Resource Sharing Task Group

Meeting
06/16/08

Present: Everly Brown, Sharon Epps, Robin Moskal (Co–Chair), Tammy Taylor, LaTanya West, Nancy Patterson (Co–Chair)

Not Present: Mark De Jong, Hongyan Sun

Guest: Carol Vaeth

1. Meeting agenda was approved.
2. ILL Subgroup Update
   • Robin announced Celia’s has clarified that ILL Subgroup co–chairs do not have to be members of RSTG. Since Sharon is a member of both-she will report back to RSTG on ILL subgroup activities.
   • ILL subgroup recommendations for SG ILL and Doc Delivery services – Carol Vaeth and Robin Moskal submitted a report on the subgroup’s recommendations for Shady Grove ILL and Document Delivery services. Carol Vaeth explained the recommended scenarios for both non-returnable and returnable materials. The scenarios are based on ITD implementing ILLiad7.3 at all satellite campuses as soon as possible. She also expressed her disappointment in ITD service to ILLIAD satellite campuses. CLD has asked for improved services at Shady Grove for ILL and Document Delivery. The ILL Subgroup recommendations will address these issues. All of the scenarios are based on Shady Grove receiving additional resources and support. Robin asserted that the RSTG recommendation to CLD should include that all participating USMAI campuses at Shady Grove will need to be on at least ILLIAD 7.3 in order to have access to Web Circ. RSTG approved the ILL Subgroup recommendations.
   • ILL statistics survey – Robin went over the ILL statistics survey which will be sent out to USMAI. The survey will be used to collect statistics on ILL services for FY08. The only problem with completing the survey for consortia satellite institutions is that they do not have USMAI set up as a group in order to separate statistics. Robin notified Hongyan that this needs to be turned on as soon as possible. The ability to gather statistical data was one of the reasons that CLD approved ILLIAD implemented for all USMAI institutions. This should be a high priority for ITD to resolve this issue. RSTG approved survey pending ITD resolving the groups issue in ILLIAD.
   • Survey of consortia delivery and notification methods – Robin reported that ITD is requiring all consortia satellite campuses to have the same delivery and notification methods listed in ILLiad. A survey will be sent out to all satellite institutions to select the preferred delivery and notification method. Once the survey is completed, ILL subgroup will report to ITD the preferred ILLIad delivery method.
3. ITD Liaison Update (Robin reported for Hongyan)
   • LaTanya and Hongyan have been testing printing dispatch, it’s still not working. Will continue to test.
   • No progress has been made on bringing ILLIAD 7.3 up before December
   • Hongyan will report on closed days application in ALEPH at next meeting, still working on it
   • Hongyan will talk to Hans about DOB match point
   • Honghan will check with Hans about whether report of patron registrations and registration renewals can be requested by campus
4. Circ Subgroup Update
   • LaTanya will send out compilation of responses on match point survey to RSTG and Circ Subgroup by Wednesday, 6/18/08.
   • Router has been updated and put up on web site.
   • Everly and LaTanya are arranging a circulation subgroup meeting. Everly will post the minutes on the Wiki.
   • The Bursar report is no longer needed. OIT can extract information from patron loader.
   • LaTanya expressed concern about the lack of responses from Circ Subgroup members. Everly and LaTanya will schedule a meeting to reassert the purpose of the group, go over the charge and each member’s responsibilities to participate in the business activities of the group. Robin suggested one of the co–chairs attend the next meeting to reinforce the responsibilities of each member of the group. Robin also suggested posting more information on the Wiki. RSTG also stressed the importance of having more regular meetings of the group.
5. Action items:
   • Hongyan needs to report on the status of implementing ILLIAD 7.3 at satellite campuses no later than this summer
   • Carol will edit document based on recommended additions/changes and send back to RSTG for final review
   • Hongyan needs to resolve the statistics issue of groups not appearing in ILLIAD
   • Robin will send out consortia survey for preferred delivery and notification method to RSTG for final review. Once reviewed and approved, Robin will send out survey.
   • Sharon will coordinate a site visit to Shady Grove by ILL subgroup.
   • Hongyan will check on editing of ILL templates for email notices for consortia/satellite campuses.
   • Hongyan will confirm with ITD the policy is to respond to RXs or other communications within 5 business days.
   • RSTG co–chairs will attend the next Circ subgroup meeting and stress the importance of participation and communication with the group.
   • Everly and LaTanya will schedule a Circ subgroup meeting to talk about communication issues, etc.
   • RSTG co-chairs will send a memo to Celia expressing concerns about the lack of participation from certain institutions in USMAI committees and work groups.
   • Notify Celia of pending replacements on RSTG for Robin and LaTanya.
   • Mark will verify that Hongyan will revise RSTG web page using Robin’s model
   • Hongyan will add RSTG as one of the selection on the USMAI Wiki page.
   • Hongyan needs to update RSTG meetings on USMAI web page.

***ALL members will bring calendars to our next meeting.

Accomplishments for 2008:
ILLIAD upgrade to 7.2 for consortia implementation – January, 2008
ILLIAD update of web pages – January, 2008
ILL Annual Meeting – February 25, 2008

Next RSTG meeting will be July 21, 2008 at the UMBC Tech Center, 9 am – 1 pm. Minute taker is Tammy.

Minutes submitted by Sharon Epps
7/15/08

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