Circulation Services Subcommittee Minutes

January 14, 2025 at 9:30 am

Zoom session

Action Items:

None

Present: Zach Ott (BAR), Jeff Kauffeld (MAD), Margie Navarre-Saaf (MAD), Emily Harkins (WAU), Kelly Heasty (MCF), Erica Kersten (PIN), Eddie Glade (STP), Autumn Baumann (POR), Jennifer Foster (FCH), Robin Behringer (STO), Alyssa Diaz de Leon (REE), Alice Johnson (MOO), Andrew Branstad (MTH), Jeff Pond (MRO), Claire Parrish (MCM)

Absent: Steev Baker (SUN), Ronda Evenson (VER)

Excused: Tanya Bolchen (MID)

Recorder: Michelle Karls (SCLS)

SCLS Staff Present: Heidi Oliversen, Cindy Weber

1. Call to Order at 9:30 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: November 12, 2024

a. Motion: M. Navarre Saaf moved approval of the November meeting minutes.  J. Kauffeld seconded.

b. Discussion: none.

c. Vote: motion carried.

3. Action Items

a. None.

4. Discussion

a. Review SCLS Guidelines for registering Patrons [Section 5 Patron Record and Registration, Part C]: but your suggestions for revision to the meeting.

i. Discussion: H. Oliversen sent an email with a link to a google document of the SCLS Guidelines for Registering Patrons out to the group and asked the group to review and suggest changes.  This section hasn’t been revised in some time and it was brought to our attention that this is out of date.  MAD has a new staff member reviewing patron registration forms and they followed the manual instructions.  They sent a patron registration form to a library of residence and the library responded that they did not want the forms.  Since we recently got the PSTAT verification report, M. Navarre Saaf wanted to ask if now would be a good time to revisit this and see if libraries would be comfortable with not sending patron registration forms to the library of residence.  Do libraries in attendance still want paper registration forms if the patron records have been created at another library?  J. Kauffeld would still like to get them because since taking this over, he has found errors between the entered data and original applications.  He reported that it’s not just mistakes with PSTATs.  More common mistakes he’s found include incomplete addresses, incomplete phone numbers, incomplete emails, and the pickup location hasn’t been set to the library of residence.  E. Kersten asked if we can send out suggested formatting for how to correctly enter date for the patron records.  SCLS cannot mandate how libraries choose to enter data but we could send out a reminder.  Patron record formatting used to be more critical when we were on Dynix and patron records were sorted by entries in all caps, mixed case, and all lower case rather than sorting them alphabetically.  Microsoft Excel and newer library software has decreased the need for this.  It seems too difficult to ask libraries to remember which libraries don’t want to receive the paper forms.  It’s a courtesy to send the paper form and if libraries don’t want to receive them, they can simply shred/discard the forms according to their local library policy.  H. Oliversen updated the section based on input from the group.  She will email the current draft to the group following this meeting.  Please submit any other suggestions within the next week and she will review them.  When we are finished with updates, the changes to the guidelines will go first to the ILS Committee for approval and then to the Administrative Council for review/approval.  H. Oliversen will confirm with V. Teal Lovely that the ILS Committee should review/approve before sending to the AC.

ii. 1/22/2025. Emailed group to request a motion to submit the recommended revisions to the ILS Committee.

1. Motion: K. Heasty, seconded by E. Glade. Majority of members approved the motion via email.

5. Plan for Next meeting:  March 11, 2025 at 9:30 am via Zoom session

6. Adjournment at 10:50 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/01-2025