USMAI Resource Sharing Task Group Minutes

February 9, 2006

Present: Beverly Gresehover, Jean Phillips, Robin Moskal, Tanner Wray, Sharon Payne, Stephen Miller, Paula Langley, Carol A. Vaeth

March Notetaker is: Jean    April: Stephen    May: Robin

January 9, 2006 minutes were approved

Welcome and introductions for Paula Langley. Paula has been asked to join the RSTG to assist with Circulation issues and chair the new Circulation Subcommittee.

• - Bev, Jean, and Tanner met with Barbara Gontrum to discuss the Draft Charge on January 26, who suggested minor changes. Considering the terms of office was deleted and a few words were changed for reasons of semantics.
• - CLD Exec Committee will review for approval
• - We will follow this charge as stated until further notice
• - Both the old charge and the revision will reside on the Web Page

• - Subcommittee met on February 7 to review Jamie’s list of pre-installation questions and other customization issues (present: Robin Moskal, Sharon Mollock, Carol Vaeth)
• - User registration pages were discussed; it was determined that the majority of the pages could be generic with minor changes
• - Customization Manager issues will be set up in a spreadsheet format that Robin has devised, to facilitate garnering the information needed from the satellite libraries and the ITD input workflow
• - Several training aids were discussed such as a Tip sheet, Buddies list, Reminders List, etc. (Robin- Tip sheet; Carol- Buddies list, reminders, queries)
• - Aleph Rx will serve as the ILLiad implementation problem reporting site
• - ILUG Reflector will serve as a forum for discussion and assistance among staff
• - Stephen has been asked to update the ILLiad Implementation Timeline each month
• - Bev will forward link to directions and hand out lunch suggestions on the session day; will look into supplying water for the meeting attendees
• - Carol will contact Cynthia at UMES for directions and lunch suggestions; she will ask about water being supplied for the attendees

• - The Z39.50 button in ILLiad is working for books

• - ITD is working on Shibboleth and Dave Kennedy has had a ‘breakthrough’ – the first in the world to get it to work with Metalibrary
• - When it is working it will allow the patron to move from ILLiad to Aleph, to Metalib with a one-time log-in/password
• - It works off of the Aleph patron file and each campus will have to Shibbolize their patron file; UMCP, UMBC, and UM,B (and i think UB Langsdale) are working on this now

• - Bev and Stephen will discuss and begin co-chair mentoring for the next few months
• - Stephen, if he so decides, will take over as chair by July

• - Barbara has asked us to move ahead with forming the subcommittee
• - We will draft the charge for the subcommittee to approve and submit to Barbara (attached) DONE- TO BE APPROVED BY END OF FRIDAY 2/10 AND SENT TO BARBARA ON MONDAY
• - CLD will use the CircCOI to mount the charge and application, and call for volunteers; attach or link the parking lot issues
• - Application form to be forwarded to applicant’s Library Director/Dean and to resshare.
• - Stephen will be in charge of the volunteer process
• - RSTG will look at the applicants and make recommendations to CLD
• - Group should number 7 including ITD- should be diverse in talent, size of campus, etc.
• - Paula is the Chair and representative for RSTG
• - Some Circ issues discussed that are not specifically mentioned in the charge are:
  
  • Patron purge could go in waves- get rid of old patrons with NO transactions first; the more specific the recommendation, the easier the purge
  • Develop and use reports/stats to determine a PPH balance program
  • Investigate dropped Holds and Lost in Transit- no notices are being generated
  • Standardized loan periods- discuss settling for even 12 out of 16 libraries to agree on fixed dates

• - All campuses have approved
• - CLD Exec Committee will review
• - When approved Robin will send to all campuses
• - Carol will finish updating changes to the USMAI list of ILL contacts and submit for linking to webpage

• - RSTG and ITD are working full tilt on ILLiad implementation
• - Question to ask is if Aleph ISO ILL has Web delivery
• - Recommend that this issue be shelved for now if web delivery is not available

• - Reviewed issues and moved into separate categories for RSTG, Circ Subcommittee, Deferred, etc.
• ATTACHMENT

• - Revise COI webpages
• - ILLiad presentation dry run
• - RSTG/Circ subcommittee- consider any applicants
• - Parking Lot Issues, reconsider the rewrite

Future meetings:

SEE ATTACHED DOCUMENTS BELOW

The Resource Sharing Task Group of the University System of Maryland and Affiliated Institutions (USMAI) has been appointed by the Council of Library Directors (CLD) to address issues relating to USMAI resource sharing activities, including patron placed holds, direct borrowing, interlibrary loan and delivery systems. The RSTG has appointed a Circulation subgroup to assist in these activities that affect Circulation.

This subgroup will be composed of the Chair (who is a member of RSTG); an ITD staff member and 5 members from the consortium.

Specific responsibilities include:

• considering and making recommendations to the RSTG regarding circulation issues relating to the consortium that arise during the term of appointment of the subgroup;
• reviewing issues relating to circulation that arise as a result of the implementation of future versions of Aleph and making recommendations to the RSTG, as appropriate;
• participating in circulation related ITD work plan priorities as directed by the RSTG; such as
  • Patron purge
  • Patron privacy
  • Rewrite the Balance Program for Patron Placed Holds
• partnering with other USMAI groups to improve patron success in getting what they want, such as:
  • improving workflows between PPH and ILL
  • enhancing messaging to patrons from resource sharing systems at critical junctures
• considering expanding PPH to include other returnable materials
• reviewing Circulation agreements annually among all consortium members
• improving communication on circulation issues within the USMAI; such as suggestions for filtering Rxes from the COI mail reflector.
• Address parking lot issues as specified by the RSTG

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