SIRS (McKeldin Service+ Information & Research Services Desk Committee) Minutes of meeting May 2, 2001 Present: Foudy, Lindquist, La Guerre, Nail-Chiwetalu, Norris-Gonzalez, Stanek, Stefany, Todd, Van Sant, Winker, Yocco Guests: Juanita Jackson and Terry Sayler * Visit from Juanita Jackson and Terry Sayler, McKeldin Circulation. Terry reviewed McK Circ's procedure for processing new books. 1) Trucks come from TSD as those trucks are filled. Chris Winters r selects out material for the "New Books Display Shelves." VICTOR status is "in-process" for 10 days after record entered into VICTOR at which point status automatically changes to "not checked out." New books destined for McK stacks are not manually discharged, so if a book's status is "not checked out" AND it has a 2001 imprint AND the date on the record indicates that it was entered into VICTOR within the month AND it is not found on the shelves (including the new book shelves) then we should have the patron fill out a search form. Patrons can fill out that form at the CIRC desk or at the forms which are available at the McK Info Desk. To make it easier for users, Terry and Juanita agreed that if patrons fill out the bottom of that form (with the personal information) we can attach a printout of the VICTOR record for the material that they are seeking rather than fill-out the bibliographic information portion of the form. Terry reminded SIRS that on those occasions where Info Desk staff go "behind" the CIRC desk to look for material on the new books processing trucks, we need to let CIRC staff know what we are doing AND if we actually find the material for the patron, we should let Jessie or Albert know that we're giving the book to the patron. Juanita described the "search" process for circulating material. When a patron turns in a search form, Juanita first searches the McKeldin stacks. If she finds the book, she usually places the "hold" on VICTOR for the patron and puts the book on the CIRC hold shelves. The VICTOR hold will result in a printed notification that the material is available which is mailed to the patron. If she does not find the book, she puts a tracer on it. The book status changes to "missing" once the tracer is placed. The tracer lists from VICTOR come to her and the items on the list are searched in stacks twice a week. VICTOR automatically counts the number of times that a title appears on the tracer list once the tracer is placed. After appearing 6 times without having the tracer removed because the book has been found, the VICTOR status for the record automatically changes to "missing." Once the book changes to "lost" then the patron will be able to place a hold on another UMS copy OR place an ILL request. Patrons receive a mailed notification once the book is declared "missing" and they are informed that they can place the ILL request. Terry and Juanita reminded us that we should NOT PLACE HOLDS for users who call on the telephone. Patrons need to place holds themselves, either by coming in or by working with VICTOR from home. They also reminded us that it is probably not a good practice to pull books from stacks for telephone callers and then hold those books at the desk. This practice both creates an expectation of service that we are not universally supporting AND makes such material inaccessible for other users who come into the library. Susanna suggested to Terry that with LIMS3 circulation information should be accessible to Info Desk Staff. For example, we would be better able to suggest where material might be if we knew that it had just been returned and not had time to return to stacks. * Summer Desk Hours. SIRS agreed to the following details for the Summer Information Desk Schedule. The week of May 28th -June 1st we will have single librarian coverage on the Information Desk; Cindy will put a sign-up sheet on her door. From June 4th through August 28th: Single librarian coverage according to the "team formula" Monday-Thursday 10 AM-7 PM and Friday 10 AM-4 PM. Single librarian "on-call" coverage according to volunteer sign-up Monday-Thursday 9 AM-5 PM and Friday 9 AM-4 PM (if shifts are not filled by sign-up then they will be allocated to teams according to the usual formula) That sign-up sheet will have hourly shifts and will be available after teams have done each month's scheduling SIRS agreed to monitor coverage to determine if librarians are needed later. Librarian coverage may be increased if need arises. We agreed to the following weekend coverage during Summer: Saturday one librarian 10 AM-2 PM, one librarian 1 AM-5 PM Sunday one librarian Noon-4 PM, one librarian 3 PM-7 PM Cindy will do a sign-up sheet as usual. * SIRS organizational changes. After suggesting that Yocco replace Bunn on the schedule, SIRS approved Gerri's proposed list of meeting facilitator/timekeeper/notetaker assignments. Beginning with the next meeting those roles take effect. The meeting roles assignments are attached. * SIRS role in the next TIP meeting. SIRS will ask for an hour on the next TIP meeting (May 10). Since SIRS' will be working on guidelines for practice that apply specifically to the McKeldin Info desk, we will ask Science Team to schedule this agenda item first at the meeting so that 1) Gerri can attend and 2) so that TIP members who are not interested in hearing the discussion will not be obligated to sit through the discussion. Susannah will work with Sue Baughman who will act as facilitator for that meeting. Our goal for that meeting will be to hear issues relating to the top three service "issues" raised at the first SIRS TIP session: ----the appropriateness of doing "other" work while serving on the Information Desk. And what constitutes "other" work? ----who receives our attention and in what order, person in front of us or the telephone? ----how long do we spend with a given patron? How to we accommodate that patron's need with the growing line at the desk? How does suggesting that the patron make an appointment fit into that? Or does it? SIRS goal for the summer will be to draft guidelines for best practice on these issues and to conduct a session on those drafts. Once we have established some guidelines on these issues, then we will work again with Sue B. to engage TIP on a session on how to talk with each other on fulfulling those guidelines. * Round Robin. Rovers last day for this year will be May 15. Good job rovers!! SIRS agreed to yield to McK Circ's judgement on the matter of whether on not to use the security gate "voice" feature. SIRS Meetings Schedule Summer 2001 Date Facilitator Notetaker Timekeeper 5/16/01 Yocco Garber Nail-Chiwetalu 5/30/01 Lindquist Moreton LaGuerre 6/13/01 Norris-Gonzalez Stanek Stefany 6/27/01 Todd Van Sant Winker 7/11/01 Garber LaGuerre Yocco 7/25/01 Moreton Nail-Chiwetalu Lindquist 8/8/01 Stanek Stefany Norris-Gonzalez 8/22/01 Van Sant Winker Todd 9/5/01 LaGuerre Yocco Garber