Access Services Minutes - June 26, 2018

Outcomes: To bring AM I's together to discuss issues related to Access teams thus ensuring that staff and customers have a consistent experience across the system.

Resource Documents:

• Developmental Goals vs Performance Goals
• 21 Examples of Personal Development Goals for a Better You
• Spotlight on Accountability

FYI

• Access Manager IV/Manager of Access
  
  • We are rehiring Risa's former position. She will continue to run Access meetings and answer access-related e-mails/questions in the meantime.
• Merging Accounts
  
  • If you can't find an account in CarlConnect that shows up in CarlX, email Risa immediately so she can put in a ticket with TLC.
    • TLC is aware, but do not know why this is happening.
    • They have written a patch which we hope will keep it from happening as frequently.
• Collection Inventory Schedule
  
  • Beginning in August because Collection HQ does not schedule during Summer Reading.
    • August – May Schedule
  • Schedule Available on Intranet > Resources > Calendars > Collection HQ Schedule
• Mini Cat Purge
  
  • If you have not purged, wait until end of Summer Reading.
  • Purge will begin again in September.
  • If you foresee a problem with purging too much of your collection (i.e., classic paperbacks, Westerns), let Collection Development know so they can order new items before September.
• Holds on Magazines Update
  
  • We have to delete older records that do not have chronology.
  • You can place an issue-level hold on a magazine.
    • There is a problem with back-end data, but TLC is working on fixing this.
    • There is a problem with items missing chronology/enumeration.
  • Once we get the data-purging process figured out with Magazines, Cataloging can consider regular purge parameters to get rid of old data.
    • This is to solve common issues such as searching for a title and bringing up hundreds of withdrawn items.
• People Not Receiving Hold Notices
  
  • If you have multiple people complain about not receiving notices, let helpdesk know.
  • If just one customer complains, check and see if notifications were given in their notice history.
  • Text and e-mail notices are usually sent 15-minutes after the item is checked in.
    • Some discussion of times that notices were sent immediately. Risa is looking into this; please send examples of accounts and titles when this happens.
  • Mail notifications go out the day after items are checked in to save paper if the customer picks it up the day of.

Discussion

• Performance Development
  
  • Developmental Goals
    • Difference between Performance Goals and Developmental Goals (see "Goals" and "21 Examples" handouts).
    • Moving away from task-oriented goals.
    • Divided into pairs and discussed, then shared feedback with group.
  • Competency Spotlight: Accountability
    • Discussion on ways to determine whether employee demonstrates a pattern of meeting expectations (see "Accountability" handout).
    • Group will continue talking about core competencies at future meetings.
• Presentation on Changes in Procedures - Kiley
  
  • Discussion on ways to manage change.
    • Listen to staff concerns
    • Communicate reasons and intentions behind the changes: the context and the "why."
    • Talk about outcomes of decisions.
    • Being aware of "they."
      • Humanizing decision-makers and departments.
  • Discussion of the number of things we've changed as a system
    • Some staff speak of "the way we've always done it."
    • Can help to give date range for a trial period for testing possible changes.
    • Give thinking time and questioning time before implementation.
    • Ask staff to offer solutions to problems.
    • Be positive.
    • "Be with staff through the change."
• Moving Forward with Access Projects (Risa's Email on 6/20)
  
  • Discussion of "change fatigue" as the result of too many projects.
• AMI Meetings
  
  • How do we want to move forward?
  • AM II/III meetings are already large and large-group discussion can be challenging.
  • Possibility of rotating AMIs who attend AM II/III meetings.
  • E-mail recommendations for future meetings.

Next Meeting: September 25^th at Belle Isle

Next Notetaker: Southern Oaks