2024-06-03 Meeting Notes

General Check-In

• discuss Alma release notes (if any)

• discuss anything relevant from All-Chairs

5

All

(see notes from last time about HVAC work at various campuses)

OT updates: Meeting cancelled for ELUNA

LG updates: No updates

• 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.

  • Nomination form was sent - check email

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?

xx

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.

RS/F Subteam - Building Use Only book band feedback

The RS/F subgroup developed a Building Use Only bookband and would like feedback.

Pending feedback it will go live on July 1st, with a reminder being sent to groups on June 26th.

This was shared with RS OST - everyone liked it, they gave valuable feedback and no suggested changes.

Archived Fulfillment & ILL FG Decisions

I copies the URLs from the old F/ILL FG to an “archived” decision page in our current OST confluence website. This can be used as a reference to older decisions made by that Functional Group before Go-Live.

Fulfillment & ILL Functional Group Decisions (archive)

AFN Library Use Only/RLF Barcodes

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:

Pose question to All-Chairs or directly to an OST (resource management?). See which solution in the google doc is the least painful.

Since All-Chairs is going through a transition phase right now, perhaps we wait until that settles? Or at the very least Ross could pose the problems/solutions as a primer and the group can discuss after the membership transition is complete.

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?

Damaged Item form & process

Still working on draft of decision page.

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 general guidelines aka “how to use this form” instructions at the top. DONE (include a printout of form with items being returned?) DONE

• use a ziplock back for returning damaged/wet material?

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

• Modify all Power Automate Flow emails to send to each campus' AFN email as per Library Fulfillment Directory.

Modification of On Hold Shelf letter

xx

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.

Ad hoc/open discussion

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

• Who’s going to ALA? July 1st meeting conflicts.

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:

• Ongoing letter maintenance. 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.