Librarians & Supervisors Meeting – September 7 – 1-4pm
Minutes:
• AV- Lee
o Summer – HS Bldg (some issues remain)
o MD Bldg next – classes start Jan 2011
o New bldgs will have blu-ray via pc workstations
o Centrally controllable av equipment in new bldgs
o Will order doc camera (nickname: Ladybug) via Perkins Grant
o Smart board assembly issue? Grounding issue? Temp fix will be “pull the mini plug!” Mini plug is green. This should stop the troublesome noise.
• Chair & Public Svcs – Linda
o Budget
 New allocation model. 95% of largest of either 08/09 or 09/10 expenditures in the 4000/5000 accounts. Other money set aside for PRP (Program Review Process) priority items.
 ½ of 1% set aside from general funds for special projects ($550k)
 Be careful with supplies.
o Class Schedule Timeline
o No winter intersession.
o Color copier question. Color copies are $.50 but color printing is $.30 Is this a function of the copier agreement? Do we own these color copiers? Ask Dennis. If we are able to change the pricing, we should gather more information. Linda will get back to us.
o Perkins Grant. Dell laptops (new) have been ordered (15) and a cart. We have also ordered 2 Mac laptops. New Dell laptops will be on the regular 4-year replacement schedule (2014). The new Dell laptops can be used for library instruction as well as LT classes. LT classes have priority if there is a conflict.
o Social Networking:
 We should make a plan for posting information. @ next Librarian’s Meeting.
o Acquisitions
 Textbooks. Very popular. We discussed textbook rentals. Katherine explained that rental process is decided from above at Follett. Chegg.com is a Follett alternative. Foundation loan program is done thru an application process via Palomar College Foundation office (Kim Hartwell).
 Blu-ray disc. Researched creating a new item type, etc. New bldgs will be blu-ray capable. We will very slowly begin collecting blu-ray discs. Spine label will indicate Blu-ray.
o Branch
 People are “oohing and aahing” about EJA upgrade.
 Problem with DVD playing. Will open work order with IS
 Tentative OPEN HOUSE / Thu Sep 30 / 3-5pm
 Textbooks are popular.
 Staffing. PJ may be off to help with granddaughter’s pregnancy.
 Cindi Jones retired this semester. Cheryl Delson is filling most of this vacancy. Laura Tamanaha, our intern from last semester, is also now at EJA. We should plan recognizing her at the EJA Open House.
o Cataloging
 Tech Svcs meets every first Thu of month 10-11am in the Library Conf Room.
 This summer the textbook processing project went much smoother because of advanced notice.
 Sectional inventory project. Will follow Linda S. weeding. Begin with ‘H’ section.
 Stack beautification project continues.
o Instruction
 There are now two classrooms: LL208B (LT classroom), LL208C (Library Instruction classroom)
 Reservations are on same calendar. Outlook (Library Instruction Calendar).
 Adjuncts will handle instruction sched while Katy is out for Fall. (Denise Brown?)
 Wireless has been upgraded for library instruction sessions.
 If you need laptops, please contact Katy. Please include this in the reply to the scheduling request. This is for the benefit of the reference svcs staff (Randy & Mary or Fri/Sat staff) so that they know when the laptops are needed.
 Promote library instruction when the opportunity arises. Some faculty don’t realize that information literacy instruction is available (or they are forgetful) so please remind them.
 Maternity leave begins October 12 but could be earlier. Will be back in Spring but will only be at the library 20% because Katy will be SLO Coordinator 80% time while Marty Furch is on sabbatical (Spring 2011).
o Serials & Databases
 Tami needs add’l help with electronic rsrcs because of shifting duties of existing adjuncts. Linda S?.
 Library Techs did great work during the summer with serials collection management. Many titles were removed. Five add’l titles in AUX periodicals are on hold for withdrawing so investigation of donation can happen. No add’l room downstairs to put add’l material. Collection is still split between 2nd and 3rd floors.
 Updated serials numbers and expenditures were created for Annual Report.
 Password distribution is required for certain online resources that require passwords and can’t be IP authenticated via the EZProxy. The link to the passwords will be in the catalog records for the resources that require passwords.
 Intellicom is still inconsistent.
 GIS funded via Perkins Grant for Science Direct
 Tech Ed funded via Perkins Grant for fashion databases.
 Pricing for DBs goes up as we now a “very large” college. Some DBs have already increased in price. Where will this increased funding come from?
o Systems
 Sirsi upgrade planned for Summer 2011 (please see attached document for more specifics)
 iPads @ Information Desk for staff use? Peggy will discuss this at the next Public Services Meeting
o Library Manager
 No report
o Staff Supervisor
 Outreach Opportunities
• Sep 15, Oct 6, Oct 23 (mostly from 10-2)
 Manager’s Musings
• Did you help a patron who said they were from athletic something got the passkey for the copier? He got and has the passkey for the copier.
 Displays
• Furniture display coming in next week (Brad)
 Tomorrow is disaster class for LT class. Please be careful.
 Book group meets Friday (The Tinkers)

Flash Drives Available at Reference Desk

Good idea from Kelly!

