Manager's Meeting 9/26/2013

Topics of discussion included the following:

CMC

• CMC is coming soon.  Will run for the entire month of October.  Looking for 100% participation.
• Online auction will be held from October 7th through the 18th
• The Fall Festival will be October 31st from 11am - 2pm at the Central Plaza.

Safety

• Safety Awareness launches in January
• We, as a system, have had 3 accidents in the fiscal year(July-June), we need to remember to always practice safety.
• If you have any suggestions on making the workplace more safe, please let me know.

Computer Cards

• We cannot issue a computer card if a customer does not have an ID
• We cannot let them use a staff-generated, branch card.
• They cannot use our computer if they are an adult and do not have a photo ID.
• If a juvenile, make sure to get their birthday and school name
• Resident cards for anyone in Texas, and they can use those from home
• Non-Resident is anyone outside of Texas, and they can only use the card at the library
• Youth computer cards are also in-house only
• We can give the card number to the customer assuming they have an ID, if they have lost their card.
• Once the card expires though, they will need to pay the $1 to get a new card if theirs has expired.

GSD

• I need to be made aware of all Sprockets, preferably before they are entered if I am here.
• According to GSD, we are creating too many duplicate Sprockets.
• Reminder, 72-76 degrees is the preferred temperature range.
• After hours, and on weekends, you must call the GSD after hours number, not put a Sprocket.

HALAN/SIRSI

• We will start using a different login in the next month or two.
• Each computer is connected to a single login now, which is why those computers have names.
• Moving forward, each of us will have a "STE-XXXXXX" user name, as will all other locations.
• These accounts are basically tied to a single location, such as Stella Link.
• The password will remain the same. 
• This should cut down on the number of times we get the "too many logins" message.
• If we work outside of Stella Link, there are special accounts for the subs for whatever location we are at, and we will use those accounts.

Training

• Ophelia is now head of the Organizational Development Department.
• This department will be in charge of training staff. 
• We will be getting a lot of surveys in the upcoming weeks asking for feedback concerning training.
• Be sure and check in on the training page from HPLNet occasionally.  Thuy is working hard to keep that page fresh with updated information.
• We are still approving EB Cape training on a very strict basis.  It must have direct relation to your job, and must be considered essential.  Funds are finite on that.
• https://sites.google.com/site/hplstafftraining/learningresources/ebooks Check out the ebook training.  There is a lot of great information there.

MISC

• ACA is on the HPL site now.  It is on the 4th slide over.
• If an auto accident occurs on city time, there is a mandatory drug test immediately.
• Let me proofread your incident reports
• Our Trespass Affidavit is going to be stapled to the wall above the DVD cart in the back.
• Liz Sargent is the interim deputy director for Meller who is retiring.

Lost Card Procedure

When replacing a card in Symphony, it is important that you use the User Lost Card wizard under the Special wizard group.  The User Lost Card wizard will create a second account for the lost card and assign a Lost Card profile to the account.  Although the lost card number will remain on the borrower account as an active and previous ID, the second account with the Lost Card profile will prevent its use for check out.  Use the following procedures for dealing with lost cards:

When a customer reports a card lost on the phone:

1.       Look up the account in Symphony using the Modify User wizard or the Display User wizard.  If you look it up with the Display User wizard, click on the Modify User helper after the account displays on your screen.

2.       Click on the Privilege tab, and change the Status value to LOST-CARD.  Add a new note in the Extended Info indicating the date and time the card was reported lost.  Let the customer know whether items are checked out and/or fines/fees are owed at the time the account is reported.

3.       When the customer comes into the library to complete a new registration form and replace the card, use the User Lost Card wizard to issue the new card.  (Settle any outstanding fines/fees before extending the expiration date on the account)

4.       After assigning the new barcode, look up the account with the new card number in Modify User or Display User.  If you look it up with the Display User wizard, click on the Modify User helper after the account displays on your screen.

5.       Click on the Privilege tab, and change the Status value from LOST-CARD to BLOCKED, and save.  The system will assign the correct status to the account based on HPL’s policies.  Record a new note in Extended Info indicating the date and time the card is replaced.

6.       Issue the card to the customer.

When a customer comes into the branch to report a card lost:

1.       When the customer comes into the library to report a card lost, have him/her complete a new registration form, and use the User Lost Card wizard to issue the new card.  (Settle any outstanding fines/fee before extending the expiration date on the account)

2.       Record a new note in Extended Info indicating the date and time the card was reported lost and replaced. 

3.       Issue the card to the customer.  Make sure the customer is aware of all current check outs and/or fines/fees owed on the account.

Please do not deviate from this procedure when dealing with lost/stolen cards.  The system will manage blocking the use of lost/stolen cards, as long as the proper procedure us followed.

If you have questions/concerns, please feel free to contact Circulation Administration or your local LA Supervisor.  We’ll be glad to assist you in whatever way we are able.

Fred Schumacher

Circulation Administration Manager

Partial Lost Item

Reminder:

Partially lost items, such as an audiobook with one missing disc, can be charged to the account of the customer for specifically that one missing disc if the item is unabridged.
If multiple discs are missing, charge a separate charge for each disc.  The amount is $7 per disc.
Make sure to put in some information such as the barcode, title, disc number, etc. when doing this.
Again, this is if it is unabridged.

