Tuesday, October 23, 2012 St. Cloud State University 1:30 - 2:20 p.m.
Present: L. Anderson, C. Colby, C. Curie, K. Drozd, A. Garlinska, J. Horning, P. Jarnstrom, D. Josephson, C. Larson, A. Lee, R. Martin, P. McDonnell, L. Oanes, L. Richter, B. Ringwelski, D. Schmidt, S. Timmerman, H. Topp-Schefers, R. Turner, K. Witzig.
2. Approval of Agenda – Peter Jarnstrom (Minnesota State University – Mankato) requested the addition of an agenda item discussing possible consortial collaboration on common language for e-resources contract negotiations. Added under “Other Business.”
3. Approve Fall 2011 Minutes – Ala Garlinska (South Central College – Fairbault Campus) moved to approve the Fall 2011 minutes with no changes. Hannah Topp-Schefers seconded; motion passed.
4. Steering Committee Elections – Terms Expiring:
Private Colleges and Universities – Leah Anderson (Concordia)
At Large – Sonja Timmerman (Gustavus Adolphus College)
MnSCU Two-Year Colleges - Craig Larson (North Hennepin Community College); Private Colleges - Sonja Timmerman (Gustavus Adolphus College); At Large - Hannah Topp-Schefers (St. Cloud State University).
Nominees were elected by vote; new ILL Steering Committee consists of newly elected persons, plus Peter Jarnstrom (Minnesota State University – Mankato) completing his term representing State Universities. The group thanked Leah for her service as convener!
5. PALS Report Response – Sonja Eilertson (PALS) solicited feedback on the ILL portion of the PALS Report (please see pages 10-15).
Leah Anderson (Concordia College) inquired about receiving multiple barcodes. It is possible to receive multiple barcodes on one request but there is no functionality to ship multiple barcodes on one request.
There are ongoing issues for some institutions with barcode printing and with receiving items without entering a circulation note.
Patron bookmarks are created after receiving. Peter Jarnstrom (Minnesota State University, Mankato) indicated he sees the purpose of the bookmarks as eliminating user error on the receiving end. Lost paperwork or mismatched paperwork can be a problem.
Locate mismatch issues are still occasionally occurring.
Ramsey Turner (Bethany Lutheran College) inquired about how to correct a request that was received without entering a barcode. Several in the group responded it is possible to use the “Push Item” button in the upper pane of the ILL module to move the highlighted request into the Items module. Once in the Items module, one can replace the Aleph-generated barcode with the correct barcode; (this is the same process as updating a barcode on a self-owned item).
There was consensus from the group that the newly added Patron Status in the ILL request is a big improvement. Thanks to PALS for advocating for that change.
Hannah Topp-Schefers (St. Cloud State University) inquired about patron statuses that do not change to Overdue. Sonja Eilertson (PALS) explained that lenders send overdue messages and PALS runs an overdue service regularly; if you notice errors of this type, please send specific information to PALS via the e-Desk so they can investigate further.
6. Minitex Report – Agnes Lee (Minitex) reported that in FY2012, which ended July 1, over 400,000 requests were received by Minitex, of which over 270,000 were filled, which is the largest number in Minitex history. Around 140,000 were from University of Minnesota collections. The historically significant fill rate is partially due to better efficiency from the auto-verification and standardized format changes Minitex has made over the last several months. Other notables: e-journal requests are increasing; physical copy requests from paper serials are leveling off. Minitex is nearly ready to debut new electronic delivery using Article Exchange. Minnesota State University, Mankato and Concordia College were testing sites. MEDD will continue to be the first choice for delivery, but a survey is forthcoming to gather additional delivery preferences from libraries. The group commiserated that Ariel is overdue for retirement. Becky Ringwelski (Minitex) noted that the number of requests received is decreasing; a likely factor is that the number of requests from public libraries is leveling off. Kathy Drozd (Minitex) reported over a million items in delivery during FY2012. It was noted that Joan Krey (Minitex) is still visiting the Minnesota Historical Society library on a regular basis to verify requests that would likely be automatically unfilled.
Consensus by the group that the new Minitex delivery slips work well. Agnes Lee (Minitex) requests that if the slip is missing when an item is returned, please write one of the request numbers on the slip. Kathy Drozd (Minitex) reported the change in slips has had no noticeable impact on sorting and delivery.
7. Spring 2013 Workday Planning – After reviewing comments from the Spring 2012 workday evaluations, the group determined there is an interest in a spring 2013 workday, there is a preference for an in-person meeting (as opposed to virtual sessions), the location of 7700 France Avenue in Edina was an appropriate meeting space and there is interest in a joint Circulation/ILL workday. There were also pleas to avoid scheduling the workday during or near finals periods. The Steering Committee was asked to look at the weeks after Easter but before May 1, 2013. There were no preferences agreed upon for day of the week. Suggestions for sessions from both ILL and Circ groups included dealing with difficult patrons; customer service; patron scrubbing; serving online or distance students; copyright (with possibility of bringing in Nancy Sims); handling old requests; and a mentoring program.
8. Other Business
Sonja Eilertson (PALS) inquired of the group whether they considered Multi-Item Receive and ELUNA Enhancement Request Duplicate Borrowing Request Bibliographic Data as the same functionality. A resounding “no” – the group encourages PALS to pursue the Duplicate Borrowing Request enhancement further.
9. Adjourn - The meeting was adjourned due to time restrictions before addressing remaining topics on the agenda:
ELUNA Enhancement Request Ship a Substitute item or an item without a barcode.
Consortial collaboration on common language for e-resource contract negotiations
Minutes respectfully submitted by Sonja Timmerman (Gustavus Adolphus College)