CLC Advisory Committee Meeting Minutes
Randall Library, UNCW
December 12, 2007
10:00 am – 3:00 pm
Present:
FSU: Vera Hooks, Matt Lawson, Jan Whitfield
UNCP: June Power, Cindy Saylor (Secretary), Susan Whitt, Rob Wolf,
UNCW: Susannah Benedetti, Madeleine Bombeld, Sue Ann Cody, Arlene Hanerfeld, Gary Moore, Dan Pfohl (Chair)
Meeting Agenda
1. Committee Business
Chair Dan Pfohl called the meeting to order and reminded the committee it is time for the biennial rotation of the committee chair and secretary positions. Although FSU's turn to be chair and secretary, Dan volunteered to continue as chair, if the committee desired. The committee agreed unanimously for Dan to continue as chair. Jan Whitfield volunteered to be secretary. Appointments are for a two–year term.
2. Request to Index the MARC 655 Field
Susannah Benedetti and Gary Moore proposed to include the MARC 655 field in the subject index. Dan added that we will need to gather all with the 655 fields in a review file and do a rapid update. Library of Congress has made better use of the MARC 655 field with respect to genre subject headings in the subject index. There was a brief discussion of the possibility of setting up a separate genre index, similar to our Journal Title index (MARC 222 field). This approach, however, might cause confusion for patrons. Susannah suggested using just the existing subject index. It was agreed to move forward with this proposal. Dan will verify that there is no additional cost to do this with Innovative, and provide an update to the committee and other interested parties in attendance.
3. Review/Update on Government Documents Processing at the 3 Libraries
How do FSU and UNCP deal with government documents which are not included in UNCW's government documents MARC record load?
• UNCW is a selective depository and accepts about 75% of MARC records from the OCLC download.
• FSU is a selective depository and accepts about 30% from OCLC. Currently FSU is without a Government Documents Librarian.
• UNCP is a selective depository and accepts about 33% from OCLC. UNCP attaches to existing records in the system or does original cataloging for anything not already in the system.
Sue Cody suggested that when FSU gets a new GovDocs librarian, both UNCP and FSU's GovDocs librarians visit UNCW to learn how they process the MARC record download from OCLC. The committee agreed that this is a good idea.
4. SSN/Banner ID Conversion and Auto Patron Loads
• FSU's conversion is partially complete--students have been completed; Matt is working on the faculty and staff conversion.
• UNCP is making the server transfers this week; patron load files should be ready next week; hopefully testing in III will take place by Cindy and Dan after January 1, 2008
• UNCW has completely converted and runs auto patron loads daily.
5. BISAC Ordering Removed
The switch to EDIFACT has been in full effect for a while. As a result to the switch to EDIFACT, BISAC has now been removed from the server, so we are no longer paying maintenance.
EDIFACT invoices are possible from serials vendors. For monograph invoices, we would need to purchase Innovative's Approval Plan software.
6. ERM and WebBridge
Dan provided a progress report on ERM and WebBridge. UNCP has put the invoice for CASE through purchasing for payment. WebBridge extensions are in the process of being approved by UNCW's ITSD [software purchased by entities on campus need to be approved by ITSD to assure compliance and ease of implementation].
Dan is ready to profile CASE and begin coverage load. Once the ERM/CASE and WebBridge extensions are in place, Dan will filter to those involved appropriate messages from the ERM and WebBridge listservs. He will contact each institution for a list of names for this distribution list.
Arlene Hanerfeld introduced the topic of linking call number classifications for major resources to electronic databases that are subject-specific to the discipline or topic via the MARC 900 field. This does not have to be consistent among the schools. WCU incorporated this into their cataloging when they implemented WebBridge. Once WebBridge is set up for the CLC, we will need to form an ad hoc committee, with representatives from each school, to decide on logistics, processes, databases for which to link, etc.
