Circulation Services Group
May 17, 2006Alice Moulton Room, Gerstein Science and Information Centre
2:15 p.m.
Present: Neil Allen (Engineering, Chair), Lorna Young (Regis, minutes), Linda Oliver (Vic-Pratt), Jan MacLean (Music), Patricia LaCivita (UTSC), Erin Anderson (Trinity), Helen Michael (RSSC rep, Gerstein), Mei Chu Lin (EAL), Jack Howard (ROM), Lisa Doherty (Architecture), Helen He (Dentistry), Joy Shanfield (Consortium-Toronto Rehab), Anna Szot-Sacawa (Law), Lari Langford (Robarts).
Regrets: Lynda Hayes (Emmanuel), Bonnie Horne (Gerstein), Renata Holder (Gerstein), Terry Correia (Robarts), Mike Hamilton (Media Commons), Susan Cozzi (ITS)
Minutes from April 19/06.
Lari suggested some corrections to the minutes under “Other business”. Lorna will adjust the minutes and send them to Neil so that they can be re-posted on the Web.
Business Arising:
Terms of Reference
The revised Terms of Reference were approved at the Library Council Meeting on April 26, 2006. The ex-officio members are as follows:
Head, Access and Information Department, Robarts Library, 1
Access & Information Co-ordinator, Gerstein Science Information Centre, 1
SIRSI Librarian, Information Technology Services, 1
The mandate of the Circulation Services Group is: to co-ordinate circulation policies and procedures and training in order to provide effective circulation services
Fines notices and Claims Returned notices: 300 “claims returned” notices were sent to 250 users.
E-commerce: this is not progressing as quickly as originally thought.
Circulation Services Minutes on the Intranet
Circulation Services Group minutes can be viewed from the Library Services page. It is not a choice in the drop-down menu. To access the minutes, click on the General Information tab, then on “About the Libraries”. Minutes must be sent to Neil first because he can post them on this page.
Update on Circulation Statistics
There is a glitch in populating each library’s web form with the correct statistics from SIRSI. This will be fixed in 7 days. Please pass this information to staff who are working on the statistics.
Subcommittee for Updating Loans Info and FAQs on Web
Now that loan periods for the same user class vary from library to library, there is a need to update the Loans Information page (
and the FAQ page (
Anna Szot-Sacawa (Law), Linda Oliver (Vic-Pratt). Neil will ask Renata Holder (Gerstein) if she is willing to serve on this subcommittee. Jan MacLean is willing to serve if Renata is unwilling to serve.
Discussion ensued over the content management system for the UTL pages. It is uncertain whether campus libraries can update their pages; it is equally uncertain who would have responsibility for mounting and updating the new loans pages after they are created. Lorna will inquire of Marc Lalonde as to who is given access to the content management system and what training is available.
Update on UTL @ Downsview
The initial load of records for Downsview items did not work. Tom Chan has written an API to facilitate another attempt. He must wait for another systems window to run the API; it is anticipated that the records will be loaded by May 31. There are approximately 100,000 item records to be loaded.
Lorna asked whether items in Short Term Loan would count as excluded items when the “request item” service is used to request a Downsview item. The Downsview item will only be available for requesting if all other copies are signed out and are supposed to be low-use material; however, it is possible that one library may have a copy on STL due to its own particular subject area and curriculum needs. If it is a case where there are only 2 copies, Downsview and a campus library copy, the Downsview copy would then be the only copy available for a normal circulation period. Lari will ask Sian how the algorithm works.
There will be an open house for the Downsview facility on June 21 from 11 a.m. to 3 p.m. Shuttle buses will be available. Participants should expect to spend a total of two hours including traveling time to Downsview and back. An announcement will be made later.
Internet Archive Project (
The Internet Archive will digitize 50,000 items over the next 12 months from campus libraries. All items are in the public domain with imprint dates before 1923. The items have been selected by knowledgeable subject experts. Pilot projects had previously been conducted at Gerstein and St. Michael’s. The staff and machinery have now moved to the 7th floor of Robarts. There are 2 shifts of staff, digitizing 800-1000 items per week. They are using cradle scanners with due regard for preservation of the materials.
The digitized version will be freely available both through the Internet Archive site and through our OPAC.
The implication for Circulation Users group is that items will display as signed out to a user record with the profile “Library Department” which provides a 90-day loan. Holds may be placed on these items but recalls may not be placed. The items will be packed in boxes and are not retrievable while they are signed out.
Reminder not to use Group Holds
The Consortium libraries do not want holds placed on their items. Therefore, if you are placing a Group/Title hold (i.e. a hold on the first-returned copy at any library), you need to first note whether a Consortium library has a holding. If so, you cannot place a Group/Title hold. You need to place a Library/Title hold (first-returned copy at a specific library) or a Library/Copy hold (a hold on a specific item barcode at a specific library).
Lari is investigating whether the policy files can be changed so that Consortium libraries can be excluded from Group/Title holds. Each Consortium library would then be its own “group” because the Consortium libraries do not wish to place holds on each other’s items. Users at a Consortium library who want to request items from another Consortium library must deal with their home Consortium library. The Consortium libraries will not use the “request item” service to request items from each other.
System-level holds: DO NOT USE SYSTEM-LEVEL HOLDS. “System” is the default level in SIRSI. Please check the properties on the “place holds” button on *every* terminal and make sure that the “Range” default is set to LIBRARY. The clue that you are using the SYSTEM-level setting by mistake is if you are prompted for an override code when you place the hold.
Request by RSSC committee to add new wording to Request Item page
Discussion ensued over how to advise users that a) a recall service is available and b) it must be requested from a library staff member. [Addition to the minutes after the meeting: Neil, Gail Nichols (Ref Services), Lari and Helen (RSSC) have agreed to a new wording as of May 19/06. Under the “holds” radio button, the screen now says:
“Hold requests placed here will be processed on the next week day. To place a hold immediately, please call 416-978-8450 or go to a circulation desk. In some circumstances you may request a recall.”
Circulation Services Committee Member to attend Resource Sharing Services Committee Meetings.
Linda Oliver is the official representative. In Linda’s absence, Lorna will report back on the May 25/06 RSSC meeting.
Response from SIRSI Circulation Listserve re no STL fines when Library closed
Neil reported that only Mt.Allison responded. Their policy is to fine even when the library is closed.
Other business:
Robarts 7th floor is now a secure area. Visitors (including library staff outside of Robarts) are required to sign in and obtain a visitor’s badge from Tracy D’Souza.
Representative for Downsview Library on RSSC
Mark Phillips will be the Downsview representative on the Resource Sharing Subcommittee.
Change to “label” in OPAC for Consortium libraries’ item location.
The Consortium libraries would like one consisent label to display as an item location in the OPAC. Some Consortium libraries display “stacks”. Other Consortium libraries display “for use in library only.” They would like one common label which clearly communicates that their items are only available to those with hospital library privileges.
SIRSI upgrade
Lorna asked whether the SIRSI system upgrade would proceed over the summer. See Tom and Lari’s subsequent e-mails. The underlying Oracle platform will be upgraded but not the Workflows interface.
Thank you to Susan Cozzi
Susan Cozzi is retiring and her last day is June 2. The Circulation Services Committee thanks Susan for guiding us through 2 system migrations, the ongoing inclusion of the Consortium libraries, trouble-shooting numerous system problems and multitudinous other projects. Susan’s willingness to go the extra mile and concern for communication and consultation have been invaluable over the years. We all wish her well in her new endeavours.