Circulation Committee Meeting
January 10, 2019

Rob Calouri’s Report

• Karen Kelly at WLS retired in December. Rob Calouri is handling barcode orders, invoices, bills etc. for now.

Evergreen Update
• February 18: Last day to add item records to Sirsi. No new items will be added until Evergreen is live in March. Any MARC records sent from vendors will sit until Evergreen is live. The Acquisitions module will not be available after Feb 15!

• March 10: Last day we will be using Sirsi for Circulation, placing holds, searching, etc.

• March 11-13: All libraries will be offline. Any checkouts will need to be handled in an offline capacity. During this time, our data will be migrating into Evergreen.

• March 14: Evergreen is LIVE! Any transaction that had taken place during the previous 3 days is able to be entered into the system and cataloging/linking can resume.

In order to cut down on the amount of materials that will need to be entered when Evergreen goes live, EVERY library’s calendar in Sirsi now has CLOSED dates of March 11, 12, 13, 14 and 15th. Some libraries have extended those dates through the weekend. Please make sure those extended dates are on the Sirsi calendar so items will not come due. If you would like to extend your library’s closed dates, email Allison Pryor at apryor@wlsmail.org so it can be included in Evergreen’s calendar.

WLS will have resources available for the libraries to give to the public so they know a migration is coming.
Overdrive will not be affected during the migration and neither will wireless. Patrons need to be signed up for Overdrive BEFORE Sirsi is taken offline. This is a good time to push Libby and Overdrive.

After February 18, any records sent to WLS from vendors will sit in a folder until they can be uploaded into the new system by the WLS Cataloging staff.

From March 11-13, Envisionware will not be able to authenticate library cards. This means libraries will need to give guest passes to any patron wanting to use a computer.

VDI will, unfortunately, stay the same. Evergreen will open in a browser and you will need VDI in order to use Evergreen. If you notice there are issues with VDI at your library, call the helpdesk as they are occurring. This way the helpdesk can see, in real time, what the issue is. Please let WLS know if there are computers at your library that do not have VDI on them.

Some library 3 letter codes will be changing along with the migration. Those libraries are:
SOU >> LEW
SHR >> YRK
TAR >> WNR
ARM >> NCA
AWP >> NWP
MON >> HHF
A list of these changes will also be sent to all libraries.

Melanie’s Report

• If there are any reports that libraries need that are currently housed in LIBREP, you must go in and download that report and save it. LIBREP will be unavailable after March 10th.

• Any library specific Missing, Repair, Mending, Damaged library cards will NOT migrate. (ex.: OSSINING REPAIR, PEK MENDING) Please clean up these cards and move the items off of these cards. If anything has been on these cards for longer than 1 year, they should be discarded. Other items should be set to MISSING or DAMAGED.
Here are Allison’s instructions on how to do this:
1. Pull up the checkout list in user display
2. Use File> Print the screen to create a list of the items/barcode IDs that you can copy & paste.
3. Right-click each item and discharge it.
4. In Tech Service, use the Global Item Modification wizard to change the home location of each item to DAMAGED.

• Book Group cards should migrate ok

• Lost notices are being configured. If your library uses special letterhead to print lost notices, please inform WLS of how much space you need in the header ASAP. This is so that the lost notice does not print over your library information.

Allison Midgley’s Report

• Allison has created an Evergreen question form from which she will build an FAQ.

• Allison has set up 1 training session at every library. This session will include Circulation, Tech Services and Searching. Equinox will also be offering online sessions. The first of these sessions are coming up and they deal with the OPAC. You can register for the training through WLS’s evanced calendar and then share it with others at your library. These sessions are on Jan. 17 from 1-3 pm and Jan. 24 from 9-11am.

• There are trainings almost every day the last week of January, starting on January 28. Each library should only send 1 person to these sessions. There will be future additional training sessions at WLS and at regional sites for any staff members who could not attend previous trainings.

• There will also be a demo server set up where staff can log in and practice registering patrons, searching, placing holds, etc.

• There will be lots of repeat sessions and training will continue into April after Evergreen is live.

• There was a clarification that Equinox is the company that supports Evergreen just as
Sirsi was the company that supported Workflows.

• WARNING: the cleaner your data is, the better it will migrate.

An exciting aspect to look forward to: Evergreen has “buckets” where you can put multiple records and do a batch change. This is especially helpful for books on display.

Sharing Session

• Libraries can still use the DISCARD ALL card when discarding.

• If items are set to missing for a year, they are automatically deleted from the system.

• Online bill pay will still be working

• If your library receives an item that is missing a piece, PLEASE call the patron and try to get that piece back before sending the item back to the owning library. The rule has been to hold the item for 30 days. After 30 days, the item can be sent to the owning library explaining that it is missing a piece and the patron was contacted but the missing piece never reappeared.

• Automatic renewals are available through Evergreen!

• Extra delivery bins have been ordered and the calendar dates changed in Sirsi to hopefully cut down on deliveries being made when the system is offline. No item should be due between the dates of March 11-15. WLS will also hold onto delivery bins if necessary. There may also be some days where there is a pick-up of bins but no drop- off.

• Rob estimates that bin deliveries and circulation will be back to normal quickly. However, cataloging and tech will take at least a month to catch up.

• Offline functionalities of Evergreen will be sent out soon.

Don’t panic! We will all get through this!

NOTE CHANGE: The next meeting has been re-scheduled to March 28, 2019.
PEK will take minutes.

Marie Trapasso
OSS