Local Holds Workgroup Notes

June 14, 2022, 10:30 am

Phone/video conference

 

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 Items:

None

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

 

1.      Call to Order at 10:33 am

a.      Introduction of guests/visitors.

                                                              i.      None.

b.      Changes/Additions to the Agenda.

                                                              i.      None.

2.      Approval of previous meeting notes: 5/24/2022 (approve at next meeting)

3.      Discussion

a.      Standard library setup

                                                              i.      H. Oliversen reviewed the procedural instructions for libraries with the group.  This document also incorporates Best Practices. We are not able use the first check-in date as a limiter to identify these items (first check-in after processing is complete) so we ask libraries to add a Staff Note to the records, indicating the month the item was added as a new Local Hold item [2002 JUNE NEW].   H. Cox asked if the mobile app will show both statuses (Available/Local Hold)?  A. Gannaway checked and it only shows the Local Hold status on the mobile app (Item does not display the Available status).  C. Weber has crafted an on demand report that extracts items based on the new item type and staff note.  Work Group members should go into the sandbox and practice.  H. Oliversen created has created the LH item type in Production and started creating Circulation Issuing Rules for libraries who are participating in the pilot project.  H. Oliversen added a part about being able to batch change the note into the instructions.  We will update the Workflow document with more specific instructions for Batch Item Edit (H. Oliversen will update and K. Linke and A. Gannaway will provide input).    

b.      Best practices

                                                              i.      H. Oliversen reviewed the questions that were submitted by libraries and asked for input from the workgroup members.  This could also provide answers for the talking points document.  S. Lee expressed that she considered not being able to cluster within MPL branches a deal breaker because they use the same collection development/budget.  She is hoping that we can find a way to employ a clustering option that will be able to do this and expressed her concern that this project conflicts with South Central’s larger principle of resource sharing.  A question was asked about the Don’t Miss Lists and if we could exclude only copies that are local holds.  This would be complicated and is something that we would have to explore for the long term. Should unique titles be allowed to be local holds only?  The workgroup will continue to meet through the project duration and this is a question that will need to be addressed.

c.       Marketing

                                                              i.      E. Glade mentioned doing a Patron survey to get their views on the pilot project.  We are planning to create a Google Form to document patron questions and issues with this pilot project.  Can we make it accessible to patrons?  Yes.

d.      Talking points for patrons

                                                              i.      H. Oliversen reviewed the draft document with some of the questions already asked and requests input from the workgroup for potential information for the Talking Points as well as any additional points that workgroup members think should be included. These Talking Points are more geared towards answering questions from patrons than from staff but can be used for both.  H. Oliversen will convert this to a Google Form and send out to the workgroup members for input. There will be a deadline date in the email.  Will add a question about marketing to this document. 

e.      Data

                                                              i.      We are scheduling meeting for June 30 to dive into data more. 

f.        Soft start of pilot

                                                              i.      July 1st date is the target, but we realized it is close to the holiday/long weekend and potential vacations.  We propose a soft opening for libraries interested to begin on June 27.  H. Oliversen will follow-up with libraries to see if there is interest in this.   

4.      Action Items  

a.      None.

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.  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

6.      Plan for Next meeting: 

                                                              i.      June 28th at 9:30 am at Circulation Services Subcommittee – review everything

                                                             ii.      June 30th at 10:30 am – data (no SCLS conflicts)

                                                           iii.      Schedule regular monthly meeting time?

7.      Adjournment at 12:01 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/6-14-2022