2025-02-20 Reserves Meeting notes

 Date

Feb 20, 2025

Recordings

NOTE: RESOURCE ACCESS SIG USES EITHER ZOOM’S AI NOTES FUNCTIONALITY OR MICROSOFT COPILOT TO PROCESS THE TRANSCRIPT. If you would prefer that we do not use AI any session you attend, we are happy to! Please alert the convener at the start of the meeting.

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 Participants

Discussion topics

🗣️ Discussion Points:

1. Review of New Tickets (11:03 - 11:06)

   • Olga introduced the newly submitted tickets and discussed the process of reviewing and ranking them.

   • Susan suggested going through the new tickets to ensure everyone understands them.

2. Ticket Introductions (11:06 - 11:21)

   • Ticket 3: Cornelia discussed the need for indicating inventory items on reserve. She emphasized that it should be clear which course an item belongs to without needing to check the courses app. This would streamline the process for staff and reduce the time spent navigating between different systems.

   • Ticket 4: Olga and Susan discussed permissions for viewing course and term information in the research view. They highlighted the need for users without editing permissions to still see which course an item is reserved for. This would ensure that all relevant staff members have access to necessary information without compromising the integrity of the data.

3. Course Duplication Issues (11:21 - 11:36)

   • Shannon and Erin highlighted issues with course duplication, where items revert to default locations. This problem occurs when a course is duplicated for the next semester, causing items to lose their specific locations and revert to a default setting. This issue creates additional work for staff who have to manually correct the locations.

   • Ann and Olga shared their experiences, noting that this issue does not occur in their institutions. They suggested that other libraries check if they experience the same behavior to determine if it is a widespread problem. This would help in identifying whether the issue is due to specific settings or a broader system flaw.

4. Workflow and System Behavior (11:36 - 11:50)

   • Discussion on Item Behavior: Susan raised questions about the logic behind item location changes during course duplication. She pointed out that when a course is duplicated, the items should ideally retain their specific locations rather than reverting to a default setting. This inconsistency in behavior creates additional work for staff who have to manually correct the locations.

   • Preferred Workflows: Thomas suggested that instead of focusing solely on what is currently broken or not working as expected, the group should outline their preferred workflows. By documenting the ideal workflow for course duplication and item management, they can better identify where the current system falls short.

   • System Shortcomings: The group discussed various scenarios where the current system's behavior does not align with their needs. For example, Shannon mentioned that when duplicating a course for the next semester, the items attached to both the original and duplicated courses revert to a default location. This issue requires staff to manually update the locations for both courses, which is time-consuming and prone to errors.

   • Potential Solutions: Ann suggested that the issue might be related to specific settings or configurations within the system. She proposed that other libraries check their settings to see if they experience the same behavior. Thomas added that understanding the desired workflow could help in pinpointing the exact areas where the system needs improvement.

   • Action Plan: The group agreed to investigate the issue further by having other libraries check their course duplication behavior. They also decided to document their preferred workflows to provide a clear reference for identifying system shortcomings and potential solutions.

5. Instructor Addition and Media Booking (11:50 - 12:00)

   • Instructor Addition: Susan discussed the need for adding instructors during course creation, noting that it is currently a two-step process that could be streamlined. She suggested that the system should allow for instructors to be added at the same time as the course is created, which would save time and reduce the potential for errors. This change would improve the efficiency of course setup and ensure that all necessary information is entered at once.

   • Media Booking Functionalities: The group also discussed the need for media booking functionalities. Anja and Olga expressed interest in booking functionalities for equipment and room booking, highlighting the potential benefits for their institutions. They noted that having an integrated booking system would improve efficiency and ensure that resources are allocated appropriately.

     • Current Challenges: Anja mentioned that their current system for booking equipment and rooms is fragmented and inefficient. Staff members often have to use multiple systems to manage bookings, leading to confusion and double bookings.

     • Proposed Solutions: Olga suggested that an integrated booking system within their existing platform would streamline the process. This system would allow staff to book equipment and rooms directly through the course management interface, reducing the need for multiple systems and improving overall efficiency.

