Access Services Minutes - November 19, 2019

Meeting Date/Time: Tuesday, November 19, 2019 – 1pm

Meeting Location:  Southern Oaks Library

Attendees:  Geraldine Adams, Jennifer Adkisson, Tricia Andrews, Meghan Attalla, Barbara Beasley, Brandon Beckham, Zachary Branstetter, Jennifer Britton, LaVetta Dent, Tawana Dickens, Donna Durbin, Molly Giles, Dakota Hindman, Taylor Horn, Jacquie Johnson, Brandon Johnston, Hank Lankford, Karen Litteral, Brittany Mays, Ashley, McLain, Debbie McPherson, Todd Podzemny, Cindy Revels-Nigg, Kim Rickey, Jill Rosewood, Risa Sargent, Kevin Sendall, Vanessa Spaeth, Janeal Walker

Absent: Eric King, Chris Stofel, Glenn Webb

Guests: Emily Williams, Kellie Delaney

Welcome:  Tricia called the meeting to order and welcomed Jacquie Johnson, AM1 at NW and Molly Giles, AM2 at CH.

Community Needs Assessment and Winter Reading Challenge, EPS: Emily Williams and Kellie Delaney from EPS discussed the Community Assessment Needs and the Winter Reading Challenge running from January 1 to February 29.  The December Compliance Training from L&D will be on the Winter Reading Challenge.

Last Meeting Summary (Meghan): Discussed the September 2019 AM Meeting takeaways.

Launchpad Update (Janeal), Action: Libraries should be evaluating Launchpads upon their return. If they are in poor condition or do not work, they should be withdrawn and sent to CD-Karin with a note saying they were withdrawn due to “x”.

Collection Transfers (Janeal): CD will begin doing transfers. The point person for this will be an Engagement staff member.

Automatically Yours (Tricia): The first copies of the pre-processed Baker and Taylor are here. All Automatically Yours material will start with an “A” on the barcode. 

Bad Charging Cords (Meghan), Action: All bad charging cords should be sent to SC – MTC – Dennis due to lead in the cords

Shelf Check Etiquette (Meghan): When calling another Library for a shelf check make sure to share the title, author, location code, item number, call number, and the reason why there a shelf check needs to be done.

SR Fine Waiver Reminder (Meghan): Do not use on damaged/lost manual fines, lost fees, or ILL charges. Only use on late fees and manual fine late fees.

CARL.X Report Templates Coming (Risa): Risa is working with IT to have templates show when staff select “view” on: Claims Never Had, Hold Expired, In Transit, Lost, and Tracer.

Hold Pending (Tricia): We no longer need to run due to the fix in the September TLC upgrade.

In Transit (Tricia): Run on Wednesdays. If to/from TP/CAT, automatically code it missing. If to/from ILL, call ILL for instructions on how to proceed

@withdraw card (Janeal): Make sure to withdraw these items as they come in. Staff are empowered to withdraw these as they come in. Collection Development uses this card actively to clear a bid when they order new copies of older bid.

@pest card (Tricia): Any item an item comes in on an @XXpest card, immediate action should be taken, regardless of the location. Action:  Educate staff on how to handle the @pest card. AMs to email the routing library’s AM and cc Tricia to notify them that a potential pest infested item was routed in delivery.

Pests in the Library (Meghan): This document is not just for bedbugs but all pests, including roaches, silverfish, fleas, mites, and lice. Action: Educate staff when to use the Pests in the Library document.

Student Account Clarification re: EPIC and Homeschool Eligibility (Tricia): EPIC has a brick and mortar building in our service area; therefore, they qualify for student accounts.  If a customer lives outside our service area and is home schooled, they qualify for a student card if they live within an OK county school district.

Floating ASII Guidelines (Tricia): Tricia shared floating ASII guidelines. LM to request the floating ASII assistance.

Item Deletions and Status Date Update (Risa): Effective December 2, when a status is changed, the “last status date” in CARL.X will update to today’s date.

January Access Delivery Study (Tricia): Postponed until late Spring 2020.

Call for Access Trainers (Tricia): Tricia shared updates coming to system trainings and system trainers.

Local Access Manual (Tricia): Tricia shared an update on the local access manual.

System Delivery Check In (Barbara): Discussion on the new system delivery schedule. Action:  We need to ensure we are checking in all material when it comes in through delivery. Communicate with PLA if something goes wrong with delivery, for example it not being delivered, or wrong totes were delivered.

Dynamic Holds Check In (Meghan): Discussion on dynamic holds. 

Missing vs. Trace re: Not Found Holds Check In (Barbara): Action: If your location is not performing inventory twice a year, you should be running the missing report on a consistent basis. If you are performing inventory twice per year, this report does not need to be ran.

Lost Items (Geraldine): Action: If your location is not performing inventory twice a year, you should be running the lost report on a consistent basis. If you are performing inventory twice per year, this report does not need to be ran.

Shelving Order Guide (Tricia): Tricia went over the changes and they will be effective December 9. 

Future of Access Meetings (Tricia): Starting November 2019, AM Meetings will be every other month.

Next Meeting:  January 21 at Bethany / Next Notetaker: Village