Circ. Committee Meeting Minutes

November 12, 2015 9:30 am

Allison Midgley began the meeting with instructions about how to add days off to the Sirsi calendar. The path is Wizards/ All Wizards/ Configuration/ General Configuration/ Library Calendar. More detailed instructions are available on the Wiki <http://it.westchesterlibraries.org/circ/how-to/add-dates/>. Each library may make up to 64 entries in the calendar. Old entries need to be deleted.

Melanie announced a new catalog location for libraries which display available items on their second floor that also allows holds: DISPLAYHO2

The “last copy in missing” list will be available quarterly.

There was a long discussion about what to do with damaged items, whether coming in for a hold, going out for a hold, or being returned by a patron. Everyone present agreed it is important to put an item assigned to a hold into MISSING so another item can be assigned. Notes make it easier to solve mysteries with respect to missing parts or items on problem shelves. Notes for staff should be put in the COMMENT field. The NOTE field was designed for another function, but is often used for this purpose as well. It is also possible to write an item note, but these notes are rarely seen if libraries block check-in pop-ups. ALL notes should contain staff initials, library code, and current date. If possible, preserve previous patron information if there is any question of responsibility for damage or loss. When a damaged or partial item is sent through transit, it should be in an envelope with a written note. More information about these procedures can be found on the Wiki (http://it.westchesterlibraries.org/circ/policies/items/ ).

COMMENTS (NOTES) often remain on patron records when they are no longer valid. It is possible to search these fields using a keyword search and limiting by library. Consistently using library codes or staff initials makes the keyword search easier. Dating every comment makes it easier to identify information that is obsolete.

At some point, Date of Birth (DOB) was stored in patron extended information (NOTE or COMMENT). This creates some confusion as DOB is also a library code (Dobbs Ferry). There is now a specific field for Date of Birth under demographics. Tracking Date of Birth not only provides statistics about library users, it makes it easier to spot duplicate library card applicants. Date of Birth information is used to update patrons from Juvenile to Adult. Some libraries do not track Date of Birth as a policy decision.

Once again, it is preferable to issue a temp card than to send a patron away to get the card another time. Most libraries will mail a permanent card. It is believed that WHI and MTV will not. Updated information about this was requested by the membership. Similarly, an updated list of fax numbers was requested.

BRI pointed out that they use American Fact Finder
http://factfinder.census.gov/faces/nav/jsf/pages/searchresults.xhtml?refresh=t
to see where school and town taxes are paid to determine home library for library card applicants. The WLS map is not always accurate.

Nobody knows what happened to the LIB REP reports between Oct. 17 and Nov. 5. They were deleted at some point. Contact Melanie if you need a report run again.

Notifications about holds about to expire and patron records that need to be renewed have been very helpful.

If you want to delete an item that has holds, check it out to Discard All.

Meeting dates for 2016
Jan. 14 (minutes by TAR)
March 10 (minutes by DOB)
May 12 (minutes by OSS)
Sept. 8 (minutes by CHA)
Nov. 10 (minutes by PEL)

Respectfully submitted by
Marge Perlin
Head of Circulation
Chappaqua Library