Access Services Minutes - February 26, 2019

FYI: 

Last Meeting Summary -Tricia

• Libraries are encouraged but not required to contact local schools and churches to facilitate the return on Non-MLS materials. All other items are to be routed to ILL for return.
• The launchpad workgroup will reconvene when the total number of launchpads in the system reaches 500 items. Locations were to complete an inventory of current launchpads by February 12^th.
• Starting February 1^st, locations will keep items on the damaged shelf for 3 months before removing the items.

Marketing Intranet post from 1/28/19 -Tricia

• New library accounts are automatically signed up to receive email from Marketing if their email address is in CARL.X. Account holders can unsubscribe to these emails though a link in the emails. They will still receive CARL.X notifications if they unsubscribe.

Information on Ergo Trolleys -Tricia

• Maintenance has the parts to repair 20-25 Ergo trolleys. Repairing these trolleys is a time intensive process. Maintenance will clip the edges of the wires to prevent injury until they are able to make the full repair.

ACTION ITEM: Maintenance request to repair trolleys with hanging metal pieces or other serious damage can be made.

Withdraw Cards and Holiday Materials -Janeal 

• Collection Development is placing older and/or out of print copies of holiday themed books on library location’s withdraw account.
• These materials are to be replaced with more current materials.
• This process will allow Collection Development to get ahead of reports that track materials with high holds to availability ratios. This will minimize the number of holds placed on bids with few copies where customers receive the hold after the holiday has passed.

Numerical Fiction Shelving vote- Kiley

• Access Managers voted to continue the current practice of shelving Fiction and Genre titles that start with numerals at the beginning of the alphabet as opposed to spelling the numbers out.

ACTION ITEM: This result will be incorporated into the developing system-wide shelving order document.

Late Spring Access Trainings -Tricia

• A new round of Access Training Workshops is available on EduBrite. These trainings are not limited to Access Staff.

Sending Materials to Cataloging -Tricia

• Cataloging is still receiving materials through internal mail with the status codes (BKR and IN PROCESS).

ACTION ITEM: Materials sent to Cataloging should be sent with the items checked out to Cataloging. Include a note, but do not tape the note to the material, with the reasons for sending the item to Cataloging.

Downtown Collection Update -Tricia

• The Downtown library has developed some guidelines on when to withdraw or continue to circulate.

ACTION ITEMS: Do not withdraw Downtown’s Fiction and Genre unless the item is falling apart or otherwise seriously damaged. Follow standard withdraw procedures for all other Downtown materials

Contact Buddy in Special Collections for Oklahoma related materials when withdrawing your collection so they can evaluate the item for inclusion with the Oklahoma Collection.

Route missing items to DN-CD-Greg Bennett.

Process Changes -Tricia

• The Manager of Access is currently reviewing local process to ensure that locations are following the most current processes.

Cabinet Reminder -Tricia

• Access Manager IIIs are available to assist Access Managers and other staff in their area.

Manager of Access – DN, RE

AM 3 for MC – MC, DC, CL 

AM 3 for SO – SO, CH, AL 

AM 3 for NW – NW, WA, BE 

  AM 3 for ED – ED, VI, BI 

ACTION ITEM: If you have an Access related question or concern then you can contact your local Access Manager III before contacting the Manager of Access.

DISSCUSSION TOPICS

Streamlined Money Handling- -Tricia

• The Access Managers reviewed the proposed changes to the money handling/money deposit system. These changes will be incorporated into the Access Manual. These changes came at the recommendation of the State Auditor and Business Office.
• The main changes include to not count the deposit, rather to count the drawer and set aside the rest. Do not staple paperwork. Do not roll coins for the sake of the Business Office. Two staff must perform opening duties together whenever possible. This will be an exception at the Community Libraries and Wright where there is only one staff in the building.
• Access Managers formed small groups based on the size to discuss how these changes will affect current practices and how to best communicate these changes.
• Representatives from the Business Office will observe daily money procedures at library locations.
• To better facilitate the handling of deposit bags, Michelle will lead a workgroup to propose standards for identifying weekend bags.

ACTION ITEM: Starting no later than April 1^st, libraries will implement the recommendations from the Business Office to have two people performing daily money duties together.

Access Priorities- -Tricia

• Currently, priority for the various tasks performed by access staff varies from location to location. Over the next few months (until May 2019) Access Managers will discuss which tasks take priority to best serve our customers.

• The group discussed shelving accuracy and appearance evaluations and discovered a need to develop consistent practices across libraries. Until Access Managers have an opportunity to discuss standards and frequency for measuring these for established employees, only employees in shelving training will be evaluated in these areas.
• Access Managers discussed current priorities in groups of similarly sized libraries. Each group came to a consensus on which five tasks have the highest priority and these results where shared. Priorities from individual locations were also collected for further review.

Custom Hold Cancellation Reasons- Megan

• With the upcoming update to CARL.X, we have the opportunity to add new reasons for cancelling holds. We discussed the pros and cons of adding new standard reasons to reduce the need to utilize the “Other” reason.
• When the “Notify Customer” box is checked, customers see the reason for the hold cancellation. For this reason, it is important to be professional when entering custom reasons for cancelling holds.

ACTION ITEM: Access Managers will provide feedback through an upcoming survey to determine which standard hold cancellation reasons will be included in the next CARL.X update.

Dynamic Holds- -Tricia

• The next ILS update will also include the ability for hold request to appear in real time and the hold pickup location will be listed.

ACTION ITEM: Locations will maintain pulling hold once per day. We will reassess Dynamic Holds and pulling more than once per day after the CARL.X upgrade and system delivery study is completed.

Delivery Process -Tricia

• In November 2018, six locations provided information on delivery processes. It was decided at the November Access Manager meeting that a regular evaluation of our delivery processes would be performed by all locations.

ACTION ITEM: Geraldine will lead a workgroup to define the data and methods of collecting the data for the April data collection all locations will use to evaluate their delivery.

Review of Action Items

Next Meeting: March 19 at Ralph Ellison

Next Notetaker: Bethany