Access Services Minutes - May 26, 2020

Welcome: Tricia called the meeting to order and welcomed the group. She went over Zoom meeting expectations.

Summer Reading (Emily-EPS): Emily shared Summer Reading information with the group.

Wins (Breakout Room): Small group discussion was held to share wins at each location.

January Meeting Summary (Meghan): Discussed the January 2020 Access Manager Meeting takeaways and action items.

Questions from Tricia’s Emails (Risa, Meghan): Risa and Meghan reviewed key topics from emails Tricia sent Access Managers on 2/14/2020 and 2/28/2020.

Access NoteBook (Kimberly): The Access NoteBook link is live on the Intranet on Access Services pages. The group decided to review content twice per year. Tricia will remind the group when it is time to update. Locations that have not completed their location specific information needs to do so by June 30.

Local Access Delivery Study Dates (Tricia): The local access delivery study is on hold indefinitely.

LM Shelving Training Timeline (Tricia): Library Managers have until June 30, 2020 to complete their shelving training if they cannot meet the pre-unexpected closure deadline of May 31, 2020.

Virtual Access Workshops (Tricia): Tricia is working on moving access workshops virtual. She shared an outline with the group.

Handling Returned Missing Pieces Process (Breakout Room): Small group discussions were held on the process of handling returned pieces. These are for items that have been initially sent to Greg in CSD and the customer returns the second/final piece. The group decided to check material out to the Collection Development card to clear it off the customer’s account when customers return the second/final missing piece. It should be routed to Greg who has the first missing piece with a note explaining what it is as well as relevant information (item number, customer name, why is it being routed). This will begin July 1.

Action: As of July 1, check missing pieces that need to be reunited with their other piece in CSD checked out on the Collection Development card.

Check Materials for Missing Pieces and Damage (Breakout Room): Small group discussions were held to see why locations are unable to check for missing pieces and damage when items are returned by customers and before we place hold labels on items after pulling holds. We want to facilitate trust among locations and improve efficiency in processing items.

Action: Access Managers are to facilitate conversations at their location as to why this is not being done and what steps needs to be taken to only check upon return and after pulling holds. They will be prepared to share at the July AM meeting.

Damaged Material Stamp (Tricia): As a reminder, the “damaged noted” stamp should be at the top of the pages on the closed book. The backup location is the back cover by the RFID tag. Additionally, for withdrawn items, we draw a line through the barcode and place the “Discard/Sold Friends MLS” stamp on the RFID tag.

Waiving Fines and Reasons (Tricia): Tricia reminded the group we need to be mindful when and how we are waiving customer fines. We want to share fines with customers as they show up on the account so they customer is aware of the activity on their account. A short discussion was held regarding Phase 2 procedures and increasing the threshold. The group voted to add a sixth fine waiver reason “educated”. This will be used when we educate the customer on the damage item regarding expected behavior in place of “goodwill” to better read payment history. This can be used effectively immediately.

Action: Access Managers to share with their location when to use “educated” as a fine waiver reason.

Pests in the Library (Tricia): Reviewed updated Pests in the Library documents. They can be found in the AM SharePoint – Pests in the Library. Tricia encouraged AMs to review information and reach out if there are questions.

PLA Sharing: Kevin Sendall and Risa Sargent shared information from PLA.

Next Meeting: July 21, 2020 via Zoom / Next Notetaker: Capitol Hill