Circulation Services Subcommittee Minutes

March 12, 2024, at 9:30 am

Zoom session

Action Items:

The CSS recommends approving the revised Barcode Placement policy.

The CSS recommends approving the revised Labeling Multipart items policy.

The CSS recommends adding NEW LP (AD) materials to the materials for Local Holds parameters.

Present: Zach Ott (BAR), Jeff Kauffeld (MAD), Margie Navarre-Saaf (MAD), Emily Harkins (WAU), Kelly Heasty (MCF), Erica Kersten (PIN), Eddie Glade (STP), Tanya Bolchen (MID), Autumn Baumann (POR), Jennifer Foster (FCH), Robin Behringer (STO), Alyssa Diaz de Leon (REE), Alice Johnson (MOO), Andrew Branstad (MTH), Jeff Pond (MRO)
Absent: Steev Baker (SUN)
Excused: Ronda Evenson (VER)
Recorder: Michelle Karls (SCLS)

SCLS Staff Present: Heidi Oliversen, Cindy Weber

1. Call to Order at 9:32 am

a. Introduction of guests/visitors

i. None.

b. Changes/Additions to the Agenda

i. None.

c. Requests to address the Committee

i. None.

2. Approval of previous meeting minutes: January 9, 2024

a. Motion: The subcommittee approved the January meeting minutes by consensus. 

b. Discussion: none. Note: The recommended changes to Part  C. SCLS GUIDELINES FOR REGISTERING PATRONS will be going to the ILS Committee first (for review and approval)  before being sent to the Administrative Council (for all SCLS libraries).

c. Vote: motion carried.

3. Action Items

a. Revise Barcode Placement policy

i. Motion: M. Navarre Saaf moved to approved the proposed revision of the  barcode placement policy.  E. Glade seconded.

ii. Discussion: H. Oliversen sent out the two draft revisions yesterday.  We had a library staff person point out that the formats listed in the Labeling Multipart items policy were out of date.  We also reviewed this policy and streamlined the instructions. ILS staff have reviewed the proposed changes. E. Kersten reported she has seen VHS tapes still circulating.  H. Oliversen reported that no VHS tapes have been added to any library’s collection for the past few years, based on the posted reports.  E. Glade’s understanding of the specific details for barcode placement on books was based on the self-check scanners.  Is this no longer an issue because of RFID?  H. Oliversen reported that barcode placement was critical for the ITG types of self check units that had cabinets as the space for scanning was constrained.  That is no longer the case for units that scan barcodes and or scan RFID tags. 

iii. Vote: motion carried.

b. Revise Labeling Multipart items policy

i. Motion: J. Pond moved approval of the revised Labeling Multipart items policy.  J. Kauffeld seconded. 

ii. Discussion:  A  library staff person pointed out that the formats listed in this policy were out of date.  H. Oliversen reviewed the proposed changes.  This policy has been in place for a long time and hasn’t changed.  There were reports that some libraries aren’t labeling their materials properly.  H. Oliversen proposed that after this policy revision is approved by IC she will send an email out to libraries letting them know they may receive materials back with a note about updating/correcting the labels.

4. Discussion

a. RFID tagging policy change request – review survey results and discuss next steps.

i. Discussion: H. Oliversen reviewed the survey results with the group.  There were a few libraries opposed to this.  Some felt magazines were not worth tagging.  Some expressed concern over the cost and staff time for non-RFID libraries.  How should we progress?  Can we talk to these libraries individually to make sure they understand how this will help?  There is no cost to non-RFID libraries and tagging these additional materials can help provide a more seamless checkout experience for patrons at a self check unit.  H. Oliversen reported that some non-RFID libraries have had to replace their item barcode labels and since they they don’t have an RFID workstation, they cannot re-write the tag themselves.  They either need to ask a nearby RFID library to re-write the tags for them or send the items into SCLS and we will do it for them. The percentage of these occurrences is small and it doesn’t outweigh the benefits for patrons.  Sometimes libraries need to do things for the good of others in the consortia.  MAD couldn’t participate in Local Holds but they didn’t stop others from moving forward with it.  After discussion it was agreed that a few subcommittee members would meet to write a an informational script about what the proposal is trying to achieve, what the pros and cons are, what are the costs to the owning libraries and then each member could meet individually with the directors to see of that would assist in identifying why this would be of benefit to patrons. The workgroup will consist of Margie Navarre Saaf, Robin Behringer, and Jeff Pond. 

b. Request from SGR to add NEW LP (AD) materials to the materials for Local Holds. (NEW is defined as newly published.)

i. Discussion:  We reviewed this request at our last meeting and tabled it to review the Local Holds workgroups minutes and documents for specifics regarding the term “NEW”. 

1. Motion: A. Johnson moves to add NEW LP (AD) materials to the materials set that are eligible for Local Holds parameters.  The term NEW for LP materials is defined as newly published Large Print materials.  E. Harkins seconded. 

2. Discussion: Large Print materials tend to have unique publishing schedules.  At the point that a new title is published, the large print may or may not come out for 3-9 months following.  Sometimes a title has never been published in Large Print but is now in demand because the population is aging.  H. Oliversen went through all of the Local Holds Workgroup minutes and documentation and spoke to people who had participated in the LH workgroup.  The general agreement was that the term “NEW”, in the motions, policies and workflows, means “newly published.”  The group was comfortable moving forward with this.      

3. Vote: motion passed. 

c. Things learned from Delivery.

i. Discussion: H. Oliversen has spent some time helping with sorting since Delivery moved into the building and has had some issues that Delivery staff noted brought to her attention.  The primary issue is about Ownership labels, the 3-character (Delivery code) label that indicates the owning library.  Many libraries are diligent about adding ownership labels to their materials but this has become a critical issue for those libraries with their full names on the item barcode labels and those libraries with branches.  These labels need to be on the front face of items for quick and simple identification.  H. Oliversen will be researching an affordable option for purchasing custom printed labels for those libraries that don’t want to print their own. And the best placement of these labels per format.  The best option would be rolls or sheets of pre-printed 3/4” x3/4” identification labels. 

5. Plan for the Next meeting:  May 14, 2024, at 9:30 in person at SCLS Headquarters.  (A Zoom option will still be available for those who can’t attend in person.)

a. Margie will bring bagels.  Heidi will bring jam!

6. Adjournment at 10:42 am.

For more information about the Circulation Services Subcommittee, contact Heidi Oliversen.

SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.

Circulation Services Subcommittee/Minutes/03-2024