Circulation Forum Minutes - July 22, 2020

Agenda

• Tricia welcomed Circulation Forum representatives and planning committee and reviewed the group’s purpose and goals.
• Participants discussed advantages and barriers with checking for missing pieces and damaged items at check in and before routing holds, with a goal of achieving system-wide consistency in when we check items.
• The group discussed adding a manual fine for missing pieces before routing to Collection Development. Currently, only about 28% of items are united. Adding a manual fine much earlier should increase material return and reunification. The idea was well-received, and a recommendation was made to update the letter accordingly.
• Tricia provided information on the updated Pest in the Libraries document, focusing on adding charge/discharge notes that prompt CARL.X to display a Big Red Box (BRB) for potentially infested or pest damaged materials. This is meant to help resolve an ongoing issue with routing @XXP items through delivery. Access Managers will add and remove the notes.
• Prior to the meeting, participants reviewed resources for self-care, which is particularly important as the pandemic is affecting our work and personal lives. Attendees shared strategies which help them manage stress at work. 
• Laura shared information about the Community Library hotspots. They have a 3-week checkout, and customers are asked to return them directly to the CL. You can refer customers to the CLs for hotspot checkout. If a customer is unable/unwilling to return a hotspot to the CLs, call the owning library for next steps on returning the item.
• Tricia clarified procedures for running the In-Transit list and when to complete the steps to make the process run efficiently throughout the system.
• Topics submitted by the Circulation Forum:
  • Can print release software be put on multiple staff computer stations? Envisionware locations should have two computers with the software, although it was designed for only one. MyPC/Papercut is web-based and has no such limitations. MLS is slowly migrating to this system. Library Managers can contact IT if moving the Envisionware software to different workstations would improve workflow.  
  • Is it possible to have more than one computer station that prints holds? You can use Print Settings (F12) to network to the label printer from any CARL.X station. You will need to change it back between customers/tasks. Purchasing a second/third hold printer requires a budget request. The first step is to talk to your Access/Library Manager. A hold printer has not been purchased in several years, so previously, additional hold printers cost $1,000 which includes the printer and running network cable.
  • Customers unable to log into the catalog, no issues in CARL.X? Email the library card number and customer’s name to Tricia anytime a customer is unable to log in (always double check first). It’s a backend number issue that has to be submitted to TLC to fix.
  • Hold pending status and reset Once you click “found” on the fill list, the status changes to “hold pending.” Any “hold pending” items clear overnight (goes back to "shelf" and the hold reactivates at the top of the list).
• System updates were provided by Risa Sargent, Regional Director.

Action Items

• The Forum will continue discussion through the Microsoft Teams chat feature on topics including: Curbside and in library computer use, holds being marked weekly, and considerations for fines

Next Meeting

• Next Meeting: November 24, 2020 1:05pm via Zoom