Flash drives are now available for students to use when they need to transfer data from one computer to another. The flash drives will need to be signed out at the reference desk. They cannot go out of the library.

The Techs at the reference desk will have primary responsibility for the flash drives but of course, the librarians can assist a student with signing one out and/or using it.

Mary has updated the checkout sheet to add a column for the flashdrive checkout. Rather than a number, the flashdrives are identified as either "sushi" or "donuts."
When you see them, you will understand why.

Please let me know if you have any questions about the use of the flash drives.

Need Students to Make Video

We are making a video for our Mitigating Library Anxiety Grant. We plan to interview students to discover how they use the library and what we can do to improve the quality of their time spent in the library.

If you know of a student who would be interested in being filmed for this video, please let me know. We would especially like to have students who would be willing to comment in Spanish about their library experiences.

More information is also available on our public library blog:
http://pclwhatsnew.blogspot.com/

Please see the video below.

Excerpts from Manager's Musings 3-16-09

VITA & Tax Information
We are no longer a VITA Tax Assistance site and cannot provide income tax assistance. Most of you are aware of this. However, there are apparently some local referral agencies that have a list that still includes our name as a service-provider I have had several calls from folks who want help with their taxes. I have ascertained where they got their information and have called those agencies to ask them to remove our name from their list. However, you still may get the odd call from someone who has been given old information. Please advise them to go to the IRS website for federal tax information. For California tax info they can visit ftb.ca.gov or call 800.338.0505.

Japanese Literature:
Some of our recently processed books that are part of the Japanese Literature purchase were accompanied by a poster giving a thumbnail sketch of 5 of the books. Byung suggested displaying the poster & books together. They will replace the “Give Peace a Chance” display near the elevator”.

Escondido Public Library:
The Escondido Public Library has new programs and attractions, however, their hours have changed. Please be sure to note their new, curtailed open hours schedule.

Highlights from the Public Services Meeting Held 3/12/09

Many of you have used the hand-held scanner recently to scan barcodes on library materials that were not checked out to patrons, but were used in the library. Thank you for helping with the testing and development of this procedure. It has proven to be very worthwhile in the high statistics that it gives us. Please ask Pat for more details of exactly what you should scan when you are working at the Circ desk since this process has evolved since the meeting minutes below.

This spring and summer we will be making a big change in the location, call numbers and shelving of Instructor Reserve materials. First of all, the materials in the Rare Book room will be weeded and the ones we are going to keep will be moved to a small storage room in the NE corner of the 3rd floor. We will then move ALL Instructor Reserve materials into that room, with overflow or future growth of the collection going on the shelves behind the circ desk that currently house the closed IR materials. There will no longer be any IR materials in open stacks along the brick wall in the Reference area.

In addition to this change in location, the call numbers on all IRs will change. They will clearly state that the item is a reserve, it will have the course name and number as well as the first three letters of the instructor’s last name.

And the third change is that all of the IRs will be on the shelf in order of the course name rather than the instructor name.

n You will see the term “library anxiety” used in the minutes. Linda, Byung and Katherine received a grant to fund some training and activities for library staff this year with a goal of helping our patrons overcome their library anxiety. So it doesn’t refer to anxiety that any of us have about working here!

Student Use of Fax Machine and other Changes

At the Librarians and Supervisors Meeting on Tuesday, March 3, the following decisions were made.

Fax Machine Policy for Students

Is there a fax machine in the library for student faxing? Is there a policy regarding student faxing? These questions arose at the last Public Services meeting and Linda asked for clarification regarding these issues.

After much discussion it was decided that the fax machine currently located behind the circulation desk would be removed. We do not offer fax service for students at the library. A list of local fax resources will be compiled.

Jay will look into the possibility of moving the fax machine into Dennis' office. He will look into whether or not there is a phone line in that office that can accommodate it. The fax machine was originally meant to be located in that office for Isabel's use with ILLs.

