PALNI Group Circulation: Best Practices and Reconciliation Discovery to Delivery VII April 7, 2017

Mix of small to medium sized academic institutions Mix of small to medium sized academic institutions. There was also a mix of circulation staff and ILL staff. We tried to have a good mix as we tackeled the endeavor.

PALNI + WorldShare = PALShare Formed PALShare Admin Team Met frequently Tested numerous scenarios Created policies PALNI directors were committed to moving forward with group circulation. Representation from circulation and Ill functions.from a number of library sizes. Because group circ was activated with migration, we were able to test various scenarios. We also met with other groups to see what policies or procedures they were using Procedures for handling group hold requests - testing, development requests, bugs, procedures

Best Practices - Lending Pulling Materials Processing Outgoing Materials Lending Returns Check at least once a day / Unable to fill + only one left/ poor condition / Owning library patron want book too/ Multi Volume Set Routing Slips/ PALShare Labels / Do not put patron name on the label / Prepare books for INfoExpress Check in item as soon as it returns/ Damaged Materials should be reported right away.

Lables

Best Practices - Borrow Arriving Requests Borrowing Returns Miscellaneous Check in/ patron name on label +mark out when returning / Place book on the hold shelf or designated location/ Check Clear Holds and return expired requests/ When patron arrives check out book using lender barcode/ desenitize book Check item in using lender barcode/ Mark out name of label/ sensitize book/ prepare for INfoExpress Check shelves for overdue materials/ Run in Transit reports periodically + check shelves/ Check open holds periodically - no item lost in black hole.

Reconciliation Goals Things to Keep in Mind Process Keep billing relationship between patron lib and home lib/ Streamline process for funds changing hands between PALNI libs/ Provide a consistent policy for long overdue and lost items. Shared Circ policy not ILL/ Evolving practice + can be changed by PALSare admin team with consultation from Fulfill group/ Annual reconciliation July - June/ Individual libs can opt to charge their patrons/ No credits for materials returned after reconciliation + still need to return to lender May Long overdues are analysed/ remove any item avail./ Patron lib contact lender with overdue items and returns/ June - Mater Spreadsheeti prepared. Have all libs check their shelves. Lost item is $75.00 lender receives $75.00./ After bills are settled, libs proceed with cleanup - delete overdue/lost items. Lenders decide whether or not to replace/ Home libraries decide whether to charge patron.

Future of PALShare What’s next? OneButton

Contact Information Barb Chen University of Saint Francis bchen@sf.edu Any questions?