2024-05-06 Meeting Notes

General Check-In

• discuss Alma release notes (if any)

• discuss anything relevant from All-Chairs

5

All

Just FYI:

UCSD - is having HVAC replacement work. Timeline currently projected for Sept/Oct but it might get put off. As the work moves thru different parts of the building there will be ~10 weeks of time when parts of the collection are offline. Hoping to have some evening access for paging. Stand by for more information on the project.

UCR - Also having HVAC work done. projected for 6 month process, but shouldn’t have problems accessing collection. However after finals in June the basement will be closed for a compact shelving install. Paging will be in effect so lending between campuses shouldn’t be impacted.

• Sandra will be sitting in on All-Chair meetings during the months of May and June in anticipation of changing roles.

• Start thinking about if you’re interested in serving as the next Vice-Chair.

  • Information from Caitlin on 5/2/24 email re: 2024 SILS Membership Transition Process:

Your job as a Cohort member is to determine, with your supervisor and DOC member, whether you will rotate off or continue as a team member. Please respond to this email, and copy your chair, by May 17th if you think you will rotate off. We will be coordinating with members and campus DOC members to seek replacements in late May and early June. 

The Membership Transition subgroup will also be collaborating with the All Chairs group to support the transition of Vice Chairs to Chairs, and the choosing of new Vice Chairs. The entire transition process should conclude by June 30, and the onboarding process including team “reboot” meetings will start in July. 

Review OST workplan

Use membership transition time (June/July) to review our workplan with “fresh” eyes including:

• Are there items on the list that should be removed?

• Is anything missing?

• Priority/sequence of list?

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All

Work Plan: Fulfillment

Should we create an F OST Steering Committee to help filter topics to add future topics to the agenda/workplan?

Sandra and Sahra can help out on the workplan. Will push along as we get to it, perhaps have a draft completed by September to share with the OST.

AFN Library Use Only

We've been having difficulty identifying RLF material that is library use only.  I'm wondering if others are having similar experiences and how we can address it.

Sahra/Mark/Ross

4/25/24 updates: reviewing existing book bands; development of additional RLF LUO strategies.

RLF Barcodes update: Campuses which retain local holdings for items that go to an RLF result in two barcodes and two holding records. For the campuses that do retain them, the records are suppressed so they're not discoverable but if you scan the barcode then the record will come up.

The conversation about barcodes should happen with the resource management group, and the local campuses which retain those records.

We can share the impact and give input/feedback on the implication for us, but it's ultimately up to RM since they would be changing their workflows.

Start google doc to record impact and implication on campuses. determining a unified process would be ideal. since these items are being sent across the system it has a potential to impact multiple campuses.

Possible solutions:

UCD - will black out barcode on the next batch of items being sent to RLF’s. will see how that process goes.

UCI - Retains records for items sent to RLFs. Created fulfillment unit rule to not check out books using that barcode. Wouldn’t be circulated by network users eithers. [will provide screenshots to decision page?]

What is considered “damage” to an item?

xx

Task linked here.

→ Ross has not yet reached out to the RS OST, so perhaps this topic gets pushed into December/January?

Will discuss during next meeting. Initial feedback:

Photo upload option would be helpful. And sending a copy of the form to the submitter.

Should items be returned with a printout of the form?

Should we always use a ziplock bag to return damaged items/wet material?

4/22/24: emailed copy of form and screenshots of flow to F OST for feedback and comments.

Feedback: photo upload option & send a copy of form of submitter.

to do:

• create decision page to track process

• add option in form for photo upload & some general guidelines aka “how to use this form” instructions at the top. (include a printout of form with items being returned? use a ziplock back for returning damaged/wet material?)

• include screenshot example email of flow response in next email to F OST listserv

Modification of On Hold Shelf letter

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All

Modification of On Hold Shelf letter

Still working on draft.

4/29/24: added Executive Summary, added screenshot example of code in email, and expanded Reasoning section.

Still need edits on top table, Dependencies and Question to Consider.

Please add comments or content to the document as you see fit.

Ongoing letter “maintenance”

All?

Is there value in doing ongoing maintenance of letters; maybe quarterly? Make sure that each campus is sending consistent messaging. Related to the text that we word-smithed in the line above.

3/11 - Will leave on agenda for a few meeting cycles and revisit after decision page for On Hold Shelf letter is finalized.

Ad hoc/open discussion

Tony: Anyone else going to ELUNA conference next week?

Ingred: Considered it, but too busy with work.

Continue (or start) thinking about if you’re interested in serving as Vice-Chair for the F OST group!

Fulfillment Work Plan

Ongoing review and update as needed.

Work Plan: Fulfillment

xx

Ross

Housekeeping as needed?

Wrap up/Topics for next time

5

All

parking lot: