Circulation/ILL Joint Meeting Fall 2006 Minutes

1. Lynne Weber MSU, Mankato and Sharon Evensen, VCC opened the meeting with a welcome and introductions at 1:07pm.
   
   
2. Julie Ewert, BLC was announced as meeting recorder.
   
   
3. One addition to the agenda- #4 MSU. The agenda item was submitted and presented by Kris Hobday and Peter Jarnstrom.
   
   
4. Kris Hobday MSU, Mankato spoke about handling of document delivery requests (materials mailed to home address). ALEPH does not have an adequate way of handling these requests. Robin Ewing, SCS suggested to use the internal notes to indicate a distance learner. Sonja Eilertson, PALS suggested a creation of another ILL unit for distance ILL patrons. Mary Jane Striegel, SSU stated that it would be helpful to have the patron status on the borrow print slip. Kris Hobday asked if a new message file category to accommodate patron statuses for distance learners could be created. Mike Barnett. PALS responded that this could not be accommodated. Conni Stensrud, SSU reiterated that the patron status code should be added to the borrow print slip.
   
   Patrice Conely, BSU asked how Kris Hobday handles distance learners' requests. Kris explained the workflow for these requests. The item is pulled and sent to the patron's home, the borrow slip is given to Kris; she cancels the request and saves the print slip for statistics.
   
   
5. ELUNA Report by Susan Dueis, PALS.
   Susan attended the Beginners SQL Reporting Workshop which gave an overview of using SQL scripts to create reports and services in ALEPH. Susan stated that there are three ELUNA listservs that may be helpful to subscribe to. They are ELUNA ILL listserv, ELUNA CIRC Listserv and ALEPH-NA Listserv. Susan also encourages attendance at the ELUNA conference in Spearfish, SD, June 3-6, 2007.
   
   
6. Sonja Eilertson, PALS, spoke about patron records that are manually entered. The ILL library and the ILL total & active limits need to be defined in each patron record. To do this, go to the global patron record, click update and define the limits (total & active) and the ILL library.
   
   *The ILL total and active limits are set from the tab_plif table for PLIF loads.
   
   The ILL parameters for column 10 (total ILL) and column 11 (active ILL) in tab_plif can now be set according to patron status group (faculty, student, etc.)
   
   Susan Dueis, PALS explained that version 17 has a "fast patron registration" which consists of one screen for patron information. The default address in fast patron registration is the permanent address.
   
   
7. Susan Dueis, PALS and Sonja Eilertson, PALS informed about overdue circulation notices for ILL materials. In tab 16 (due dates, fines, limits) and tab 32 (overdue notice scheduler), item status 91 defines the parameters for your patrons borrowing ILL items. In tab 16 and tab 32 the line for patron status 05 defines the parameters for libraries borrowing from your library. There can be multiple item statuses for patron statuses.
   
   Sonja stated that the lending library can set up service to send overdues to borrowing library. Libraries can also send a ticket to PALS Customer Support eDesk and ask PALS support staff to automate the service.
   
   
8. Gateway Report: Susan Dueis, PALS.
   Susan reiterated that PALS server will be shut down on October 31.
   
   Susan spoke about the MnLINK Gateway and temporarily closing ILL offices during holidays. A "message of the day" feature can be used to alert users when MnPALS libraries using ALEPH ILL are temporarily shut down. The warning message states "your library is not currently processing ILL requests. If you need to request items through ILL please contact your library" when users sign in. This is a library by library decision. To have the message displayed when your library is temporarily closed for ILL, send in a request through the PALS eDesk. There are concerns that the user will ignore the warning and keep on "submitting requests that go nowhere".
   
   
9. Meeting was adjourned at 2:00pm.
   

1. 1:00 Welcome, Introduction: Sharon Evensen, InterLibrary Loan Convener
   Lynne Weber, Circulation Convener
   
   
2. Recorder: Julie Ewert (Bethany Lutheran College)
   Please identify yourself when speaking at the meeting to ease the recorder's job. As the recorder you may ask someone to repeat their comment or verify your notes. Please note that this session is being recorded for podcasting.
   
   
3. Additions / Changes to the Joint Circulation / ILL Agenda
   
   
4. 1:10 Entry of Document Delivery information on patron record: Kris Hobday, Peter Jarnstrom, Deb Meissner, Roberta Spangenberg (MSU, Mankato)
   
   
5. 1:20 ELUNA Report: Susan Dueis (PALS)
   
   
6. 1:30 Patron Record and PLIF: Susan Dueis and Sonja Eilertson (PALS)
   
   
7. 1:40 Overdue Circulation Notices for ILL materials: Susan Dueis and Sonja Eilertson (PALS)
   
   
8. 1:55 Gateway Report: Susan Dueis (PALS)
   
   
9. 2:00 Adjournment
   
   

4. Now that Aleph ILL is in use, MSU is going through the Local Information ADM Library to alter the patron record to reflect Document Delivery status as a matter of department preference.
   
   
6. The ILL Library and the ILL Total and Active Limits are defined in each patron record. When you manually enter a patron record, you need to include these fields in order for the patron to be able to do ILL. Via PLIF loads, the ILL Total and Active Limits are set from the tab_plif table.
   
   
7. In tabs 16 (Due Dates, Fines & Limits) and 32 (Overdue Notice Scheduler), the line for item status 91 defines the policies for your patrons borrowing ILL items. In tabs 16 and 32, the line for patron status 05 defines the policies for libraries borrowing from your library.