Scanner Attached to DPSP Computer

Students are allowed to use the scanner in the DSPS area. They must give up that computer if a disabled student needs to use it.

Librarians at Circ Desk in Search of Reserve Items

Issues associated with some librarians accompanying students to the Circulation Desk to retrieve reserve materials were discussed. It was decided that the librarian is to simply send students seeking reserves to the Circulation Desk for help - or if they must accompany them, hand them over to Circ staff rather than go behind the desk. This should eliminate the problem of students returning to the Circ Desk and going back to retrieve books themselves.

If you have any questions about these items, please see your supervisor.

Public Services Meeting Highlights

Thursday 02/26/09

RESERVE RESULTS

Pat shared that the working committee met and have devised the following suggestions:

1. All reserves will be 2 hours unless the instructor has approved a different time limit.
2. Reserves will be on the shelves by course name and number: personal copies will still include the instructor's name.
3. Open reserves will now be closed reserves and will be kept behind the desk.
4. Request that the Rare Book Room be used to accommodate the added reserves.

These suggestions were brought before the librarians who approved them unanimously.

The new policies will start in the fall 2009 semester. Preparations will take place during the summer months. Mary will need help editing records and Pat is asking for qualified volunteers.

Shortly before the end of each semester a letter will be sent to instructors asking if they want their books to remain on reserve for the upcoming semester. If they fail to reply their personal books will be returned to them via their departments and all others will be moved back into the stacks. Judy will be sending a letter to all departments notifying of the new procedure.

ILL FORM

Isabel discussed the ILL forms and asked that all staff take extra care to make sure every line of each form is filled out and initialed by the person accepting it. It is especially important that they specify if they are willing to pay, and if so, how much they are willing to pay. Also their phone/contact information and the expiration date of the ILL request is very important.

ILLs should start at the Reference Desk, get the required librarian's signature and then come to the Circulation Desk.

3rd FLOOR - FOOD and TALKING

Pat shared that since the new policy started there is much more evidence of drink cups and cans, especially in 3rd floor carrels and foot-long sandwich wrappers, napkins, general trash from students eating and drinking upstairs. In the evening especially there is much more clean up required. Linda will take this issue back to the Librarian's and Supervisor's meeting for further clarification.

Noise issues on the 3rd floor are being made worse by group study tables located in the stairwell area of the 2nd floor. Noise from study groups at these tables is being drawn up through the opening between the two floors and causing excessive noise in the quiet study areas of the 3rd floor.

CELL PHONE USAGE

Cell phone usage is already banned on the 1st and 3rd floors. The issue will be brought up at the next Librarian's and Supervisor's meeting. In the meantime a sign or signs should be put up asking that all cell phones be set to vibrate while inside the building. It was further decided that people speaking loudly on their phones in the 2nd floor foyer would be asked to go outside while talking.

TECHS AT REFERENCE DESK

Techs working at the reference desk were asked to be more mindful during busy times and make more of an effort to encourage students/patrons to use their services.

EQUIPMENT

Linda announced that there was money available for equipment and asked for ideas and suggestions.
Michael suggested quiet pencil sharpeners - Linda felt that would fall under the category of Supplies and not Equipment. A scanner for student use was suggested as were a couple of backup keypads and a new fax machine. Pat also suggested a cash register.


OTHER

1. Pat asked that when checking out material techs be sure to tear off all receipts and either give them to the student or destroy them.

2. Discussion took place regarding proper reserve procedures behind the circulation desk. Adjunct librarians have been bringing students behind the desk, finding the material they need, handing it to the student and instructing the student to take it back around the desk and check it out. This creates problems when students do not carry through and properly check material out. And, it leads to students thinking that they can come behind the desk and retrieve their own reserve material - which is definitely a no-no. It was suggested that adjuncts be notified that this isn't the correct procedure and in fact they don't need to accompany the student to the circulation desk. Instead they should send students directly to the circulation desk for help with reserves. It was further suggested that a blog with updated information for adjunct librarians be instituted.


3. Another subject for the next librarian's and supervisor's meeting was suggested - catalog changes with location of display has caused major havoc with circulation - would like this issue brought to the librarian's attention.


4. A change in boom-boxes/audio CD players in study carrels will be made. From now on only two will be left in carrels; all others will be moved into a storage area to be determined, in order to free up more space for study needs.

Meeting adjourned: 12:40 pm
Many thanks to Chris Bundy for taking the minutes of the meeting.