Local Holds Workgroup Notes

May 24, 2022, 1 pm

Phone/video conference (BlueJeans)

 

Goal: Identify factors and identify ways to address them, including data (by June ILS Committee meeting)

Charge: Examine the factors involved with implementing a local-holds and local-use-only policy for new materials. Gather information to assist with this charge

Action Item:
None

Present: Erin Foley (ACL) Cluster 1, Renee Daley (ROM) Cluster 1, Kendra Kimball (WID) Cluster 2, Lindsey Ganz (COL) Cluster 2, Eddie Glade (PCPL) Cluster 4, Meagan Statz (PDS) Cluster 5, Jill Porter (MFD) Cluster 6, Heidi Cox (MCF) Cluster 7, Bailey Anderson (BER) Cluster 8, Margie Navarre-Saaf, Michael Spelman, Molly Warren, Susan Lee, (MPL) Cluster 11-13. 
Absent: None
Excused: Nate Snortum (DCL) Cluster 9-10
Recorder: Michelle Karls (SCLS)
SCLS Staff Present: Vicki Teal Lovely, Heidi Oliversen, Tim Drexler

1.      Call to Order at 1:03 pm

a.      Introduction of guests/visitors. 

                                                              i.      None.

b.      Changes/Additions to the Agenda. 

                                                              i.      None.

2.      Approval of previous meeting notes: 5/3/2022 and 5/17/2022

a.      Please let us know if you have any changes.  These are notes and not minutes.  If we convene at a later date (if pilot is approved at IC) we can “officially” approve them. 

3.      Discussion

a.      Review survey results

                                                              i.      Discussion: V. Teal Lovely reviewed the survey summary for the group.  38 LINKcat libraries voted. 

b.      Identify top concerns and top benefits (factors)

                                                              i.      Discussion:  This was reviewed in document.

c.       Identify data dimensions

                                                              i.      Discussion:  We also discussed this at the last meeting.  We will be working through these and look for other data sources.  Libraries may want to review the Purchase Alert Reports and Holds Queue associated with this.  The Batch Item Editor tool can be used to change codes and ILS staff are working on a development request to approve it but we are unsure when this will be completed.  SCLS could potentially implement these changes to new items. There will also be a google form created for libraries to report patron frustration. 

d.      Identify parameters for proposed pilot present to (Circulation Services Subcommittee)

                                                              i.      Discussion:  V. Teal Lovely reviewed the proposed pilot project.  60 day hold threshold was most popular from the survey.  Libraries may put items into general circulation sooner.  We are not asking libraries to discontinue their lucky day collections.  There was discussion about which formats to include. MFD does their pilot project for all Adult Fiction.  Non-fiction are used only if they buy multiple copies.  We are giving permission to libraries to keep as much new adult fiction/non-fiction for up to 60 days.  Should we make decisions for the best data or should we do this in the way we might want to use local holds moving forward?  T. Drexler stated that we want to control everything for data but that’s rarely possible.  We will be looking at trends over time and libraries need the flexibility.  V. Teal Lovely added a statement to the proposal to reflect this.  The group decided on Adult book fiction format for the pilot project.  The potential ITYPE would have a 14 day loan period.  Or we can create a new ITYPE just for this project (BKALH14).  We will wait on adding other formats.  Circulation issuing rules will need to be discussed for this.  Will we allow renewals if no other locals holds on the item, etc.?  The group agreed on no renewals for Local Holds Only items.  H. Oliversen will create the circulation rule with no fines (exceptions for this should be submitted using the Circulation Issuing Rules Update form.)  We would like to change the start date to July 1st.  We will use this additional time to recruit people participants, do necessary set-up in production, and work on creating a form where libraries can report patron frustrations. 

e.      Prepare information for ILS Committee

                                                              i.      Discussion:  V. Teal Lovely updated the proposal as we made changes.  ILS staff will review and post it to IC meeting page and send it out to all libraries for review.          

4.      Action Items  

a.      Recommendation to ILS Committee

                                                              i.      Motion:

                                                             ii.      Discussion:

                                                           iii.      Vote:

5.      Review Timeline

1.      April 6, ILS Committee discuss project and approve forming a work group

2.      Form work group to identify issues to study (including data)

3.      May 3, Work group meets

4.      May 10, Circulation Services Subcommittee: discuss parameters for pilot

5.      May 17, Work Group meets

6.      May 19, All Directors—update on project

7.      May 24, Work Group meets

8.      June 1, ILS Committee vote on pilot project (June 15 through December 30)

9.      If pilot is approved, the project progresses as follows

10.  Recruit pilot project participants and begin setup

11.  June 15 or July 1, Pilot project begins

12.  Work group continues to meet to study issues through November 30

13.  July 21, All Directors—update on project

14.  October 5, ILS Committee decides if vote should be done by ILS Committee cluster reps at November 17 All Director’s meeting or December 7 ILS Committee

15.  November 17 All Directors meeting: Work group provide information on project

16.  November 17 or December 7 vote

17.  December 30, pilot ends

a.      Discussion:

6.      Plan for Next meeting: 

                                                              i.      We will schedule another meeting after the IC vote (depending on the outcome at that meeting). 

7.      Adjournment at 2:31 pm.

 

For more information about the Local Holds Workgroup, contact Vicki Teal Lovely.

 

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

 

Local Holds Workgroup/Notes/5-24-2022