Resource Sharing Task Group Meeting
March 24, 2008 UMBC Technology Center

Present: Mark de Jong (Co-chair), Robin Moskal (Co-chair), Hongyan Sun, LaTanya West, Sharon Epps, Nancy Patterson, Tammy Taylor (minutes)

Absent: Everly Brown

Hongyan - ITD Update

V.18 Enhancements- ITD will be deciding which enhancements to move forward with and they will automatically be done. Here are some of the ones they will implement:

• Renew Receipt - will be able to print out a list of items renewed per patron.
• Sounds - will hear different sounds for different functions in circulation.
• Hongyan and Jamie Edwards will test Tab 17: Library open hours for all campuses:
• Hongyan and LaTanya West will test printing receipts from two different types of printers.

Discussion is needed for the following enhancements:

• Automatic removal of missing or lost status when a lost or missing item is returned.
• Return receipt - history information.
• Hold Shelf date configuration - can configure the number of days an item can stay on the hold shelf by pick up location.

ILLiad: 7.3 on April 1, 2008 and 8.0 in Summer/Fall 2008.

No update from Hans yet regarding use of multiple ADMS for USMAI.

SSN Suppression on Reports: Hongyan will send out an email asking whether or not campuses want the SSN deleted from their Cash Transaction Report. If so, the campus will have to put in an Rx report.

LaTanya - Circ Subgroup Update

Next Circ subgroup meeting will be in April 2008.

Common Faculty Due Date implementation: Rx is in and is scheduled to take place June 1, 2008. This will make the new due date December 31st. The next is scheduled to take place on October 1, 2008 and will make the new due date May 31st of the following year. This is done globally and does not affect local patrons.

On ADM's, patron privacy and multiple affiliations: LaTanya surveyed several non-USM institutions to get their report on how this is handled at their institution:

• Harvard automatically gives the highest affiliation available and does not use SSN's.
• Albany has gone to using a unique 9 digit number and does not use SSN's. They will get back to LaTanya re: multiple ADM use.
• Amherst has separate ADM's and has no problems.

Global blocks, overdue and fine notices will be discussed at the next Circ. subgroup meeting.

Robin - ILL Subgroup

The annual ILL subgroup meeting held on February 25, 2007 went well.

ILL subgroup recruitment deadline is Friday, March 28, 2008.

LHR (local holdings records) update - to get local holdings into OCLC requires a $350 evaluation. There were questions about funding- LIMS or CLD? CLD needs to be contacted about proceeding. Robin is asking for more detailed statistics on this.

Delivery method preference in ILLiad - The ILL subgroup will survey the consortial ILLiad sites to determine whether everyone will accept the delivery preference. Majority will rule as it's an all or nothing issue.

Subgroup will discuss USMAI ILL statistics report.

One change to the ILL Consortial Agreements - USMAI ILL offices can now either email or fax requests for missing pages.

RAPID Investigation - members of the ILL subgroup will talk to the Rapid folks at ALA about the possibility/necessity of a consortial setup.

General Discussion:

Circ and ILL subgroup recruitment: circ deadline is over and no volunteers came forward. It was discussed on how to generate interest for recruitment. Suggestions were made to contact individuals directly and ask if interested.

Discussed standardized book replacement to even out charging by call numbers. Rx has been put in and still waiting for individual campus input.

Special Borrower Survey: Tammy gave out copies of the information gathered from email survey. Generally Special Borrowers are allowed on a case by case basis for each campus, with charges ranging from free to $50.

CCC annual consortia license: can be used for Electronic and hard copy reserves, course packs and post ILL articles (after the initial transaction you can save and reuse for other Ill requests).

Common lost book fees: the Circ subgroup will send out a survey to see which campuses would be interested in this. The Fines chart will be sent out again and campuses will be asked to update their information.

Wimba use for ILL 101: will revisit at next RSTG meeting.

College Park is implementing a new course reserves system, Ares, which will be called Course Reserves. The Aleph reserves system will no longer be used.

RSTG Wiki or reconstructing the RSTG webpage for better communication process: Hongyan will ask Carlen to see whether it's possible for the RSTG group to have control over the webpage. If allowed, RSTG would maintain webpage and redesign as needed. If RSTG cannot have control over webpage, we would like to have an open Wiki for USMAI where we would send out the password to campuses.

UB, MU, FSU, UBLaw, CS, BS don't have patron loads - Tammy created a procedures manual for manually registering patrons since the SSN will no longer be available. Each RSTG member will view this manual and give feedback to Tammy.

New patron registrations and patron renewal statistics: Tammy initially put in an Rx for this to be done for UB, and it was decided that it needed to go to the Circ subgroup to see if all campuses would be interested in these monthly statistics.

Action Items:

• Circ sub-group will send out an email to survey campuses on how long an item should be allowed to stay on the hold shelf: 10 days (currently), 15 or 20 days.
• Robin will send out an email for the training schedule for ILLiad 7.3
• Robin will send out an email survey about delivery method preferences.
• Mark will send out individual invitations to garner interest in Circ subgroup new members.
• Tammy will contact Bowie, Coppin and Morgan State to get their Special Borrower information.
• Tammy will update the Special Borrowers list and send out to RSTG for clarification.
• Mark will find out the ball park price for CCC annual consortia license.
• Circ subgroup will send out an email survey regarding common lost book fees.
• Circ subgroup will send out an email asking campuses to update their fines chart information.
• Tammy will send out the Patron Registration manual to the Circ subgroup and wait for feedback.
• LaTanya will send out a survey email to Circ subgroup to find out if campuses are interested in gathering new patron registrations and patron renewal statistics each month.
• Robin will finish the ILL statistics sampling and send with the LHR memo to Celia.
• Hongyan will send out an email asking whether or not campuses want the SSN deleted from their Cash Transaction Report.
• Hongyan will send the list of enhancements to RSTG.
• Hongyan will test library hours w/ Jamie E.
• LaTanya and Hongyan will test printing from multiple printers
• LaTanya will check with Florida State University about how they handle multiple ADMs.
• Hongyan will check with Hans about Tammy's Rx on SSN suppression.
• Tammy will send out Charge and Return Manual for ALEPH v.18 to RSTG and Circ subgroup and wait for feedback.
• Everyone, including the Circ subgroup, should review Tammy's manuals by next meeting. Then they will be available through the RSTG webpage.

(Possible) future meeting dates and times:
April 21st : Nancy minute taker
May 19th : LaTanya minute taker
June 16th : Sharon minute taker
July 21st : Tammy minute taker
August 18th: Everly minute taker

Information Technology Division College Park, MD 20742-7011
Please send comments and suggestions to ITD's Webmaster.
Content questions should be directed to USMAI Web Admin.