Access Services Minutes - September 18, 2018

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

Agenda topics: 

Job descriptions – housekeeping changes - Meghan

Meghan shared that slight modifications have been made to the job descriptions for the Access Manager I, II and III positions.  The drafts can be viewed in the AM folder on SharePoint.

Access Services Hiring Assessments – Meghan

Hiring managers can expect that only about 40-50% of candidates that are requested to take assessments for the Access Specialist positions will respond. Be sure to forward about twice as many names as you’ll want to interview so you end up with a good candidate pool.

City Rescue Mission and Carver Center library accounts – Risa

Approximately one year ago there was a discussion regarding library account eligibility – specifically as it related to residency.  After a thorough evaluation, it has been determined that the City Rescue Mission and the Carver Center meet the residency requirement.

The City Rescue Mission operates a strict enrollment program. They have provided the MLS a guarantee that mail will be returned if a resident is no longer in the care of their organization.

The Carver Center offers transitional housing to those in need. A caseworker will continue working with the staff at the Ralph Ellison library to ensure that all information is up to date and accurate. A returned mail flag will be placed on library accounts as individuals move into other housing.

Currently, these are the only vetted organizations whose residents are eligible for primary library accounts. The group was invited to gather information about other local organizations that may qualify. Some questions to consider are:

1. Is there an expectation that the person is there long term?
2. Can persons receive mail who are no longer staying there?
3. How do people qualify?
4. Is there an ongoing program?

This process is not about the ability to receive mail; it’s about residency.

Action Item: If you feel, after answering these questions and speaking to a representative, that an organization should be considered for library card eligibility please send the contact information and the name of the person with whom you spoke to your AM III or Risa.

Request for comments on updated Damaged/Missing instructions – Risa

Attendees were invited to share questions and comments about the updated content in the Damaged/Missing Instructions that Kevin and Jennifer completed. The updates will be posted in the AM folder, but will not be posted to the Intranet for feedback since it did not involve a change in procedure. Any questions or comments can be sent to Risa.

Status and Location code start date – Risa

Implementation of the Status and Location code changes will begin on October 1. 

• Custom Status 1 will be used for materials that are missing pieces and sent to Greg in CA.
• Maintenance will have a library card that will be used to check out materials needing to be cooked.
• Cataloging will have a library card that will be used for materials sent to their department for evaluation, barcodes, etc.

All materials must be moved out of a Location code before that code can be removed from the drop-down menu. All Location codes that need to be addressed will be included in the Clean Up tab on the weeding script.

Action Items:

• As of October 1, libraries will implement the Status and Location code changes. See the Location and Status Code document (dated 08-23-18) in the AM folder.
• By December 31, all defunct status and location codes will be phased out.

Collection Training – Janeal and Sarah

Attendees were encouraged to promote the collection training classes to all staff. Understanding the collection development philosophy is needed as a basis to provide the best service possible. Module 1 and 2 create a foundation of basic knowledge. Module 2 was created to meet the need for clear guidance on weeding. They are looking for feedback on staff’s comfort level with weeding by condition.  It is anticipated that the collection training classes will be part of the regular training rotation schedule, but it is not clear what that looks like at this time.

Discussion:

Discussion on AM I’s at monthly meeting – Kiley

Attendees were asked to provide feedback on how the August meeting went. Overall the group saw value in opening the meeting to all the Access management group. Based on locations needs all Access managers from a single branch may not be able to attend simultaneously.

Regional AM support - Geraldine

The group was asked to consider what kind of meetings would be beneficial going forward. It is predicted that there will be a slow down on Access projects.  Much time has been spent on tackling the urgent problems.

XChange Coaching follow up – Kiley

Attendees broke off into small groups to discuss what challenges and success they are experiencing as it relates to coaching staff in professional development.  As a large group the discussion centered around Coaching Up instead of Talking Down.

Results from Access tasks ranking - Jennifer and Morgan

Jennifer and Morgan presented the preliminary results from the new data points. The old model consisted of 2 data points; the new model is comprised of 26 data points. The work they have been doing primarily encompasses Access functions. Work is being done on an Engagement model, but is still in the early stages.

Next Meeting: October 16^th at ED

Next Notetaker:  Southern Oaks