February 3, 2005 System Circulation Heads Meeting Minutes

Absent: Barbara Higgins (BPL), representative from Machias.

Agenda Items:

I. Call to order and approval of minutes

Meeting called to order

Janet Babb volunteered to be secretary

Approval of November minutes

No corrections

Nancy Fletcher asked for clarification of item V, Mailing Labels Simple mailing labels are OK for campus deliveries; complete addresses are required for UC Centers and ITV Sites. Stephanie Ralph will send Laura the URL for printing mailing labels for delivery service participants. Minutes approved.

II. III. Borrowing libraries and overdues (Clarify fines and replacement fees) and On-Site Loan policy clarification (Laura, SYS)

Summary of comments and issues:

· Clarify On Site Loan

· Courtesy cards not honored at all campus libraries

· Farmington honors faculty, staff, and student cards, no courtesy cards

· Courtesy and alumni cards vary among libraries

· Courtesy and alumni card holders must pick up requestor items only at home library. No delivery to UC centers or ITV sites

Laura will append IV On Site Loans to state that privileges vary by library and p type. She will also change the comma between BPL and MSL to a period.

IV. Multi-User cards (Nancy, PI)

Appendix A addresses this issue

V. InfoNet policy decision meeting update (Laura, SYS)

Nothing has changed. Karl and Laura think policies are as good as possible right now. Software limits policy flexibility. Laura offered these “rays of hope”

· Karl Beiser is head of this year’s Innreach enhancement committee.

· MSL has acquired Patron Agency Software and hopes to implement changes by June that will enable each InfoNet library to be ID’d individually.

Concerning replacement fees, Louise relayed that although libraries would like the price in the item record to appear on the notice, $75.00 is still in the system. Laura explained that the system only accepts the one default, hence the $75.00 fee. Janet (Far) indicated that in her experience it has been possible to negotiate fees with lending libraries. Stephanie (LEG) suggested that we make sure to inform patrons of the fee before they request through InfoNet.

VI. Patron address problems, i.e. inaccurate addresses, missing addresses (Stephanie, FK)

Leslie (FK) said there is no solution at this point for addresses for students with dorm addresses. Laura explained that the way information is collected from ISIS is done the same way for all campuses. Jerry (ORO) pointed out that in Orono notices are sent via email. Nancy (PI) suggested that we send notices with dorm addresses to the home campus through the delivery service for distribution.

VII. Courtesy Notices update (Laura, SYS)

Online tutorial for notices is more complex than anticipated. We can look forward to the idea that we may be able to schedule notices to auto-run (for all notice types). Scheduler is only in Millennium and requires an adjustment of loan rules (which loan rules do you want to send notices for). Janet (FAR) wanted clarification of courtesy notice. A notice generated before the item is due reminding patron of the due date. Statement of charges header used address of the library with the first item. Laura may have solution; there is an option to send statement to home library. Sounds promising.

VIII. Issue with Requestor (Laura, SYS)

Innovative cannot duplicate the problem of the patron (or staff) requesting item from one campus and the item is actually requested from a different library. If you see this problem in the future, please send details to Laura. Leslie (FK) reported a problem of student getting message that request was successful, but item did not appear on record. Wouldn’t place hold with student card.

Tabled Items:

Unfinished business

· Policy manual update (update Multi User card section) (Laura, SYS)

· Updating authentication database (Janet, FAR)

· Renewing Requestor items that are overdue or billed

Meeting adjourned.