PRAIRIECAT CIRCULATION COMMITTEE AGENDA

Transcription

1 PRAIRIECAT CIRCULATION COMMITTEE AGENDA February 27, :00 p.m. GoTo Training The PC Circulation Committee will meet Tuesday, February 27, 2018, 1:00 pm via GoTo Training. To register for GoTo, please visit: Committee charge: The 11 member elected standing group discusses circulation and OPAC topics. It is empowered to make decisions on procedure and some policy decisions, and to make recommendations to Administrative Council for higher-level policy decisions. It also reviews circulation procedures and works together to resolve circulation issues. 1. Welcome 2. Approval of Minutes for 10/24/ Pending Projects/Updates/New Business: a. Follow-up from Resource Sharing Committee 1) Uniform circulation rules Appendix B updated for consistent wording 2) Board books / new appendix E for Circ Manual / list of what you can restrict? b. New topics 1) Circulation Policy & Procedure Manual proposed changes p. 19 Policy on storing personally identifiable information p. 24 and Appendix E resource sharing administrative policies p. 28 Collection fee payment, including revised reimbursement form Need clarifications on exceptions for other libraries materials? Default PIN options? Handout on reciprocal borrowing and non-residents? 2) Training Document Changes References to policies Patron template settings How fines are calculated Fines Paid function in training docs Circulation 2? 3) Review of predefined charges for updated information 4) Expanded tables in Sierra New material types? Proposed new item types from TechC are Kit, Book Club, New; Hotspot Local Holds; Hotspot No Holds 5) Adding PC On order items as needed for holds c. Topics for April Member Updates 1) Changes to Circulation P&P Manual 2) Patron record entry / reciprocal borrowers vs non-residents / proper entry of Non-PC reciprocal borrowers 3) Multivolume holds / transferring holds demo 4) New training videos 5) Other? d. PUG Day session topics for circulation Circulation Forum or specific topics? e. Membership update f. Other? 1

2 g. FY2018 projects 1) scopes for adult and teen 2) Badging program / skills checklists / strategic plan initiatives 4. Other? 5. Next Circulation Committee meeting: April 24, 1:00 pm, GoTo Training 2

3 PrairieCat Circulation Users Group DRAFT Minutes October 24, :00 p.m. GoTo Training I. Roll call II. Approval of Minutes for 8/22/2017, 6/27/2017 Nancy Baker (MK) made a motion and Lisa Butler (WL) seconded to approve the August 22, 2017 and June 27, 2017 minutes as written. Motion passed. III. Pending Projects/Updates/New Business: a. Pink Condition Slips Update on Distribution and any Feedback The pink condition slips were distributed at PUG Day and mailed to the libraries whose staff did not attend PUG Day. The slips will be discussed at the member updates in November and we should have an estimated 1½ year supply. b. Uniform Circulation Rules Survey Follow-up From Resource Sharing Committee A copy of the Resource Sharing Committee survey is in the meeting packet. A second maximum fine of $50.00 will probably be added for equipment. The Admin Council may approve three renewals (if there are no holds). One member library requested that the delinquency threshold be raised from $5.00 to $ They also requested that there be an additional option of $5.00 as a maximum fine rate, so $5.00, $10.00, and $ After considerable discussion, committee members agreed that they like the $5.00 delinquency threshold, and only the $10.00 and $50.00 maximum fines. A library can reduce an individual patron s fines manually. And, there is less of a shock to the patron if the delinquency threshold is $5.00 instead of $ Hutchinson will provide this feedback to the Resource Sharing Committee before they finalize the new policies at their meeting tomorrow. c. PUG Day Follow-Up (Circulation Forum) Hutchinson reported from the evaluations that people liked the Circulation Forum and wished there were two sessions instead of only one. People want more Q&A time. The people in the room for the circulation forum had no idea about volume holds. Other topics came up during the discussion. d. Topics for November Member Updates i. Pink slips ii. Changes to Circulation Policy & Procedure Manual iii. Item call numbers iv. Patron entry 3

