WLS Circulation Committee Minutes January 8, 2015 9:30 am

A few libraries have noticed recently that AV materials and books are being mixed in the same delivery boxes, which leads to broken AV cases. All libraries are encouraged to email their comments/complaints to wlsdelivery@wlsmail.org

What do you do when a patron wants to check out an item that is not in the catalog? Opinions varied on the preferred course of action. Some libraries add the item back into the catalog right away, others use the “add brief item” wizard.

One library asked if there was a way the due date on an ebook can be customized to each library’s liking. Overdrive, it was thought, dictates the loan period of an ebook. Ebooks are renewable. There is a 7 and 14 loan period on the OverDrive website once the patron logs in to their account. Some libraries circulate tablets, Kindles, Nooks, etc. with pre-downloaded content.

Most libraries are allowing their DVDs with 3 or more discs to circulate for 14 days. Anyone who comes across a DVD w/ 3 discs which isn’t linked as a 14 day loan is encouraged to modify the due date to a 14 day loan.

White Plains has self-check terminals which accept fine payments via credit card. The issue of paying off lost items came up, and unfortunately there is no known way to track lost payments belonging to other libraries. The bill record will identify the library that accepted payment for the lost materials and any other fees/fines. It is just a matter of acquiring a list of lost/paid materials and working backwards to find the bill. Eventually, patrons will be able to pay their fines online- stay tuned…

MISSINGFULL13 is only being used for marking items missing that have been in-transit for 2 weeks.

Melanie asked the circ committee to think about policies, procedures, facts, etc. which should be documented and made available on the WLS wiki page. For example, there will soon be an updated list of the libraries who accept replacements of lost items in lieu of payment (we modified the current list during this meeting). Please contact Melanie with your suggestions as you think of them.

To whomever links at your library: It is suggested to please put the actual price of the item in the price field. If your library charges a processing fee for lost items, then please add the processing fee to the price of the item. For example, if the price of an item is $10.00 and the processing fee is $2.00, then enter $12.00 in the price field when linking.

Chappaqua manually adds a processing fee for second-time notifications on lost items. Your library can treat that processing fee just like a normal fine (i.e. you don’t have to forward the processing fee to CHA).

It was determined that cash payment for lost items belonging to other libraries, while not preferred, is acceptable. However, please call the owning library and let them know to expect cash.

If your library does not use the “number of pieces” field when linking audiobooks or other items w/ multiple parts, please add a checkin note indicating what to look for. Also, note that any item that has a number other than 1 in the “number of pieces” field cannot be checked out via self-check.

Sirsi Training: Even though we are not migrating to a brand new database, WLS has deemed it imperative to offer extensive Sirsi training scheduled to take place this coming April. WLS wants your input on your preferred method of training (training held at WLS, on-site training, webinars, etc.), as well as what topics WLS should focus on. Some suggestions brought up for consideration were basic circ, FAQs with real-life examples, right-click shortcuts and understanding how to read the screens (e.g. the history of a patron’s hold, why the hold expired, was the patron notified, etc.). PLEASE ASK YOUR STAFF: How can WLS help train you & your staff, and how can WLS make circ. more efficient for you? Contact Melanie with your suggestions.

Director’s Station: soon to be known as Analytic Station by the end of January is being tested. There will have to be configuring of the module and training before the staff will have access. Directors Station (Report Station) will be available till all are trained on the new version.

South Salem is on schedule to reopen in the spring.

Armonk’s children’s room will be closed for a few days for building maintenance. No word on the exact dates.

Please make sure items with locking cases are UNLOCKED when sent to other libraries.

The next circ. meeting is scheduled for Thursday, March 12, 2015 at 9:30. Ossining will take minutes.

Minutes by, David Richy Larchmont Public Library.