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MnPALS Circulation Users Group: Fall 2007

Friday, October 12, 2007
10:30 a.m. - 12:30 p.m.

Minutes

Present: Patricia Akerman/SCTC; Kathleen Ashe/SMSU; Orrin Ausen/BLC; Cathy Colby, Susan Dueis, Al Rykhus/PALS; Robin Ewing, Amy Schneider, Angela Wortham, SCS; Janet Hines/ WSU; Thulani Jwacu/MCTC; Michael Kirby/DCTC; Joan Klanderud/SCC; Joni Myers, Kelly Jo Nelson, Roberta Spangenberg, Lynne Weber, Peg Lawrence, Lola Lemcke, Rosie Mock/MSU, Mankato; Amy Naughton, ADC; Jay Nordstrom/GAC; Gretchen Pyle/SMU; Angie Schaper, RCC; Pam Sukalski/MWL; Linda Swanson/Concordia; Janet vanOosten/Crown; Karen Bronshteyn/ATC; Jennie Simning/HTC; Laurie Tekautz/Mesabi.

1. Opening Remarks - Gretchen Pyle (convener)

2. Recorder -- Pam Sukalski (MWL)

3. Additions/Changes to Agenda

  • Yearly Workflow Document; Manual Patron Creation – Amy Naughton (ADC)
  • Other to follow up on questions circulated via email and past questions - Kathleen Ashe (SMSU)

4. Spring Minutes were approved by Jay Nordstrom (GAC) and seconded by Laurie Tekautz (Mesabi). All votes in favor.

5. Susan Dueis highlighted some of the Circulation issues on the PALS Support and Training Services Report [1](p. 12+).

a) PLIF Loads – an update to the written report is that Faculty and Staff will NOT be sent daily. It will be done weekly, except at the beginning of each semester; it will be run daily during the 1st three weeks of the semester.
  • Question about if this included Fall, Spring, and Summer sessions – Susan wasn’t sure about Summer. Would need to confirm that.
b) ALEPH/ISRS Business Office Link – the CASH-10 service only does debits (what the student owes), but isn’t able to credit back (e.g, if patron pays in library and/or if the book was returned and should have replacement cost credited).
  • Enhancement request has been submitted – no response
  • Motion: Kathleen Ashe (SMSU) moved that PALS consider creating a work around for the link to ISRS/Business Office. Michael Kirby (DCTC) seconded the motion. Motion passed unanimously.
c) Inventory System – referred to the 10/8/07 email sent out by MaryAnn Greenwald and Answer #3199 explaining “As You Go” inventory process. St.Ben’s/St. John’s have been testing this inventory system that involves pulling data and using a wireless laptop in the stacks to do and correct inventory.
  • Reminded Circulation staff that sometimes we may need to look in the Cataloging Module for some Services related to Items.
d) V.18 highlights include crediting of lost item charges -- they can be waived instead of being off-setting credits. This will need to be set up in Tab100 for each ADM. The plan is to keep everyone at the current functionality unless the library contacts PALS and requests the change. V18 Training will be done via WebMeetings to demo new features; PALS is not expecting as many changes as we saw in V17 (excluding the ILL module that will be moving into the GUI; additional training is expected in that module.)
e) Susan pointed out PALS Support Center answers that have been added in recent months. They are outlined in the Support Center Report [2].
f) No changes or updates were requested for the Work plan. Susan pointed out that she'd like to see Work Plan item #93 (global patron change functionality) be worked on. It is currently at a 4A status. Dicussion led to the odd Profiles libraries had been seeing; Susan reported this is corrected now although the profiles may still exist, but can be deleted. Angela Wortham/SCSU asked if patron record changes could be tracked. Only the last date a change was made is available now. Angela will submit a ticket to request this as an enhancement.
g) Reviewed that Patron Record Deletion (part of p-cir-77) isn't functional in V17, but is in V18 (according to ExLibris). Al Rhykus/PALS noted that we should not be deleting patrons as ALEPH isn't able to check if the patron has items checked out at another library. Changing expiration dates is currently the best way to stop patrons from checking out materials. Expired patrons do not count against our stats that are used as part of the funding formula.

6. Amy Naughton, Minneapolis College of Art and Design walked through her library's process for Accruing Fines and Bills, a semester and yearly tasks for circulation document, and their process for manually creating patron records. The documentation is available on the MnPALS Support website under Documentation -- Circulation -- Library Created Materials.

7. Booking will be in V18 and Cathy Colby will be doing the training. Eight of the libraries in attendance indicated interest in booking.

8. Other:

a) Fast Patron Registration Form - are some people using it? Susan pointed out that multiple steps need to be taken, even if the Fast Registration form is used. Referred to Page 4 of the Advanced Circulation Module training documentation available on the website.
b) Reserves -- this was following up on a question that was circulated via email, but the poster wasn't at this meeting, so decided individual libraries should continue to respond to her directly via email.
c) Locked Patron Records -- wanted confirmation on how long/short these settings can be. Susan will follow up with an Answer in the HelpDesk.
d) Circulation Statistics -- how are people working with these? Consideration to discuss at a Circulation Work Day, if one is created.

9. Meeting Adjourned 12:10pm

Draft Minutes Submitted 10/16/07 -- Pam Sukalski

Agenda

  1. 10:30 a.m. Opening Remarks - Gretchen Pyle (convener)

  2. 10:35 a.m. Recorder
    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 to verify your notes.

  3. 10:35 a.m. Additions/Changes to Agenda

  4. 10:40 a.m. Approve Spring Minutes

  5. 10:45 a.m. PALS Report (Susan Dueis, PALS)
    1. PLIF loads
    2. ALEPH/ISRS Business Office Link
    3. Inventory System - Inventory Report From SBJ (Sept. 20, 2007)
    4. Aleph Version 18
    5. PALS Support Center answers
    6. Work plan

  6. 11:25 a.m. Process for Accruing Fines and Bills (Amy Naughton, Minneapolis College of Art and Design)
  7. 11:45 a.m. Booking
    1. Update on ALEPH Booking (Susan Dueis)

Discussion Notes for Agenda Items:

  1. Process for Accruing Fines and Bills (Amy Naughton, Minneapolis College of Art and Design)
    In Aleph, accruing fines do not become final and move to the cash transaction window until the item is returned. So how do you handle an item with accruing fines that gets billed for "lost" and won’t be returned? Amy Naughton will share a workflow that she has developed for this situation.
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