7. Cooperative Collection Development
[Issue from last year, but still pertinent]
Arlene reminded that we briefly talked about cooperative collection development at a previous CLC meeting, but we need to continue the discussion of how we can do more intra-consortium borrowing. Previously, she had been working on ordering books from Choice's Best Books of 2006 list, and there were so many that UNCW didn't have, but UNCP and FSU did. The key is to determine how to promote and educate users on searching the consortium catalog if they cannot find what they need in a scoped catalog. A lot of money is spent duplicating monographic resources and the question remains “do we all need to be buying the same books?” Maybe the consortium should experiment with not scoping our catalogs.
Madeleine Bombeld commented that currently there is no use to pursue this issue if we are moving toward a UNC-system union or local catalog.
8. CIUG (now SIUG) Report
The Carolina Innovative Users Group (CIUG) name has been changed to Southeastern Innovative Users Group (SIUG) in order to reflect that the group wants to be inclusive of other Innovative sites/states that do not have a user group for representation. At the annual SIUG meeting in Greenville , SC in November, the bylaws were amended appropriately to reflect the name change and the changes in representation and voting membership.
Rob Wolf was elected webmaster for the SIUG website ( http://siug.net/ ). PASCAL offered to host the website, register our new domain name, and provide a listserv free of charge.
Sue suggested that we make sure the CLC has a presence at Southeastern Library Association (SELA).
Innovative products were showcased.
Dan provided a brief overview of the meeting including presentations and breakout sessions. Presentation documents and session notes will be available on the website soon. See SIUG website for minutes, bylaws, presentations, and session notes.
9. Review of FSU and UNCP Loan Rule Changes
Consortium fines and fees charged by one library against patrons from the other consortium libraries, specifically, the Replace Process Fee and Replace Bill Service Fee were discussed.
UNCP's loan rule changes have been completed. Dan will remove the old numbers and pointers from the appropriate tables soon.
UNCW will be implementing new loan rule changes over the summer of 2008.
June Power explained that overdue transit items with fines are no longer being automatically waived at check-in like they had been previously. Discussion of intra-consortial loan rules and preferences ensued and possibilities why the replacement fees for overdue transit items are no longer being waived. The loan rules subcommittee will get together to revisit any lingering issues and discuss this particular issue further and provide findings to Dan. A courtesy overdue notice sequence can be instituted if the consortium desires.
10. Consortium Notices and Loan Rules (June Power)
Recently a faculty member expressed dismay at the receipt of a bill for a consortium loan before receiving any courtesy or overdue notices. June is interested in the possibility of sending courtesy or overdue notices for consortium loans before replacement bills are sent. The committee decided to stay with current policies and procedures for consortium loans, as it feels confident that the options currently available will meet the users' needs, but a courtesy notice could be set up for implementation.
A UNCP graduate student recently requested some items from FSU. Instead of receiving a hold pick up notice from UNCP, she received one from FSU.
This led to confusion over where the items were available and how the student would access the materials, as the FSU notice directed her to the UNCP Circulation Desk, and UNCP's policy is to mail items to the home address of graduate students. Since the FSU notice is not an option on the UNCP end when notice texts are selected, the system may have made a glitch or there may have been human error. June would like to identify the cause of the problem. The committee could not identify what caused this, but if it happens again, please forward all pertinent details to Dan.
Consortium Loan Periods - UNCP faculty have requested a semester loan on consortium items, as when doing research they sometimes need the items for more than four weeks. Although it has been explained that these items function like interlibrary loan items in regards to borrowing periods, the shared catalog leads to confusion for faculty on this point. June asked about the feasibility of extending consortium loan times and/or other solutions that may be suggested. The committee decided to stay with current loan periods, policies, and procedures, as it feels confident that the renewal options currently available will meet the users' needs.
11. PTYPES Included in WAM Table
A situation with a UNCP retired faculty member and remote access to databases arose recently that caused Cindy Saylor to wonder what patron types each library has in the WAM Table. Specifically, do FSU and UNCW include special PTYPEs, such as Lifetime Friends of the Library and faculty emeriti, to the WAM table so they may continue to access resources remotely? What are the licensing issues in doing so? Are FSU and UNCW and FSU providing special patrons remote access? None of the institutions are providing special patrons access to remote access. No changes were suggested for now. Any database available via NCLIVE is accessible to any North Carolina citizen.
