2021-12-02 Fulfillment & ILL FG Meeting notes

Check-in/ Updates

PPC meeting updates and review of any action items from last meeting

Quick share of any local team updates.

All

• STRATEGICALLY PLACED REMINDER FOR ELIZABETH TO RECORD MEETING

• Request to changeConsortium Fulfillment Network - Loan TOU name in NZ sent to Sils-Ops.

Discussion on what to do with expired holds not found on the hold shelf

quick summary: an item is on our expired hold shelf here at UCSC but is not found on the actual hold shelf or anywhere else in the library. The patron doesn't have it checked out and it doesn't sound like it made it's way back to SRLF. What to do?

All

• Expired items won’t take notes and can’t be removed.

• There are issues with knowing who to contact at each library or location when there are issues with requests or holds.

• We’ll populate a contact list with who to reach out to at each campus.

• We will need a policy list on how to handle different scenarios that pop up.

• At UCSC this book on the hold shelf was delivered and scanned in for some reason.

• After some investigation, it appears that we are able to replicate title mis-matches in the Sandbox.

• There are a lot of questions for ExL related to mis-matches. There hasn’t been any new information presented that might help remedy this issue.

• Submitting more tickets might be the best approach to highlight this issue for ExL. Systemwide case number: Case
  05305139

Duplicate Network User Accounts

Ex-Libris response

• Ticket: https://exlibrisgroup--c.visualforce.com/apex/VF_Case_WithoutJira?id=5004y00001hIfF1AAK UCB and UCSD submitted separate tickets.

All

Ex-Libris confirmed that the duplicate accounts need to be cleaned up in order for duplication to cease.

Reminder for everyone to check your reports and clean up the duplicate accounts.

Elizabeth sent out an e-mail with instructions to find the relevant report, and Gem sent out the report to the already Alma campuses that could not view the reports in analytics

Jess (from DFG) noticed that the workaround svetlana had us do (that uresolver_remote_register to manual) resulted in some link "register" link appearing randomly in Primo VEs. Discovery has a ticket in for this with Alison copied.

• Members should clean up the duplicate accounts sent out by Gem.

Self-Check Machines Decision Page

• Post-Go-Live- Set Patron and Item Barcodes to Unique for Self-Check Machine Borrowing of AFN Items

• Borrowing AFN items via self check machines https://exlibrisgroup--c.visualforce.com/apex/VF_Case_WithoutJira?id=5004y00001hJ3PiAAK

  • https://docs.google.com/spreadsheets/d/1S_s-4sX2fNi9XJ6KXJURqlBLGiGhR9W5/edit#gid=452783695

All

• The linked document outlines pros and cons. Also contains answers to the questions that we had for ExL.

• This will be voted on in the next meeting, Dec 9.

• The proposal removes the institutional drop down from checkout.

• Sandbox settings should be toggled by the next meeting to test in the next meeting.
•  

Proposal for enabling resource sharing support

https://docs.google.com/document/d/1kiUtV7iS3-4VTsKJL3uQiCPHogvlTHJQQVbM-slpPHI/edit?usp=sharing

https://uc-sils.atlassian.net/wiki/spaces/FIF/pages/1821442053/Post+Go-Live+Enable+System-Wide+Resource+Sharing+Support

-Check in after feedback from ICs

Joe/Alison

• This would require creating test accounts for the sandbox environments.

• Joe Ferrie will send out some communications via e-mail or Slack to be ready to vote on Dec 9.

Current issues to trackdiscuss/test

• Patrons Receiving an Item Shortened Due Date letter in error setting off a recall billing situation. https://support.proquest.com/s/case/5003r00001RZq53AAD/patrons-receiving-item-due-date-shortened-letter-in-error

  • Ex-Libris sent to Development to review

• Books received in VDX are getting an Alma expiration date several days before the local due date https://support.proquest.com/s/case/5003r00001RJZseAAH/books-received-in-vdx-are-getting-an-alma-expiration-date-several-days-before-the-local-due-date UCLA is still working through this with Exlibris. No resolution yet.

  • Ex-Libris has changed this to Tier 2 analysis

• Chapter/Item Title Mismatches - UCSC submitted a ticket, and FG is meeting with Svetlana about questions around the locate profiles configurations

  • case #01003210

  • Testing/reporting currently happening

  • Alison submitted an escalation case for 05305139 talking about various levels of support and contradictory answers received from Ex-Libris

• AFN requests for RLF materials auto-cancelling and moving to UCLA and UCB, but ILL staff unable to see the requests on their end causing queues to grow https://support.proquest.com/s/case/5003r00001RMbcCAAT/requests-not-showing-up-in-alma-affecting-ucla-and-ucb

All

Parking Lot

Members can add to the parking lot issues that they feel need to be considered or tracked.

Joe Ferrie is looking into why so many Worldshare requests are ending up at End of Rota.

Some requests show not enough lenders or too many results. It doesn’t look as though there is one single problem causing this.

Postmortem

https://docs.google.com/document/d/1iJflrdtJqr3qixfcb0N9qWXkFAhjpp-tg8s4ZePPOqU/edit

Let’s give ourselves another week for this.

Decision on how library identifies library use only material borrowed via AFN

Band vs. Flag?

Special Wording?

Template creation volunteers? ILL OPs?

All

• The RLFs and ILLOps should be consulted when talking about banding.

• NRLF building use only items, there is an item policy and TOU allowing items to be circulated to the other UCs if requested. It’s unclear whether or not they can be set up for a “reading room” location delivery only.

• Circulating “non-circulating items” through the AFN could be tricky.

• No one has been able to push an AFN item into a reading room. We’ll get another meeting set up to figure out how to make this happen.

• There’s a box to check when setting up a “Library” in Alma to allow it to handle items from other institutions.

• We might all need NZ TOUs for non-circulating items.

• The Discovery FG is working on suppressing Special Collections from the Get It functionality.

My ILL Link in Primo

Leaving as a placeholder for Elizabeth to do.

(Post-Go-Live) My ILL Button in Primo

• Has any campus already identified a place for this button to live? Already Alma campuses?

• Our desired placement for the button

• Could be investigated post-go-live

• Finalized decision page after investigation from Discovery FG should include any configuration instructions (if something can be set up of course), so other campuses can do their own configuration if desired.

All

• It looks like already Alma campuses do not have a “My ILL” button in Primo.

• Not everyone will be using the UC Davis method for renewals.

• Elizabeth will draft a recommendation page related to the My ILL button.