4 v. Reminder to regularly review revised training documents, sit in on Circulation 1 or Circulation 2 classes. More people are attending classes. John has been sending reminders about classes. vi. Other? Other topics are reminders of regular use of View Outstanding Holds and Clear Expired Holds functions. Use a b for barcode at the beginning of the search when searching in lower case for damaged accounts. Example: bmkdamaged. vii. FY 2018 Projects e. Other Libraries Accepting and Passing Along Collection Agency Fees Current policy: when items are sent to collection agency, it is the patron s responsibility to contact the library that sent them to collection to settle account. Libraries should not collect payment for another library s item or any collection fees if patron has been sent to collection agency. (Approved 8/22/07) It was discussed what to do when a patron is at a library and wants to pay a fine or for lost or damaged items that have been sent to a collection agency by a different library than the one where the patron is. Staff always prefer to collect payment if the patron wants to pay. The patron could also pay by ecommerce and the payment will be credited to the appropriate library. A typical collection fee is a $10.00 manual charge. Eleven out of 91 PrairieCat libraries use a collection service. Unique Management is a collection service that is integrated with Sierra. Some libraries only send their own patrons to Unique. How would library staff identify that this patron has been sent to collections? The manual block fixed field in patron records has a collection value. Watch for a manual charge of COLLECTION AGENCY. The circulation policy could be changed so that any library can collect for any library s items. The money would go back to the owning library, the collection fee to the library that sent the patron to collection, and the manual block removed from the patron record. For any discrepancies, staff could contact the library that sent the patron to collection. A line could be added to the payment form to indicate that a collection agency fee was collected and is included. Hutchinson will draft changes to the policy and the form for the next meeting. f. Membership Update Judy is training Marseilles Public Library staff (which is a brand new library, not union list). They will start lending in December. Johnsburg Public Library will go live on December 1 and Warren Township Public Library on January 2. Carolyn is giving quotes to new libraries who may decide to join PrairieCat. Rici (RL) volunteered to help Marseilles. g. Other? i. GMDs The MARC libraries discussed GMDs at their last meeting. OCLC has been stripping GMDs out of records. It is PrairieCat policy to add the 4

5 GMD to records in our database. The GMD, when present, appears immediately after the $a in the 245 tag. Example: Smallville [videorecording]. Catalogers have to put the GMD back in the MARC record before loading the record into Sierra. The GMD is not used for the icon in the OPAC or for format information. The catalogers are asking for your input on whether or not to keep the GMD. Members present at the meeting had various comments about the GMD: handy but no big deal if removed, like having more information about the item, want to discuss with other staff at their library before making a recommendation, staff doesn t notice much, either way OK, want copy of examples before making a recommendation. ii. Strategic Plan The strategic plan should be approved tomorrow at the PC Delegates Assembly meeting. More details about projects related to the strategic plan will be presented at the next Circulation Committee meeting. h. FY2018 Projects i. Scopes for adult and teen Additional scopes will be added for adult and teen. ii. Badging program /skills checklists / strategic plan initiatives A badging program similar to Scouts could be used for staff when they learn different skills. The Training Committee will be discussing this further at their meeting in November. IV. Other? Sarah (GP) made some new forms with two missing damaged forms on one page and two library reimbursement forms on one page and will send them to Judy to post for the members to use. V. Next Circulation Committee Meeting: December meeting? There will be no December meeting with the next meeting being on February 27, 2018 at 1:00 pm by GoToTraining. ATTENDANCE: Committee Members Present: Sarah A. (GP), Cindy B. (FO), Nancy B. (MK), Lisa B. (WL), Rici D. (RL), Tammi S. (PE), Patti S. (RO), Jody S. (HD), Laura W. (HC). Committee Members Absent: Desnee T. (KK), Jennifer C. (MX). PC Staff: Ed, Gail, John, Judy. 5

6 Library Reimbursement Form Date: Library reimbursing: Staff member: Phone: Library to be reimbursed: Address: Reason: Lost Item Damaged Item Collection Fee Other: Patron Name: Barcode: Item Title: Item Call Number: Item Barcode: Amount to be reimbursed: $ Comments: *Thank You* 6

