Access Services Minutes - May 21, 2019

FYI

Last meeting summary (Tricia):

• Summer Reading and recycling fine waivers
• Floating ASII position
• Access SharePoint
• Checking outgoing holds and returned items for damage
• Progress on shelving training standards workgroup
• Schedule adherence
• Why and when to run CARL.X reports
• Checking items on hold for pest cards at the returned location and not routing them

Summer Reading (Emily and Kristin, EPS): Emily and Kristin came to speak about Summer Reading. If staff have questions, they can reach out to EPS. Beanstack is live May 15. The Summer Reading Intranet page has many resources.

Summer Access Trainings on EduBrite (Tricia): Summer Access trainings are now available on EduBrite. Access Managers should encourage Engagement Managers and Staff to sign up.

Serials Manual (Tricia): Tricia and Greg Bennett created a serials manual. It will be found in access manual #2.

Branch Professional Reference (Tricia): We are keeping the Branch Professional Reference location code. Branch Professional Reference Guidelines will be found in the May Access Manager meeting folder and in access manual #2.

Action: Access Managers will share Branch Professional Reference Guidelines with Access and Engagement staff and location managers.

Change at the Bank (Tricia): Tricia worked with the Business Office to create a procedure for when locations need to go to bank for change. The procedures will be found in Access manual #3.

Action: Access Managers will share the procedures with Access and Engagement staff and location managers.

Damage Status Code Reminder (Tricia): As a reminder, we should not be using the Damaged status code. All staff should be using Withdraw. Using the Damaged status code skews the active number of material when Collection Development run their holds ratio report.

Action: Access Managers will remind Access and Engagement staff and location managers to discontinue using the Damaged status code.

Discussion:

Shelving Training Workgroup (Meghan): Meghan reviewed the Shelving Training Standards document, which can be found on SharePoint with the Excel template, Shelving Training Tracking Template to track shelving scores. ASIs have a more in-depth training process while the ASIIs have a modified training timeline but have the same independent shelving process as the ASIs.

Action: Access Managers with incoming ASI and ASII staff starting soon will use this process. Access Managers are to keep Tricia informed of issues so they can be addressed at the July Access Manager meeting when we reevaluate the process.

Inventory Workgroup (Geraldine): Geraldine reviewed the inventory documents. Two separate documents exist on SharePoint: Inventory Set Up Instructions and Inventory Instructions. The Inventory Set Up Instructions are for Access Managers to set up the process. The Inventory Instructions are what staff will follow while they are performing inventory. The process will work with locations that have moved to individual logons. All locations should have individual logins by early fall.

Delivery Tracking Summary (Michelle): Michelle added charts to the delivery tracking document so each location can review the results regarding their location, including the average time spent processing delivery, the average number of reserve shelves, the people helping, number of problems, where the problem items were sent from, etc. Each location should review their statistics and see what steps they can take to improve their delivery process.

Action: We will reconvene the delivery workgroup to assess if changes need to occur and set a date to perform another delivery tracking in late fall.

Missing and Trace (Kiley): We discussed the current timeline of when we mark items Traced and Missing. It was suggested to change from three months to two months. Any item that has a last activity date within the past two months should be Traced. All other items should be coded Missing.

Action: Access Managers to share update with Access and Engagement staff and location managers of the process change and June 1 implementation date. Tricia updated the Access manuals.

Access Priorities (Tricia): We will move forward in implementing the Access priorities system wide on August 1. Now through August 1, we will have ongoing conversations with staff to address concerns and readdress at June and July Access Manager meeting, so staff are prepared and understand the document. Meeting room set up is not listed in the priority list due to current practices and location staff levels. The Access priorities document is a guide for overall weekly priorities. Managers on Duty may adjust on a daily basis so tasks fit the need of the library.  

Action: Access Managers are to share Access priorities with Access staff and location managers and have ongoing conversations. This will be implemented on August 1.

Guidelines for Checking Donations for Damage (Tricia): Tricia shared the Guidelines for Checking Donations for Damage document. Staff should perform quick glances for obvious damage when placing materials in the Friends donation bin. We discussed talking points on how to handle situations when customers insist on donating more than the three-box maximum and how to discard damaged donations. The document will be found in Access manual #2.

Action: Access Managers will share Guidelines for Checking Donations for Damage with Access and Engagement staff and location managers. This will be implemented June 1.

Today’s Meeting Summary / Implementation Dates (Tricia)

Location Sharing Feedback (Tricia): Tricia asked the group future topics for potential location sharing Q&A.