Access Services Minutes - August 17, 2021

Welcome: Risa called the meeting to order.

Summer Reading Evaluation (Emily Williams, EPS):

Summer Reading 2021 was a success.  A Staff Survey went out to get feedback regarding SR 2021, and to assist in preparations for SR 2022.  Reminder that prize pickup is still underway.

July Meeting Summary (Brandon, AL)

Brandon reviewed the July Communication Checklist.  A reminder was given to cancel not waive fines associated with missing pieces.

Registration for TLCU (Risa) 

The virtual TLCU conference for Carl products is Oct. 25-27.  MLS has paid a flat rate for an unlimited number of participants to attend.  A link to the schedule was attached to the agenda. Those sessions marked in gray are for anyone, red are Carl products, and purple are for other products offered. Risa will send out instructions on how to register.  Signing up to attend one session will give you access to all the recorded sessions once the conference is complete.  Reminder that the times for the conference are listed in Eastern time zone. Any staff with supervisor approval can attend this conference.

Notes maintenance (Eric, ED) 

Reminder to delete notes as issues are resolved.  Do not add notes for behavior issues, those go in the PITS reports. Do not add notes about ILL’s, those go in ILLiad.

Testing upgrades list – workgroup call (Risa) 

Risa did a call for a workgroup to help develop scenarios/actions to test whenever we have upcoming upgrades to the system.  Workgroup would meet for a short time and disband when list creation is complete.  Send Risa an email if you are interested in serving on this workgroup, and/or with specific things you would like to see tested.

Material Auto-Renewal Conversations with Customers – workgroup call (Meghan, MC) 

Meghan did a call for a workgroup to create verbiage for staff on how to talk to customers about the change to auto-renewal. Contact Meghan if you want to serve on this workgroup. Access Specialists can serve on this workgroup. The group hopes to meet 2-3 times, then disband.

Assigning accounts errors – workgroup call (Nicole, NW and Eric, ED)

Nicole and Eric did a call for a workgroup to discuss account errors when assigning accounts to customers.  Contact Nicole or Eric if you want to serve on this workgroup.  Access Specialists can serve on this workgroup. The group hopes to meet 2-3 times, then disband.

CARL Gender Field (Risa) 

The gender field is not tracked, we do not use data from that field for statistics, and it does not meet our core value for diversity and inclusion.  We will stop using this field immediately.  In the coming weeks the field will be removed.

MLS Hiring Process and Core Values (Jeff Cover and Greg Kennon, HUM) 

Jeff and Greg reported that HUM was moving toward a more streamlined approach to the hiring process.  We will see shortened posting times, interview training for managers, and changes in the rating process of applicants.  They are working on a 24-hour turnaround for responses to emails, and phone calls. Any questions or comments that deal with recruitment need to be sent to [email protected].  Questions about benefits and separation paperwork for HUM should be sent to [email protected]. Both these emails are monitored by Greg, Jeff, and Elizabeth.  Jeff offered the following suggestions/rules to help with the hiring process:

1. Remember zoom call etiquette (dress professional, test equipment before interview, arrive 10-15 minutes early for a pre-hire meeting with hiring team, put phone on silent, don’t drive during interview, don’t eat, don’t leave unexpectedly unless true emergency, make sure you block off extra time for the meeting, don’t conduct other business during the interview).
2. Composition of the hiring teams should be supervisors and above.  Stay away from peers hiring peers.
3. Reduce the number of candidates going to the final interview.  Ideally, we only interview the top 3-4 candidates for any position.
4. All staff involved in the hiring process will need to sign a Confidentiality Agreement.

​JFRN/FRN and Feature Films (Pauline, CSD) 

Pauline discussed the issue of libraries changing FF to FRN.  Currently each library has the flexibility to handle these items how it works best for their library.  She wants to know how libraries make those decisions.  She will send an email to Access Managers asking three questions regarding this issue.

Missing Pieces (Meghan, MC) 

We voted on some changes to the missing pieces procedures.  We voted “yes” to send missing pieces to Greg immediately.  We voted “yes” to frontline staff removing the fines when a missing piece is returned. The changes will take effect immediately.

System updates (Risa)  

No system updates to share

Review of action items / Complete Communication Checklist (Risa) 

Notes on Accounts

TLCU conference

Workgroup calls (3: testing upgrades, auto-renewal, account errors)

Gender Field

Missing Pieces

FF/FRN from Pauline

 Next Meeting: October 19, 2021 at 1:30pm via Zoom / Next Notetaker: Belle Isle