If it is abridged, then the item is going to be charged in full.

Patrick

Staff Meetings 9/11 and 9/18

Stella Link Staff Meeting Agenda

Wednesday 9/11/2013

·         Excellent job Monday morning with the shelving

·         Graphic Novel Downloads to be available soon through Comics Plus

·         Limited number of downloads per customer, and DC Comics not available

·         Hoopla streaming media to be available soon for customers

·         Limited number of downloads of music, movies and audiobooks

·         We have not received new AV in a while.  Will receive them at some point

·         Last year 12,000 e-book checkouts per month, this year 17,500/month so far

·         Do a search for Overdrive Partners on Google to find tutorials for Overdrive

·         Chinese, Korean, Japanese and Vietnamese are only foreign languages being funded

·         Budgets need to be turned in by the 19^th of the month (Allie and Renee)

·         When you are going to be late, call the private line.

·         If a number comes in on private line, we need to answer it without fail

·         We are going to experiment with a Rover and three people at desk during story time

·         This will start next week.  Rover is the person standing.  If not busy, do something else.

·         Always keep eye on the desk though in case you are needed.

·         Collection HQ is not updating now that we have migrated to Sirsi.

·         As a general rule, keep hands off of customers.  Do not want to be mis-interpreted.

·         It is no good to tell someone we do not have something when we do. Be sure.

·         Program numbers are down over 30% from last August.

·         Do we need more promotion?  More fliers?  Outreach?  Any ideas?

·         Non-discrimination in the workplace and for customers.  Do not discriminate regardless of personal beliefs.  Cannot show bias.

·         Lactation Policy – Provide space for staff, breastfeeding, pump milk.  Also customers can breast feed.

·         On holds, we need to print one wrapper and wrap the hold.  Do not print out multiple wrappers or receipts.  One at a time, no overlap.  If not, a PID will be given.  We have too many mis-wrapped holds.

Passports

·         Had some issues with missed stamps, bad photo quality, needing a birth certificate for child, routing numbers not being changed on transmittals, getting a phone number, getting a paperclip on the old passport.

·         Make sure the Naturalization papers are signed.

·         Need copy and original of citizenship proof now

·         Birth certificate card is no good

·         Make sure to give them ALL of the information when they call.  Even if they just want the hours.  Give them everything about our operation and what they need.

·         Have to improve Line control as well as the speed of the processing, which will come with experience.

Stella Link Staff Meeting Agenda

Wednesday 9/18/2013

·         Make sure to record all of our daily processing statistics

·         Number of items on the paging list goes on the pulled, regardless of how many you find

·         Number of items for processed includes expired, delivery, items we wrap to go elsewhere.

·         Reminder about the new card – For renewals, lost card and new card.  Do not pull sticker until the very end of the process.

·         Meeting room Colors on spreadsheet – yellow(app complete), blue(no app complete), purple(Stella program)

·         Rover – Must keep eye on desk, spring into action if a person arrives anywhere in your view that needs help.

·         Lost card – Must use lost card wizard to show a card has been lost.

·         Lactation Policy – lactation duties by staff must be completed on breaks and lunch, or use vacation.

·         Please let me know of any customer complaints you receive.

·         Paging List – We have to do these ore regularly.  Will cut down on items with holds at self check machines.  This is on me to schedule someone for this task daily.

·         Customer Service- Do not show frustration or impatience with co-worker in front of public.  Wait until you get off the desk, at a later time and talk it out with the co-worker and work out the differences or mis-communications that may have occurred.

Budget Meeting 9/5/2013

We covered a few points of interest in the budget meeting this morning.

• Graphic Novel downloads will be available to customers starting this fall.
• There will be a limit on the number of downloads, as each download costs the library a certain amount
• The name of the program is called Comics Plus - DC Comics is not a part of the program
• Hoopla is the name of a streaming media program we will also use starting this fall.
• It also costs the library money for each patron download or streaming session, so there will be a limit
• There will be TV shows, movies, audiobooks and music available.  Sony Music is not taking part.
• We have not received new AV in a while.  This is because of the issues with Sirsi.
• We will receive all of these movies that we have not been getting once the system gets worked out.
• It is not because we are out of money or stopped buying AV.
• Last year we had 12,000 e-book checkouts per month.  This year we are up to 17,500 per month.
• If you do a search for Overdrive Partners on Google you will find a site with tutorials on Overdrive.
• If you do an Advanced Search in Overdrive, you can pull up titles we do not have but could order.
• Chinese, Korean, Japanese and Vietnamese are the only languages we are currently funding.
• We are ordering more foreign language DVD's
• The Budgets need to be turned in by the 19th of this month (Allie and Renee)

If you have any questions let me know.

Patrick

Calendar and Monthly Reports

Remember to put your upcoming off time in the calendar.  When off for a portion of the day, write in the time that you will not be here.
Also, monthly reports are due by the end of the week.

Patrick