Wednesday, May 20, :30 am 12:00 pm RAILS Burr Ridge, Conference Room B

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Circulation Services User Group Meeting Wednesday, May 20, 2015 9:30 am 12:00 pm RAILS Burr Ridge, Conference Room B 1. Introductions Name, position, library Agenda 2. Meeting Review a.

Interlibrary loan responsibilities Amanda Musacchio, Resource Sharing Specialist To review the complete RAILS resource sharing rules, visit https://www.railslibraries.info/resource-sharing.

1 Circulation Services User Group Meeting Wednesday, May 20, :30 am 12:00 pm RAILS Burr Ridge, Conference Room B 1. Introductions Name, position, library Agenda 2. Meeting Review a. Next meeting July 15 th at OB b. Corrections to last meeting notes c. Changes to this agenda changes are in red text 3. Interlibrary loan responsibilities Amanda Musacchio, Resource Sharing Specialist To review the complete RAILS resource sharing rules, visit Amanda has worked with ILL for about 25 years. A revision to the state ILL code is pending but should be available soon. Please note that the borrowing library is responsible for following copyright law before requesting items. If requesting a book, make sure that you request it from several libraries to ensure one of them can provide it and be sure to spread requests among different libraries. Also make sure that the citation of the requested item is as complete as possible. Borrowing libraries are responsible for requested items from door to door including damage to the item during transit. The ILL code refers to requesting and supplying libraries. Different consortia have different policies on fines and fees; it is the requesting libraries responsibilities to be aware of these policies. Please respond to requests (whether supplying an item or rejecting) within 3 business days. Supplying libraries must send bills for lost/damaged items within one year of the loan. Fees are allowed for photocopies or rush requests but not for other ILLs. 4. MAGIC Update Anne Slaughter a. Leadership change and planning for the future of MAGIC Anne thanked Don for his service to MAGIC during the transition From DLS to RAILS. She noted that MAGIC is in the midst of another transition. The MAGIC Board has formed a task force to investigate options for collaboration and resource sharing with other consortia. The task force consists of Yvonne Bergendorf, Kevin Davis, Marina Maestas

2 and Susan Westgate. This initiative has just started; there will be opportunities for staff to participate in discussions. b. Member communications Anne wants us to be as open and transparent with everything MAGIC does. Anne noted that the memo format was changed to be more compatible with mobile devices since the majority of views were via these devices. Anne is working on making MAGIC meetings more productive and engaging; she solicited feedback from attendees toward that end. Shelly asked whether we could discuss more ways to standardize loans and fines further. Eric mentioned that the new DVD item types could be added to each library s circ map entries to ensure consistent loan periods. Anne will be asking for input again later. c. E-commerce ProPay and E-Pay Anne noted that we are working with SD to customize E-Pay so that it works with Enterprise. She has applications and setup information for both products. Can a WF report be created to include bill reason, account numbers with detailed payment information? Is this a BC Commerce issue? Is Cash Management an option that would increase reporting options? Based on discussion during the meeting, MAGIC should investigate options to improve WF billing and reporting options. Michael suggested that the List Users with Bills report may provide more information. d. Circulation standards project See meeting handout for Anne s summary of the first phase of the project and a spreadsheet of changes. We will evaluate other opportunities to standardize including standards for the MAGIC non-public libraries. Anne noted that the big topic for this group is to implement more standards. Shelly suggested that standard renewal limits and auto-renewals would be good standards. Shelly thought that we should revisit standard loan periods. Anne suggested we focus on specific item types if/when we discuss loan period consolidation. e. MAGIC Resource Pages Michael Szarmach Michael noted that MAGIC staff will be evaluating a redesign of the MRP. f. Enterprise display changes Michael Szarmach Michael walked through his memo that indicated changes to Enterprise displays. g. Support contact information For issues that do not need immediate attention, please open a ticket by sending an to support@magiclibraries.info. For immediate support during regular hours (8:30am 5:00pm), dial and select option #1. Dial for immediate after hours support. 5. SirsiDynix Update Eric Bain a. Conference summary 2

