October 12, 2007 Location: Goldberg Room

Agenda

1) Reviewing profiles. This is a follow-up to the recent question about changing a profile from staff to faculty. (15 min)

2) Fines. We will discuss implementation of the new fine structure (45 min)

Minutes

1) Housekeeping. The Friday meeting time is increasingly problematic for a variety of CAC members. We will seek a new meeting time.

2) Profiles. A question came up in regards to a University employee whose official rank is staff, but who was significant research needs. In a circumstance such as this, an Illiad profile may be changed from staff to faculty in order to create eligibility for faculty delivery. Should the Acorn profile also be changed to faculty in this case so that the employee may see the faculty delivery button in Acorn? Or, should a new profile be created so that a staff member retain a staff title, but have faculty privileges? (The concern is that a staff member with a "Staff" title on a borrowing card would be labeled as faculty for a borrowing period; such a mis-match would cause hesitation and confusion among workers at a circulation desk.) In addition, Jim Toplon is considering extending delivery service to both surrogate card holders and to staff employees. The following recommendations resulted from discussion:

• A new profile ("Research Staff") should be created. The privileges will be exactly the same as faculty (borrowing period will be 365 days, same fine structure), and the privilege will include ability to request delivery service from within Acorn.
• Jim and Sue may indeed decide to extend delivery service to surrogate card holders and to staff. CAC recommends that the service be extended to surrogate holders first.
• If delivery service is extended to staff and surrogate card holders, the Acorn profiles should be modified so that both groups may request delivery service from within the Acorn environment. However, borrowing periods for staff should NOT change.
• If a staff member has sufficient need to have both faculty delivery and loan periods for faculty, the staff member should be assigned to the profile "Research Staff."
• A staff member may request a change to the "Research Staff" profile; the staff member fills out a form (cribbed from the existing visiting scholar form), and takes the form to any circulation desk (except Medical) and a profile will be changed from Staff to Research Staff.

Tracy will mock up a form and take these recommendations to LDC.

3) The committee discussed the upcoming change to the fine structure. In order to implement the policy, the following issues and processes need to be addressed:

• Text of notices
• Time between notices
• Process for handling ‘time to bill’ and ‘actual bill’ notices
• Item types to which the fines elimination would apply; each library needs to provide a detailed definition of what item types should be included
• Review of January implementation date for feasibility, desirability
• Consultation with LITS in regards to any changes in the circ tables and a realistic assessment of timing
• Formalization and standardization of billing process and changing items to shadowed location at an appropriate time
• change of billing fee and cataloging fee to a higher rate
• other issues

A task force was named to address these issues; the task force will consist of Janet (convenes), Julie, Debra, and Mat.

Before the task force convenes, Tracy will ping each library to define which item types apply to the fine-free policy.