2020-4-16 Resource Access Meeting Notes

Date

Apr 16, 2020

Attendees

@Andrea Loigman
@Anya
@Brooks Travis
@Cate Boerema (Deactivated)
@Rameka Barnes
@Joanne Leary
@mey
Ajay Menon
AnnMarie Gray
@David Bottorff
@Cynthia Lange
@Andy Horbal
@Monica Arnold
@Christina Raus
@Kimie Kester
@Allison Estell
@Emma Beck
@Schwill, Carsten
@Emma Boettcher
@Cheryl Malmborg
@Donna Minor
@Brian Arrigo
@Jana Freytag
@tpaige@umass.edu

Discussion Items

Time	Item	Who	Description	Goals

Time	Item	Who	Description	Goals
2min	Housekeeping			Notetaker - @David Bottorff
40min	Circulation	@Brian Arrigo & @Brooks Travis	Implementers

Topics we like to take to the Monday Meeting

Topics we like to take to the Monday Meeting

Not naming/renaming the fixed due date schedule data entry table

Notes

Permissions for Circulation set up (Covered 2/20)
Patron Groups (Covered 2/20)
Locations (Covered 2/20)
Loan Types(Covered 3/2)
Material types (Covered 3/2)
Overdue Fine Policies (Covered 3/2)
Lost item fee policies(Covered 3/2)
Request Policies (Covered 3/2)
Request cancellation reasons (Covered 3/2)
Patron notice policies (Covered 3/2)
Patron notice templates (Covered 3/2)
Fixed due date schedules (Covered 3/5)
Staff slips (started on 3/5)
Loan policies

Brooks Travis at MSU leading us through Loan Policies

Creation form - fixed versus rolling,
- a limit on due dates can be placed to truncate due date based on end of term, etc. for rolling due dates
- fixed select a schedule, anywhere within a range receives the same due date
- loan periods of minutes hours days, weeks, months
- setting for handling what happens if library (really primary service point) is closed
- grace period same intervals as loan period
- item limit within a loan policy, item limits across loan policies for patron type will be handled elsewhere
- renewal settings
  - is it renewable? how many renewals? is there an upper limit on renewals other than unlimited?
  - does it renew from current due date or system date? only for rolling dates; fixed uses the schedule
  - renewal interval can be different than original loan interval
- request management
  - how long do they have to return a recalled item
  - maximum guaranteed loan period for recalled items
  - okay to leave blank if recalls are not allowed
  - holds: alternate loan period at checkout, or at renewal
- what was the thought exercise to create the loan policies? what puzzles had to be solved?
  - tried to duplicate this from sierra (all in one policy)-had to tease out differences into multiple policies in folio was the main challenge
  - used a spreadsheet with original loan rules and copied and pasted things around so all similar loan policies were together, highlighted the differences, if only difference was, for example, in notification policy, only one policy needed to be created and notifications could be handled separately. in some cases, policies had to be duplicated to account for minor differences
  - challenge is how to apply these policies to circulation rules (next week)
  - 26 loan rules in Sierra, 2 not being used, 5 were exact duplicates, will have a similar number of loan rules, slightly condensed but not much
  - circ rules - Sierra uses a matrix (192 locations) building loan types instead to make this easier
  - Simmons - putting the pieces of the puzzle together was similar process
- Anyone else working on this kind of logic setup yet? Duke is still in early thinking phases - want to use FOLIO as an excuse to change a lot of things, to condense the rules they have, hopeful that mix and match of policies and circ rules, will be able to reduce complexity
- political ramifications for changes? a stage of simplification will include open forums within library system and taking criticism seriously, patron outreach is part of communication plan
- At Chicago we were very worried about a change for faculty from indefinite loans to annual loans with unlimited renewals, but there was almost no push back at all
- course reserves loan rules often put together 20 years ago, didn't even know what their loan rules were, was easier to get uniform rules than expected
- can be helpful to print out loan policies or some form of communicating/clarifying/visualizing loan policies
- visualization can really help to point out minor discrepancies and advocate for consolidation/simplification
- Carsten - would be nice to limit number of renewals in conjunction with automated renewals