Agenda
Meeting date/time: May 6, 2008, 9 am - 10 am Where: S&E classroom
1) Circulation Forum Rep. Stacy has volunteered. I say we offer her a round of applause!!!
2) Deliver button for INTRANSIT items
3) laptop fines for overnight check-out
4) final report of fines sub-group
5) DVD circ policies: We have been asked to look at our loan periods and examine if there is any opportunity to bring more consistency to the policies. The circ policies for DVDs are attached.
6) last four digits of SSN requested on some forms: Is this still needed?
7) New meeting time. We have a request to move the meeting to an afternoon, after 2:30 pm.
Minutes
1) Stacy Owens is now the Circulation Forum representative for Vanderbilt. She will commence monitoring the Sirsi forum, and participating in the annual vote of customers.
2) CAC recommends that a faculty delivery button be added to those items that are INTRANSIT. Jim Toplon will submit a NetFix to initiate tha addition of the button in Acorn.
3) CAC recommends that laptops not accrue fines for the hours when the owning library is not open. This is the situation for course reserves, and CAC recommends that this policy be extended to laptops. If the laptop is overdue, and remains overdue when the home library is closed, accrual of fines will cease during the hours when the library is closed. Tao You will investigate how and if this can be accomplished.
4) Recommendations from the Fines Subcommittee (Janet, MAT, Debra) regarding standard processing of missing, BILLED, and withdrawn items. Recommendations are reproduced below.
Establish 3 methods of tracking material
Missing from shelf:
1) Search Card filled out by patron(written form)
2) Search stacks
3) Charge to MISSING patron (ILL button should be present in opac for items charged to missing)
4) Place hold for patron (—not a recall)
5) Search (for a specified period of time)
6) Collection Development contacted (after a certain period of time determined by library if item not found)
7) Charge to LOST (if not found after x # of searches or x amount of time as determined by individual library size/needs)
8) Continue to Search occasionally and renew to Lost if not found
9) ILL button should be present in OPAC for items charged to lost
10) After 1 year, item is charged to Withdrawn. Home location is changed to withdrawn. Record is shadowed automatically as withdrawn is a shadowed location. It should be charged because item is “somewhere” and could return. Home location and current location are changed to withdrawn.
11) Original Home location is added to notes field. Catalog maintenance is notified and TJC symbol is removed by them.
Charged to patron/not ret’d: At patron request or when “Time To Bill” notice is generated:
1. Charge to BILLED patron (location of Billed should have ILL button in OPAC). We recommend that all libraries have a Billed pseudo-patron created if they do not have one.
2. Manually create bill
3. Consider option of placing hold on item for a pseudo-patron so that there is a method of tracking when a billed item is returned
4. Track these items the same as you do those charged to LOST
5. Search occasionally and renew to Billed if not found
6. Charge to Withdrawn after a specified period. Home location is changed to Withdrawn as well. Original home location put in notes field. Collection development notified to consider replacement
7. Catalog maintenance notified and removes TJC symbol
Withdrawn/piece is in hand:
1. Change location to withdrawn (do not charge item)
2. Add notes to bib record such as original home location. Catalog Maintenance notified to remove TJC symbol. Piece is disposed of as deemed appropriate.
5) CAC reviewed the DVD circulation rules developed by each library. Each library wishes to stay with its own rules as they currently exist.
6) CAC reviewed the online forms that require users to supply the last 4 digits of the SSN. CAC recommends that users still be required to submit the last 4 digits of the SSN. The SSN remains the only unique identifier associated with all users. Some users do not have a VUNetID, and only have an Acorn ID (which is the SSN). Until the University institutes a separate identification system that is not dependent on the SSN, this unique identifier is needed.
7) A new meeting time is a sticky wicket. More to come.