2023-03-13 Meeting notes

Attendees

Mark Marrow (UC Berkeley)
Antonio Navarro (UC Davis)
Lai Arakawa (UC Irvine)
Sandra Farfan-Gracia (UC Los Angeles) - Absent
Ross Anastos (UC Merced)
Sahra Klawitter (UC Riverside)
Michelle Vogelsang, (UC San Diego) - absent
Eric Peterson (UC San Francisco) - absent
Marti Kallal (UC Santa Barbara)
Nicole Thomas (UC Santa Cruz)
Alison Ray (CDL)

	Item	Desired Outcome	Time	Who	Notes	Decisions/notes	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions/notes	Actions
1	General Check-In		5	All
2	Bursar integration/export	Investigate/inquire how UCSC & UCD export fees to bursar	20?	Sahra/Antonio?/Nicole?	Follow up on the UC Consortial Block Decision for 04/05 blocks. UCSC & UCD export fees to bursar, causing balances to zero out. is there a way to generate a report that is not tied to fine/fee balances? The goal is for Libraries to have local control over 04 or 05 blocks and if something is kicked out to the bursar’s office, it adds another layer of complexity and time) into the process. Notes from last meeting: At UCSC the process is manual and is done weekly. Once it’s sent, a staff member goes into Alma and manually waives the fines/fees. Feels tedious. Usually has to go into “lost” status before sending - depends on item. UCD, export is a scheduled daily job. When we credit back onto people’s accounts it’s manual. Has to go into “lost” status before being sent. Uses banner reports to generate and remove blocks. Once sent to bursar, the Library takes a bath on the item and the patron can continue to check out items (and make AFN requests). Unless another block is placed. UCB doesn’t deal with the bursar (and hasn't for years). Takes payment directly via PayPal - took 3 years to get it set up. UCR also accepts PayPal. Action items from last meeting: UCSC will inquire about what happens on the AFN if a patron is blocked (or unblocked but still has business with the bursar). UCD will inquire about what happens when fines are paid and how that interacts with blocks.	UCSC doesn’t block people because of fines. Would rather just have the patron reach out about returning/replacing a block. Once the process goes to the bursar’s office, the Library is out of picture.	UCD - haven't had a chance to sit down with billing coordinator yet. Will hopefully get something in writing for next week.
3	Paypal/Consortial payment discussion	Discuss PayPal and/or consortia payments for next meeting. (maybe Google?)	15?	Mark/All	PayPal very easy to use from the user standpoint. Log in using UC Library Search, see how much they owe, then the payment takes them out to PayPal. All secure. AFN payments can’t be used yet for it since the network isn’t on the system. If we’re all doing something similar it would make the process easier. Had to ensure that PII and billing info wasn’t kept on any Library/UC systems - it’s all 3rd party on PayPal’s servers. It took a while but it was all campus. Same at UCR.	It’s a Library specific account, campus isn’t involved. Receive payment, make sure it goes to the right unit. UCB runs reports to make sure funding strings are correct (e.g. if money has to go to NRLF). UCR doesn’t run reports, their finance unit handles it. If a systemwide How would ExL allow for consortia payments and send money to the right institution?
4	UCD Role "problem”	Greg at UCD noticed newly registered users were being automatically assigned a “package” of role assignments (including general system administrator!).			This was solved. Turned out to be a mistake made by campus IT when assigning newly created accounts.
5	Expired network user records	UCR student was trying to loan an AFN item from UCLA. The UCLA stub account was expired which prevented them from loaning the UCLA book at UCR.	10	Sahra/Sandra?	Very strange that an expired stub account will prevent circulation at the patron’s home campus, but the system can’t communicate about a cash limit block….this may warrant further testing/investigation and could provide helpful for the F/RS AFN Consortial Block Testing group. Came out in ILL CKG List Serv that another campus had a similar issue. CKG wanted to make sure we have standard/consistent practice on role expiration. Patron Role expiration should be blank.		Each campus will verify that Patron Role expiration field is be blank.
6	Fulfillment Work Plan	Ongoing review and update as needed. Link here.	5-10?	Ross	This is something I keep forgetting to bring up, but we can spend a few moments doing housekeeping.
7	Wrap up/Topics for next time		5	All		Conversation about analytics and Schedule E reporting. What reports are people using? How have you had to modify them? Offline circulation tool. Are you using it? How do you like it?