuses and location codes workgroup. The purpose of the group will be to establish how statuses and location codes are currently being used and to make recommendations on standardizing their uses.
6. ILL Reminders
   
   1. No ILL material is to be marked CNH. Library staff do not waive fines for ILL material, and SR fine waivers do not apply to ILL fines. Please contact Pauline (CAT/ILL) if you would like to discuss ILL charges on an account.
7. Collection Development Reminder
   
   1. When withdrawing damaged items that have outstanding holds on them, please check if the item is the last copy in the system and notify Collection Development if so.

Discussion:

Damaged Material

We trust in staff that we are only charging for materials that fit the “damaged” definition and that it was clearly the previous customer that caused the damage. Based on this, we understand that when customers question a damaged item charge, the decision staff are tasked with is whether to waive the damaged item or not.

When removing unclaimed materials from the damaged shelf after 6 months, mark them as damaged so that they can be securely discarded at the Friends sorting site. If damaged materials are hazardous to keep or transport, they can be discarded using BBP procedures at their location.

Action Item: To assess (a) whether to keep damaged items charged to customers and (b) if yes, how long to keep them, Access Managers and staff will begin to keep statistics on how many damaged items their staff process, how many of those damaged items customers want to see before paying, and how many customers choose to keep materials after paying for them.

Action Item: Moving forward, staff will put their library’s main number on the damaged letters and the staff contact name will be removed. For now, not every branch routes calls to CIS, but eventually, the main number for all branches will route to CIS.

CIS can handle many of the basic questions about damaged material, but for questions where the item needs to be in front of the staff member, those calls will be forwarded to the holding branch.

Action Item: Jill (VI) and Tricia (CL) will develop recommendations on procedures for waiving damaged material from an account by the first week of June.

Magazines (Processing)

Action Item: Access Managers will share the new magazine processing guidelines with their staff. Guidelines go into effect no later than June 15^th.

Magazines (Holds)

Customers will be able to place magazines on hold soon.

Action Items:

• Risa will notify the Library Management Team when the functionality is ready for soft launch along with screenshots of how it works.
• Access Managers will share with staff the provided procedures for filling holds.

Shelving Order

The shelving order report is an attempt to create a system-wide shelving manual for new ASIs and ASIIs.

Action Item: Access Managers will review the shelving order report and email Kiley with any questions or feedback by May 31.

Performance Development System

Development goals are concerned with personal/professional growth and can be changed or modified as the employee wishes. Goals are not weighted in the annual appraisal.

Access Managers were provided with a guide on distinguishing the responsibilities among AM’s when more than one AM works at a location.

Next Meeting: June 19^th at Warr Acres

Next Notetaker: Edmond Library