12. WebPAC Pro
Dan has made no changes to the WebOPAC in a while. Some changes have been made by Innovative in tab functions, such as a tab for a full record. He is planning to pull another sample set to make changes to and provide access. He asked if members wanted to continue the tab display or convert back to the full record display (without notice of item availability). The committee said yes to the suggestion. Dan will move toward providing another sample set to committee members.
Syndetics has been purchased and implemented in the catalog.
Dan has changed the default of the briefcit list for multiple entries under author or subject, such as = hemingway.
Decisions:
• Authentication Page (PIN info link)—Committee members asked to have the previous PIN link in the login form to be added. Sue suggested, and the committee agreed, to make the side-bar link to PIN information a bold font.
• Advanced Search scope/limit issue—When switching to an Advanced Search form or a Limit Search form, the location defaults to Any, no matter what the scope is set to. This can cause some unexpected and confusing result lists for patrons. Specifically, the result list can display Bib records that have no items in the current scope. Thus, blank item information is displayed. The committee wondered how to resolve this. Dan suggested an enhancement request to Innovative via the IUG enhancements procedures.
• Dan was asked to explore/demo two alternatives. 1) Tabbed bib display, making the Full Display tab the default. 2) Drop the tabbed bib display.
• Buttons—will decide at a later date
• Search Widget—for later discussion
• Help pages (UNCW group created advanced help pages)—These help pages all carry the UNC-CLC header. The committee agreed that the pages served their purpose and no changes were proposed.
• WebPAC icons - http://www.nova.edu/library/mayz/iug_icons.html (will decide later about icons/buttons)
13. Maintenance Agreements/Structure of UNC-CLC
Joint purchases/subscriptions: Costs are currently calculated according to the FTE of each institution. Committee members chose to keep this process the same as it seems to be working fine.
Fair payment of maintenance contract: UNCW has been paying maintenance costs associated with Innovative and its products, except for a few items used solely by FSU and UNCP such as Order records and Checkin records. Cindy made a motion for Dan to determine what maintenance costs would be based on the ratio of FTE by institution and form a proposal to be forwarded to the Directors/University Librarians/Deans of Libraries with a request that maintenance costs be paid based on determined ratio. Arlene seconded. Motion passed unanimously.
14. Millennium Enhancements
Dan reminded that the deadline for submitting enhancements is Friday, Dec. 14 th . Arlene brought forth that a new consortium category has been created, and she asked if there are suggested enhancements for functionality that could not be done previously because we are in a consortium. No problem that would lend itself for an enhancement could be identified. Members were asked to document any found in the future and forward to Dan.
15. Other Topics
• Ecommerce: This Innovative product would allow for the payment of fines with credit cards and the transfer of balances for fines and acquisitions from Millennium to Banner. The total cost for the product including discounts for Ecommerce would be $13,387. Each institution would have to investigate with their Controllers on how to proceed with implementation of the product. A number of issues would need to be explored to find out what is needed on each campus.
• Server upgrade: Dan stated that we are in the need (in the next 1-2 years) for a server upgrade due to recently purchased III products. The current ALPHA server architecture we have is no longer in production. Our current server has one processor, but can accept another processor. However, if in two years we need to upgrade again, it makes more sense to upgrade to a new server soon. Matt Lawson broached the idea of virtual server space; Dan provided reasons why virtual servers are less than ideal for us.
• Individual requests/problems from institutions:
• Madeleine reminded that in-transit items not changing status upon check-in is still an issue for each institution. Dan reported that III has been contacted multiple times about this issue.
• Cindy asked how each institution is deleting expired patrons, especially faculty and staff who have left the university. UNCW deletes once a year at the end of the summer to remove expired faculty and staff. The automatic patron load provides all the current faculty and staff. To delete, run a review file of faculty and staff without the current expiration date to provide a list of those patrons who can be deleted as long as no fines or checkouts exist on the account.
• Arlene reminded that each institution needs to delete old order records as there are a lot of old records still in the system, and clean-up maintenance needs to be performed on a regular basis to keep the database clean.
Meeting adjourned at 2:58 pm.
Respectfully submitted,
Cindy Saylor, Secretary