3 Joel Hahn described this year s conference as the most positive in years. I was impressed by two things this year. First, SirsiDynix appears to be back on track as a company. It is ranked as the 7 th best employer among all midsized US companies and its CEO is ranked 4 th best of all midsized US companies. Second, the company is betting everything on BLUECloud. BLUECloud (BLUE = Best Library User Experience) is an initiative to replace WorkFlows modules (and other functionality) with web interfaces that are cloud-based. Much work still needs to be done before these products are ready for MAGIC. Ask for Eric s notes to see a more detailed summary. b. SWAN migration complete SWAN went live on Symphony in April. This is good news for MAGIC. Having another Illinois consortium as a SirsiDynix customer provides an opportunity to coordinate and consolidate requests with the company. Having another Symphony LLSAP as a neighbor creates more opportunities for collaboration as well. c. Symphony 3.5 released This release has some minor circulation-related updates. Signatures can now be stored in user records and signature pads are supported. The format of payment receipts was improved. Patron photo size has been increased. A new BLUECloud Commerce reconciliation report was added to allow for better tracking of BC Commerce payments. If no major problems with 3.5 are found, we will work with members to schedule an update later this year. 6. Circulation Services Work Group Update Eric Bain a. Automatic renewals The system would automatically renew _eligible_ loans. Eligible loans would be those loans without holds that have not met the checkout library s renewal limits. This approach is different than allowing unlimited renewals which lets patrons manually renew loans without holds as long as they like. i. Single policy needed for all libraries? Should we let members decide whether and how to implement this policy? Or should this be a consortium decision with a single approach? Jacob noted that a better customer experience would be achieved with consistent policies. The group thought that members should either implement it consistently or not at all. ii. Handling notification/reporting Notes from CSWG discussion: Jeri noted that this option is a good compromise between no fines and unlimited renewals. Kathy noted that SC is doing autorenewals - and they have a notice that lists items. We must communicate the _eligibility_ limits of items for renewal to patrons. Shelly likes the idea of patrons getting a notice indicating the loan is renewed. Jacob noted that patrons may be confused when items cannot be renewed. Can it be setup so that each library decides whether to send notices? Michael says yes. Could we require notification for auto-renewal privileges? Michael says yes. Shelly asked whether there could be an additional field/value to indicate autorenew notices. This would be possible either with a new field or a new value in the field I am unsure which would be better at this point. When should 3

4 the auto-renew report run? How do we include Shoutbomb notices?cs, ME, TC are interested but need help with setup and policy decisions. During the meeting, the group agreed to limit auto-renewals to patrons with notification. Shelly noted that the more patrons that self-serve via autorenewal, self-checkouts, etc. the more time staff have for other patrons. Anne noted that working with a few test libraries would provide data for others. b. Facilitating card renewals Some libraries automatically renew patron privileges before they expire and send a postcard notice of this renewal. If the postcard is returned, staff knows the patron no longer resides at their old address. Shelly noted online registration is available in LINC now. We should investigate ways to implement these options in MAGIC. Jeri asked whether we could purchase a user address update service from UMS. Refer to CSWG. c. MAGIC reimbursements i. Waive under $50 ii. Reimburse $50 and over iii. Reporting process? Refer to the CSWG for process, then report details at next meeting. d. LOST processing i. Types of LOST in WF LOST-CLAIM: If you manually mark an item as LOST using the Mark Item Lost wizard, the item remains on the user s charge list with a location of LOST- CLAIM. LOST-ASSUM: If you use the Assumed Lost report to automatically mark the item as Lost after a specified period of time, the item remains on the user s charge list with a location of LOST-ASSUM. LOST-PAID: If you checkout an item to a user record using the LOST-PAID checkout location, the item will be listed as a checkout to that user with a current location of LOST-PAID. ii. What do you do? iii. XXLOSTPAID or XXMAGICLOST Refer to the CSWG for discussion. Most libraries are using XX_LOSTPAID. e. IPLAR reporting i. Create templates during site visits? ii. List of circ-related line items? Michael and Eric will work with libraries during site visits to create templates to simplify IPLAR reporting. Anne noted that we need to establish a standard template that can be customized as needed. 7. Circulation Services Topics Eric Bain a. Holds on PC DVD items Sue Melone The PC Board has approved making items with the DVD item type available for holds from other MAGIC libraries. Since PC does not allow juveniles to place holds or borrow 4

