2023-05-08 Meeting Notes

General Check-In

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Fulfillment OST Chair & Vice Chair conversation

Ross volunteers to be chair for remainder of term (June 30th) and continue as chair for next fiscal year.

Assuming no objections, we would need to determine a vice-chair (see notes ->)

Review form results send out last week.

10?

All

Vice Chair roles/responsibilities as per Shared Governance Task Force, UCLAS-integrated SILS structure, work practices and charges:

• Stand-in for their team’s chair, in their absence;

• Partner with the chair on planning the team’s work and fulfilling the charge, including participation on a steering committee, if one is formed;

• Fulfill the expectations of team/group members.

Unanimous vote for Ross to continue as Chair (thanks, everyone! ).

Sandra volunteered to be Vice-Chair after nominating herself!

AFN Consortial Block Decision Page feedback requested

As stakeholders in this decision, the Consortial Block Subgroup is seeking input and feedback on the decision page.

n/a

all

https://uc-sils.atlassian.net/wiki/spaces/FUL/pages/2041217066

Provide feedback by 3/15/23 via email to sils-ffrs-l@listserv.ucop.edu with a subject line of “UC AFN Consortial Block Decision Page Feedback “

Bursar integration/export

Investigate/inquire how UCSC & UCD export fees to bursar

n/a skip for now?

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:

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.

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). See email ->

• UCD haven't had a chance to sit down with billing coordinator yet. Will hopefully get something in writing for next week.

Email from Nicole @ UCSC:

It was settled that since we care more about the return of books rather than fines payment that we would keep all fines and fees listed on network user accounts in order for home institutions to place blocks on accounts. This is a change from what we currently do/have done in the past which was to use bill posting as the event that would get the patrons attention.

With that being said, we are still working out the finer points of how to proceed if a patron actually cannot return an item and needs to pay the fine through the bursar's office rather than return items.

Email from Antonio @ UCD:

I spoke with our Billing Supervisor and clarified our current block / billing process:

1. As mentioned before, fines / fees are zeroed out once they are exported to the bursar’s office. We do not add them back onto the account.

2. Network and non-affiliate users are billed through our Library Finance department. These bills are paid directly to the campus cashier’s office.

3. We only block borrowers for Overdue Recalls. However, these blocks fall off once fines / fees export to the bursar and we do not add them back on.

Waiting for now.

3/30: Consortia Block meeting was cancelled to provide the team additional time to make final edits on the decision page. Additionally we’re hoping to hear back from ExL on the questions we proposed.

4/13: edits are still being made to the decision page. stand by for completed document.

Review: AFN Potential Issues & Resolutions (draft) page

Review linked pages to ensure information is accurate and up to date. If you have problems editing/viewing, let me know.

4/18: Ross consolodated google doc and 2nd page of linked PDF.

4/24: Group review before it leaves “draft” status.

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• AFN potential issues & resolutions

  • confluence page here

  • google doc here

For what it’s worth the google doc is more recent than confluence…but we should probably consolidate these pages into confluence for distribution.

Open

Continue to review/update this page and perhaps discuss in Fulfillment channel on Slack.

Problems with notice letters for network users?

Investigate: Is anyone having problems with letters?

5? (might not require conversation?)

Sahra/All

UCR has a faculty member who isn’t getting emails for items that are due. Are notices setup for network users? Sounds like it might be a one-off and not necessarily a consortia problem.

• Merced made a request to campus IT to add Alma notifications to the SPF filter, but were told OIT could not do it. Apparently we had to have individuals mark emails as “not spam”, but I don’t remember this being very widespread.

Faculty member checked spam/clutter/etc didn’t see the notices. Checked settings, didn’t see anything. Stumped.

However, received “return receipt”.

No resolution. Faculty member has to check more frequently.

If you think of anything that might relate, please reach out to Sahra at sahram@ucr.edu.

What is considered “damage” to an item?

• Define “damage” to item (vs. normal wear/tear)

• Identify when we would notify AFN partner.

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UCR - sends damaged materials to preservation unit for assessment & mitigate any further damage (ex. dry liquids). Wouldn’t necessarily do that with an AFN item.

Hopefully fulfillment notes exist for writing/underlining/highlighting.

Water damage, bite marks, mold, etc - those aspects would warrant contacting the lending library. Same for pages separated from spine (but this could possibly be wear & tear).

“If it were me, I would want to see the item.”

Is the time spent reviewing damage “worth it”? How much time is being spent managing something that isn’t manageable.

UCB - issue with Alma, once the item is checked in it’s gone from the user record. Hoping that lending campus can put notes in the item record.

What can/should we do if the item is returned without noticing damage and checked in. Should we put a note “it was returned with damage, we dont know who had it, etc”.

Or contact lending campus without it being checked back in?

Would probably ignore pen, etc. REAL damage/rebound/etc leave it on the user account and do not check it in -OR- check it in but capture the patron information for a follow up on billing.

Check it in, capture all appropriate info and send a note back with the book.

Standardize & generate a form for everyone to use: name, email, institution, barcode.

UCB’s conservation department has a bunch of plastic bags used to prevent cross contamination.

Action: carry topic on to next meeting to continue discussion.

Generate a form for each of us to use: patron name, email, institution, barcode.

Could the form automatically send an email to a selected campus & print a copy?

Don’t want to lose a printed copy in transit. Library supply plastic bags?

How to handle "Building Use Only" or "Library Use Only" items via the AFN

Currently, if a network user requests a building use only item it would circulate for 90 days. The borrowing campus would have to either not check it out to the user in Alma (using some manual process) or check it out for 90 days. I had asked if a network ToU would need to be created to allow these items to circulate a maximum of the library's closing hour and using a reading room circulation desk the items could be replaced on the holdshelf if the user had not finished with it. This is important for RLF materials that are building use only.

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Mark/All

Nicole: RS was trying to figure out how to use reading room (in Alma) for this particular issue.

Sahra: there was a ticket placed with ExL because the results weren’t what we expected. Trying to get ILL items to patron using reading room, AFN items not working properly.

Alison: If I recall correctly, ExL says they fixed it, but I’m not sure if that was the right one.

Ross: UC Merced doesn’t use Alma for Library Use Only AFN items. We physically hand off to patrons to use in our office suite, and then place it back on a hold shelf if they still need it, or return it to the lending institution if they don’t.

Reading room set up at UCR for ILL materials (not AFN). When checked in it would go back to institution and not holding shelf.

Sahra: Project manager consulted, Alma’s current design doesn't include loan of AFN items in reading rooms. Dev team added it to the Alma workplan. Please show support by posting on the Idea Exchange.

→ What happens if you check an item out to a patron that’s already been returned and is “in transit”?

Band the item so it’s identified as Library Use Only?

Action: Carry topic on to next meeting so other members can chime in.

• Suggestions on guidelines on how we should try to standardize?

• How does ILL identify an item as “Library Use Only”?

• What’s the status while on the hold shelf?

Fulfillment Work Plan

Ongoing review and update as needed.

Link here.

5

Ross

Housekeeping

Made edits last time to:

• AFN potential issues & resolutions

• Library Fulfillment Directory

Ross will log any changes to the draft pages:

Wrap up/Topics for next time

5

All

parking lot: from UCSF: if each campus sends materials through campus-mail to patrons. What’s the liability if they claim a package hasn’t arrived. If patrons can’t come to the main library to pick up a book, we introduced policy for campus delivery. What’s the experience with everyone else for their delivery options?