     • Potential Benefits: The group discussed the potential benefits of such a system, including improved resource management, reduced administrative workload, and better coordination among staff. They also noted that an integrated booking system could provide valuable data on resource usage, helping to inform future planning and decision-making.

6. Integration with Learning Management Systems (12:00 - 12:10)

   • Susan and Thomas discussed the integration of course reserves with learning management systems (LMS). They mentioned Duke's work on an API for Blackboard integration, which allows course reserve data to be pulled into the LMS. This integration would enable students and faculty to access course reserve information directly from their LMS, improving accessibility and convenience.

   • Thomas noted that while there is a proof of concept, further development is needed. The group discussed the potential benefits of such integration for improving course reserve management and accessibility. They also considered the challenges involved, such as ensuring data consistency and managing permissions across different systems.

7. UI Improvements and Automated Pull Lists (12:10 - 12:30)

   • UI Improvements: The group discussed various UI improvements for course management, focusing on the need for better display and sorting functionalities. Anja emphasized the importance of having call numbers displayed in the reserves pane for easier management. This would allow staff to quickly identify and locate items, improving efficiency.

     • Current Limitations: Susan pointed out that the current system does not display call numbers in the reserves pane, making it difficult for staff to manage items effectively. This limitation requires staff to manually look up call numbers, which is time-consuming and prone to errors.

     • Proposed Enhancements: The group proposed adding call number display and sorting functionalities to the reserves pane. This enhancement would allow staff to sort items by call number, making it easier to locate and manage items. They also suggested adding printing capabilities to the reserves pane, enabling staff to generate printed lists of items for easier reference.

   • Automated Pull Lists: The discussion also covered the need for automated pull lists. Susan and Anja highlighted the benefits of generating pull lists in call number order to streamline the process of retrieving items from the stacks. They noted that having an automated system for generating pull lists would save time and reduce the potential for errors.

     • Current Challenges: Anja mentioned that their current process for generating pull lists is manual and inefficient. Staff members have to manually compile lists of items, which is time-consuming and prone to errors.

     • Proposed Solutions: The group proposed developing an automated system for generating pull lists. This system would allow staff to generate pull lists in call number order, making it easier to retrieve items from the stacks. They also suggested adding filtering capabilities to the pull list generation process, enabling staff to filter items by various criteria such as location, status, and course.

     • Potential Benefits: The group discussed the potential benefits of an automated pull list system, including improved efficiency, reduced administrative workload, and better coordination among staff. They also noted that an automated system would reduce the potential for errors, ensuring that items are retrieved accurately and efficiently.

8. Bulk Edit and List App Integration (12:30 - 12:50)

   • Thomas suggested exposing courses to the lists app for better management. This would allow for more versatile handling of course reserves, including generating pull lists and managing items more efficiently. He noted that the lists app is actively being developed and could provide a useful tool for managing course reserves.

   • The group also discussed the potential of bulk edit functionalities for course reserves. Olga mentioned existing tickets for bulk edit and the need to add more features to improve the overall workflow. They considered how bulk edit could be used to streamline tasks such as updating item locations and managing course information.

✅ Decisions Made:

• Review and Rank Tickets: Participants agreed to review and rank the new tickets before the next meeting.

• Focus on Workflows: Thomas suggested focusing on preferred workflows to identify system shortcomings.

📌 Action Items:

• Review and Rank Tickets: All participants to review and rank the new tickets (Deadline: Next Meeting).

• Check Course Duplication Behavior: Libraries to check if they experience the same course duplication issues (Responsible: All Libraries).

• Add New Tickets: Participants to add any new tickets or features they think of (Responsible: All Participants).

📊 Data & Insights:

• Course Duplication: Issues with items reverting to default locations when courses are duplicated.

• UI Improvements: Need for better UI functionalities, including call number sorting and printing capabilities.

• Integration: Potential for integrating course reserves with learning management systems.

🔄 Follow-Up:

• Next Meeting: Discuss the ranked tickets and focus on refining workflows (Date: TBD).

• Check Course Duplication: Libraries to report back on their findings regarding course duplication behavior.