2018-07-16 Resource Access Meeting Notes

Date

16 Jul 2018

Attendees

• Andrea Loigman

• Tania Hewes

• Jana Freytag
• Emma Boettcher
• Deb Lamb
• Darcy Branchini
• Mark Canney
• Cate Boerema (Deactivated)
• David Bottorff
• Julie Petzold
• Joanne Leary
• Rameka Barnes
• Wendy Wilcox
• Kimie Kester

Discussion items

Notes

 1.   Darcy and the notice spreadsheet:   Darcy reminded us that notices can be copies/clones and new ones created.  Here is a list of other suggested notices:

1. Awaiting pickup/on hold reminder-there should be an automatic courtesy notice reminding a patron that an item has still not been picked up. For example, we send the initial “item is awaiting pickup” notice and then send another notice 2 days before the hold expiration date to remind them to pick up the item. This one is the most important for Chicago.
2. Awaiting pickup/on hold expiration—these can be sent automatically when a request is closed because it has reached the on hold expiration date. Chicago does not send these notices and would not need them, but others may. We find they are problematic and prefer to only send the awaiting pickup reminder notice.
3. Request expiration notice - unfulfilled – this notice is sent out automatically when a request is closed because the request has expired unfulfilled and never became awaiting pickup.
4. Request cancellation notice-when staff cancel a request manually, this should be sent to the patron and include any reason staff selected at the time of cancellation-these reasons are predetermined but also include an optional free text that staff can enter.
5. Delivery request fulfilled-this would be sent to a patron when a delivery request is fulfilled and automatically loaned to their account and routed for delivery  to, for example, their campus address. Chicago does not offer a delivery service, so I can’t be sure if this is necessary, but I would assume so. The language would need to be different than the awaiting pickup notice.

We agreed it would be better not to spend time wordsmithing as long as the logic is there.  We want to be able to set these notices by service desk and patron group.  Darcy will talk to the developers and get back to us.  We also need to be able to print receipts on the fly (already there) as well as send them by email.

There was some discussion about fees/fine notices – where are they sent from and who gets the fee/fines? 

2.   Tania and Item States:  She and Emma are looking for use cases that do not fit into the normal procedures:

1. Things that don’t seem to fit the 3 part model
2. Things that don’t move neatly from Needed for → Process/Availability=in process → Availability=available
3. Processes that are not preceded by Needed For i.e. users has not cherry picked items ahead of time, and processes occur as a result of some other condition in the moment

Examples could be long missing/suppressed from catalog that has been returned and now needs to be sent to cataloging for re-instatement, or a group of materials that need to be re-classed but are still in circulation.  Please send these to Tania and Emma by Wednesday for discussion Thursday. 

We have not talked through the “mechanics” and will need to talk to the developers to see how they are thinking about it.  The concept of flags exist but not sure how it will look.

Cate and NCIP:  Lehigh has agreed to develop NCIP!  Folio NCIP Planned Work & Technical Questions  Many things to Michelle!  Please review this and ask others in your shop to do the same.  Sys Ops will also be reviewing it.  We are hopeful Michelle will be here on Thursday to talk to us about it.  SIP2 is still used– will there be someone to work on this issue for us? 

 3.  Emma and Service Points and locations:  in the many to many relationship, when an item is checked in at a service point, how does the system know where to send it?  In the location set up all services points associated with the item will be shown and the primary service point will be selected.

Questions about how this would work while moving large chunks of materials, probably a batch update sort of thing.  Overall, all were comfortable with this.

The “alert at check in” for a location was discussed:

It could be a canned message or free text.  This would eliminate a steps of having something in a special location have to be put in transit and then checked in so it gets to the appropriate location.  This happens infrequently enough that staff need to have a reminder.