7 Excerpts from the Illinois Administrative Code and PrairieCat Policies, Related to Reciprocal Borrowing and Non-Resident Services I. Reciprocal Borrowing 23 ILAC The Illinois Library System Act Section Definitions "Reciprocal Borrowing" means the right of a person who holds a valid, in-goodstanding library registration card from a full member public library to borrow materials on site from other library system full member public libraries under the same conditions that the library provides those materials to its patrons, subject to reasonable restrictions approved by the library's governing board in accordance with requirements of the library system's resource sharing plan and this Part. "Full Member" means a library that meets the criteria for full library system membership. Only patrons of full members of RAILS/IHLS or Chicago Public Library are eligible for public library reciprocal borrowing. Search the L2 membership directory at: to verify a library is a system member. PrairieCat s Reciprocal Borrowing Policy PrairieCat has an additional reciprocal borrowing policy that makes it permissible for PrairieCat fully circulating member libraries to extend reciprocal borrowing privileges to patrons of other non-public fully circulating members (local decision): Circulation Policy XVI.D: Users of PrairieCat non-public fully circulating libraries may be eligible for walk-in reciprocal borrowing at other fully circulating PrairieCat libraries, according to state law and local policies. II. Non-Resident Patrons 23 ILAC Public Library Non-Resident Services Section Definitions: "Closest public library" means a participating public library that issues non-resident library cards that meet the conditions of Section The closest public library for the non-resident shall be determined by the location of a participating public library. "Commonality of community interests" means activities involving, but not limited to, education, retail, commercial, cultural, civic, health facilities, financial institutions and recreation. 7

8 "Non-resident" means an individual residing in Illinois who does not have his or her principal residence within a public library service area. "Non-resident library card" means the library card purchased by an individual residing in an area not taxed for public library service from a participating public library. "Participating public library" means the public library whose board of trustees authorizes the issuance of non-resident library cards. "Public library service area" means the legal territory served by the public library. "School district" means high school district or unit district. Section Applying for a Non-Resident Library Card a) A non-resident shall apply for a non-resident library card at the closest public library. The factor for determining the closest public library shall be the residence of the non-resident. Non-residents shall apply at the participating public library in the school district in which the non-resident has his or her principal residence unless, due to the commonality of community interests, library services at another library that is physically closer may better serve the needs of the non-resident. b) If there are two or more public libraries in the school district in which a nonresident resides, the participating public libraries in that school district, in cooperation with the applicable regional library systems, shall determine the appropriate library service area for non-residents to make application for a nonresident library card. c) If there is no participating public library in the school district in which the nonresident resides, the applicable regional library systems that serve the school district shall, in cooperation with participating libraries in the general area of the school district, determine the non-resident service area. The factor to be used for determining a non-resident service area shall be the commonality of community interests that influence the activities of all the residents of the service area. Section Non-Resident Property Owner a) The non-resident fee shall not apply to a non-resident who, as an individual or as a partner, principal stockholder, or other joint owner, owns taxable property or is a senior administrative officer of a firm, business or other corporation owning taxable property within the district, upon presentation of the most recent tax bill upon that taxable property, provided that the privileges and use of the library is extended to only one such non-resident for each parcel of taxable property. b) The library card shall accord the non-resident property owner cardholder all the services the issuing public library provides its residents, including reciprocal borrowing. 8

9 Predefined Charges (2) Amount 1 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $0.00 Reason Book drop fee Certified letter Checking out a DVD/Blu-ray/Video Checking out an item Collection agency fee Computer disk Computer paper Computer use fee Damaged CD case Damaged DVD/Video case Damaged material Delivery handling fee Donation DVD player rental Fax sending/receiving Hold not picked up ILL fee ILL fee - not picked up ILL overdue Item from book sale Laminating fee Late fee Lost barcode Lost ILL materials Lost library card Lost media case Memorial Migration fines and overdues Miscellaneous charges Miscellaneous missing Missing book jacket / cover Missing audio case Missing audio booklet / insert Missing video case Non-resident library card Overdue reserves charge Photocopies or printing Postage fee Processing replacement item Returned check (NSF) Rewinding video Service charge Unreturned Page 1 of 1 9