WLS Circulation Committee Meeting
Minutes for January 12, 2017

Melanie’s Report
Online Bill Pay: Each library should have received a check from WLS for the items paid for online from July 2016-September 2016. Accompanying the check is a list of the lost items paid for. Please ask your library director if you have not seen your check. Overall, online bill pay collected approximately $3,000 last quarter. The checks for items paid from October 2016-December 2016 will be mailed soon.

Cash registers: Melanie asked if any libraries use cash registers connected to Symphony Workflows? No libraries present at today’s meeting do so.

Dollies: WLS is planning on ordering extra dollies for the delivery boxes. Please let your library director know if you would like dollies for your library. The count for dollies for those libraries present was emailed to Terry Kirchner.

Patron Registrations: New data field: LINE 1. LINE 1 replaced the field once known as STREET 2. Use LINE 1 for second lines in address such as apartment numbers, suite numbers, etc.
There are inconsistencies with how data are being entered in patron’s records. Some libraries use the second line for apartment numbers, while other libraries put apartment numbers at the end of the street name all in the STREET field. This topic, including deciding the proper way to enter addresses will be revisited at the next circulation meeting.
Please remember that all patron records should be entered in ALL CAPITAL LETTERS (except email address, which should be all lowercase).

New Databases
Mango Languages and Merck Manuals for health and medical information are now available through WLS. Two other databases, Hoopla and PressReader, will be available soon. More information can be found on the WLS IT Wiki: http://it.westchesterlibraries.org/help-and-faqs/

Allison’s Report
Items over $500: Please email Allison if you would like a report of the items in your library with prices over $500. Oftentimes, an item over $500 is either a typo which should be fixed, or one part of a volume that has the price of the entire volume, which your library may want to fix as well.

Filling Holds with Alternate Copies: If you cannot find an item with the specified item ID on the Onshelf Items holds list, yet there is another copy of that title in your library, try filling the hold with the copy you found using the Trap Holds wizard. Note that this will only work if both items are linked to the same bib record.

Items being returned from unloading bin: One library reported a larger than normal volume of items in the delivery boxes, seemingly sent to fill holds, that are generating transit slips to be sent back. This could be due to delays in deliveries over the holidays, or another copy of a title is filling the hold before the delivery arrives, or patron canceled hold. Please let Melanie know if you feel this is an ongoing issue at your library, and please include specific item information.

Pending Transits: Attached is a screenshot of how to access the Pending Transit lists. Items pending for long periods of time should be addressed.

 

 

 

 

 

 

Transferring Items: [revised] Libraries that discover an item is attached to the wrong bib can easily transfer the item to the correct bib with the wizard: Transfer call number or item. For example, to transfer a DVD from a Blu-ray record, add both records to the transfer window. Click on the call number of the DVD to retrain for transfer then click on the title of the record to move the item and call number to the correct bib. This eliminates the need to create then delete a dummy record.

Changing Call Numbers: An easy way to change call numbers in the catalog is to browse a call number search limited to your library (using the Call Number and Item Maintenance wizard) which will bring up a list of your items beginning with what you type in the “search for” field.
As a general rule, call numbers that are actual Dewey numbers should have the class scheme DEWEY, and every other call number (authors, dates, etc.) should have the class scheme ASIS.

Lost Notices: If you would like your patrons to receive lost item notices via email, please let Melanie know.

Updated Contact List: Allison will compose a Google doc containing the circulation contacts for each library which we will be able to modify at any time when necessary.

Our next meeting will be held on Thursday, March 9, 2017. Marie from Ossining will be taking minutes.

Minutes submitted by David Richy @ LAR