5 videos, PC s DVD items are not available to juvenile patrons from other MAGIC libraries. This change is already in effect. b. Expired holds and holidays i. Holds expiring too soon over holidays? ii. Suspend expshlfholds for holidays? Test this for Memorial Day holiday. Anne indicated that a memo needs to be sent for this change. Eric will ask libraries how this test work after the holiday. c. Applying new user profile thresholds i. Bill threshold At this point, delinquency status should update from BLOCKED to DELINQUENT when appropriate to reflect new user profile bill thresholds. If this is not happening please notify support. ii. Checkout limits New checkout limits automatically apply to new user records but not those records that existed before changes. When a user record is blocked because of old checkout limits, use the Modify User wizard to manually update the privilege expiration of the record to apply new limits. SD support has indicated this is the only way to apply new limits to old records batch updates will not work. d. Checkout history i. Activated via Enterprise Patrons can opt in to retain checkout history in Enterprise. Doing so changes their Checkout History value from NOHISTORY to ALLCHARGES. Staff can change this setting from NOHISTORY to ALLCHARGES only never use the CIRCRULE option available in WorkFlows. User records with the CIRCRULE value are changed to NOHISTORY by a daily report. ii. Limitations Checkout history is not available to staff by default. It is not available to MAGIC staff via the checkout history feature. Only checkouts made after a patron activates checkout history are retained. Due to server storage concerns, only 2 years of checkouts are saved. Patrons should use Good Reads or another third party library tool for more robust tracking of their reading history. e. Inventory bug Our WorkFlows version (and the latest version) changes the Last Activity date of an item when it is inventoried. This is a problem since the Last Activity date is used to find items eligible for weeding due to lack of use. MAGIC support recommends deferring any inventory plans until this bug is fixed which should be sometime this autumn. f. Notice issues i. Recent problems with notice delivery? Problems persist with some types of addresses yahoo.com addresses are especially problematic. 5

6 Encourage patrons who report problems receiving notices to provide an additional address to their record. As a reminder, always separate multiple addresses in a user record with a comma but no space. If a space is entered, the address after the comma will not receive notices. See the MRP Circulation section for the MAGIC Patron Data Entry Standards document. ii. Shoutbomb Michael? Members were reminded about problems with TMobile messages. Michael noted that the workaround is to add magic@shoutbomb.com as a contact, and to send replies to Shoutbomb to that contact. 8. Other Business a. Updates from MAGIC libraries (if time allows) During the table discussion, Jeri asked how long patron registration cards need to be retained. Is there a minimum record retention period required by the state? Anne noted that the state Records Retention Office works with libraries to establish a local policy. 9. Upcoming Meetings/Events a. Take Your Library s Customer Service to the Next Level (for front line support staff) Thursday, May 28 9:30am-12:30pm at Palatine Public Library Register on L2 by May 27 b. Managing for Great Customer Service (for supervisors and managers) Thursday, May 28 1:30pm-4:30pm at Palatine Public Library Register on L2 by May 27 c. MAGIC Technical Services User Group meeting Wednesday, July 8 at Oak Brook Public Library d. MAGIC Circulation Services User Group meeting Wednesday, July 15 at Oak Brook Public Library e. RAILS Consortia Committee meeting Monday, July 20 at RAILS Burr Ridge and web streaming report from the organizational consultant (focus groups and survey) for the Overlay Project will be presented 6

As a member of the Bridges Library System, Menomonee Falls Public Library primarily serves residents of Waukesha and Jefferson Counties.

CIRCULATION POLICY: LIBRARY CARD ELIGIBILITY As a member of the Bridges Library System, Menomonee Falls Public Library primarily serves residents of Waukesha and Jefferson Counties. Most Wisconsin residents