Access Services Minutes - October 19, 2021

Welcome: Tricia called the meeting to order. Attendees shared micro-wins from their locations in the chat.

August Meeting Summary (Brandon): Brandon reviewed the August Communication Checklist. Clarification was given that the Gender Field has not yet been removed from Carl-X but will be removed in the future.

System Updates (Risa): The grand opening for the OCARL collection on October 18 was successful. MLS is beginning its reopening process and libraries will fully reopen in phases. A timeline will be released once it is formed. Core Values Subcommittees have begun to meet. There may be an opportunity to expand the existing Social Worker program to other libraries beginning next Spring.

Sorter Update (Pauline): The installation of the new Service Center sorter will take place between October 22 – November 5. Libraries have been asked to do more manual sorting during this period. Libraries should also expect delays in materials being transferred between libraries during this time. Please sort for at least BE, ED, NW, VI, WA during this period.

CSD Updates (Tricia): CSD refers to professional reviews when determining the location code (age classification) of library materials. CSD is available should you have any questions about the location code of a specific item. You may also submit a Cataloging Consideration Form if you think an item’s location code should be reconsidered.

Registration for TLCU (schedule) 10/25-10/27 (Eric): The TLCU Conference takes place from October 25 – 27. Attendees were reminded to submit an Outside Commitment form to L&D before attending the conference.

Access Notebook, Local Shelving Order Review Due 11/30/21 (Tricia): Attendees were reminded to review their library’s local access notebook and local shelving guide and make any necessary updates by November 30.

Claims Returned vs Claims Never Had (Tricia): Please remember to use the Claims Never Had feature instead of Claims Returned when claiming items on a customer's account. Customers are allowed eighteen Claims Never Had occurrences in twelve months, and Carl-X tracks their progress towards that maximum. All items claimed on the customer’s account stay in the customers history for the lifetime of the account.

Circulation Forum Highlights from 9/28 (Tricia): Tricia reviewed the highlights from the September Circulation Forum meeting. The meeting minutes are posted to the Intranet.

Reporting Tech Issues to IT (Tricia): Please report any technology issues to IT in a timely manner. Not reporting issues impacts our customer service delivery, minimizes the value of the customer's experience with us, and makes staff work more difficult.

Weeding Script Issues Document (Tricia): Tricia reviewed how to submit any weeding script issues and what needs to be communicated in that submission. The document is in the AM SharePoint – Documents – Macros and Templates folder.

August Delivery Study Review (Meghan): Meghan reviewed the results of the August Delivery Study. Access Managers were instructed to share the results with frontline staff.

Autorenewal Talking Points (Meghan): Meghan reviewed the Autorenewal Talking Points document and encouraged attendees to share with frontline staff. Attendees were informed that the upcoming autorenewal feature has not been tested, so any information is subject to change.

BER Shelving Order Discussion (Tricia): Attendees discussed whether the Berenstain Bears should be shelved according to title and disregarding the author by considering BER in the call number as the character Berenstain Bears and not by the author’s last time. Attendees voted to move forward with the shelving order proposal. Official implementation date is November 1.

Review of action items / Complete Communication Checklist (Tricia):

• TLCU Conference
• Local Access Notebook, Shelving Order Guide
• New Sorter at SC
• Claims Returned vs Claims Never Had
• Circ Forum Highlights
• Shelving Berenstain Bears
• Reporting Weeding Script Issues
• Autorenewal Talking Points
• Reporting Tech Issues
• Delivery Study
• CSD Updates
• System Updates

Next Meeting: November 16, 2021 at 1:30pm via Zoom / Next Notetaker: Capitol Hill