to improve access and accuracy Nancy Abashian Head of Reader Services Jill Dixon Director of Public Services Binghamton University Libraries About Binghamton University Binghamton University Mission ID: 373251
Download Presentation The PPT/PDF document "Simplifying Borrowing Privileges" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
Simplifying Borrowing Privileges
to improve access and accuracy
Nancy Abashian, Head of Reader Services
Jill Dixon, Director of Public Services
Binghamton University LibrariesSlide2
About Binghamton University
Binghamton University Mission
Binghamton
University is a premier public university dedicated to enriching the lives of people in the region, state, nation and world through discovery and education and to being enriched by partnerships with those communities. Founded in 1946Elite Public University: Kiplinger’s Personal Finance, Princeton Review, Fiske Guide, and U.S. News & World Report
Peace Quad, Binghamton University Campus.
Photo by Jonathan Cohen
.Slide3
Binghamton University Academics
Students
Undergraduates:
12,997Graduates: 3,080Top 25% of high school class15% International students from 100+ Countries Academics641 Full-time faculty and 267 Part-time faculty (includes visiting scholars, clinical faculty, researchers, and lecturers)50+ Degree programs in Arts & Sciences, Management, Nursing, Engineering, and Community & Public Affairs
Bartle Library Group Study Room.
Photo by Jonathan Cohen.Slide4
Binghamton University Community
Campus Community
BU Staff
BU Research FoundationBU RetireesBU AlumniSpecial Programs Binghamton Community High school studentsLocal citizens Volunteers SUNY Affiliates
Library Staff Jessica Armstrong assisting patron
. Slide5
Binghamton University Libraries
Binghamton
University Libraries are the center of the University's intellectual community, providing a welcoming environment for the creation and management of knowledge through innovative thinking, open inquiry, and collaborative partnerships.
Reason for Being (Mission Statement) Binghamton University Libraries bring people and information together utilizing value-added local initiatives to enhance learning, teaching, and research in ways that achieve national and international acclaim while strategically advancing our University’s mission and vision.
Core Values We value a collegial, collaborative, and creative organizational culture that encourages experimentation focused upon assessing and improving the effectiveness of our users’ experience. Slide6
Binghamton
University
Libraries :
Locations & CollectionFour LocationsGlenn G. Bartle Library (main library)Science LibraryUniversity Downtown Center LibraryLibrary Annex @ConklinCollections2.4 million volumes (print, e-books , government documents)1.8 million
microforms/microfilm93,414 journals 125,560
CD-Roms
, sound recordings, videotape, DVDs)
120,959
maps
Bartle Library Stacks.
Photo by Jonathan Cohen
.Slide7
In the Beginning….
There was Aleph…
*Know thy patron
status *Know thy patron type*Know thy item status
(WHAT?)Slide8
Patron Type vs. Status Slide9
Patron Type = broad descriptor
Patron Status = determines relationship to itemsSlide10
The Problem
Access & Accuracy
What’s your status?
Who are you really?
So many to choose from!
Aleph says: pick a number between 1 and 100.
So many mistakes!
Data entry- so many keystrokes, so little consistency…Slide11
It was so bad….
How bad was it?
Follow these steps:
1.) Which of 12 statuses does patron belong? It depends….2.) Which of the 100 types does patron belong? It depends…..3.) What kind of ID is involved? It depends….4.) What’s the loan period for patron’s status? It depends….5.) What are the limits for the status? It depends….
6.) Can patron recall or use ILL?
It depends…
7.) When should the patron expire?
It depends….
8.) Wait, who are you again?
I have no idea, return to step one or refer patron to Head of Reader ServicesSlide12
The Birth of a Committee:
Borrowing Privileges Committee Membership
:
Head of Reader ServicesAssistant Director of Access ServicesAssistant Head of Reader ServicesScience Library Information Services Desk CoordinatorResource Sharing CoordinatorSlide13
The Mission
Improve accuracy
reduce clerical errors
reduce patron duplicationreduce errors in categorizing patronsIncrease accessincrease loan periodsincrease access to all materialSlide14
The Proposal
Simplify Privileges
Reduce Borrower CategoriesStandardize Loan PeriodsStandardize Material LimitsEase Recall Demand on PatronsUtilize ILL Workflow Create Courtesy Reserve ProgramProvide Accessibility for Visiting Scholars and Faculty Sponsored Borrowing ProgramsSlide15
To simplify privileges:
Clean up ALEPH
Total Patron Records: 82,236 Total records eligible for immediate purge: 45,465Expired as of 1/1/2011No loansNo holds
No outstanding fines or fees transferred to Banner
Exp. Patron with fines transferred to banner
: 3024
Exp. Patron with active fines NOT transferred
:
1696
Exp. Patron with active holds
: 941
Exp. Patron with lost loans
: 267Slide16
To simplify privileges:
Reduce ALEPH Statuses
Old:01 Undergrads02 Summer Programs11
Grads
12
PhD
13
ABD
30
Faculty/Staff
40
Other Staff
41
Auxiliary Staff
56
Alumni
57
Visiting Scholars/Volunteers/Courtesy Borrowers
59
Retirees
81
SUNY Affiliates/Clinical Campus
New:
01
Undergrads
11
ALL Grad students (grad, PhD ABD)
30
State Employees
57
Courtesy Borrowers
80
Special ProgramsSlide17
To simplify privileges:
Simplify Patron Type
Faculty/ProfessionalsManagement/ConfidentialEmeritus/EmeritaResearch Foundation EmployeesStaffUndergradsGradsPhDABD
Local CitizenHigh School StudentAlumni
SUNY Affiliate
Special Programs
Older
Adults
Clinical Campus
Auxiliary
Visiting
Faculty/Scholar
Volunteer
RetireeSlide18
To simplify privileges:
Simplify Patron Type
30 State Employees Faculty/Professionals Management/Confidential
Emeritus/Emerita
Research Foundation
Staff
01
Undergrads
11
Grads
PhD
ABD
57
Courtesy Borrowers
Local
Citizen
High
School Student
Alumni
SUNY
Affiliate
Special
Programs
80
Special Programs
Older
Adults
Clinical
Campus
Auxiliary
Visiting Faculty/Scholar
Volunteer
RetireeSlide19
Simplify
(& Increase)
Loan & Material LimitsStandard Loans: Before:4 weeks
6 weeksAnnual
End of term
End of summer
After:
6 weeks
Annual
Book Limits:
Before:
15
25
50
100
200
To infinity and beyond…
After:
15
50
200Slide20
Updating
Aleph
, Forms & Website
Coding borrower status and type for university affiliates was done through campus ITAll manual, in-house records were globally changed by system administratorForms were reviewed, revised and distributed by committee
Library website was updated to reflect changesSlide21
The Proposal
Simplify Privileges
Reduce Borrower CategoriesStandardize Loan PeriodsStandardize Material LimitsEase Recall Demand on PatronsUtilize ILL Workflow Create Courtesy Reserve ProgramProvide Accessibility for Visiting Scholars and Faculty Sponsored Borrowing ProgramsSlide22
To Ease Demand:
Reduce recalls-Use ILL
Item is owned
AND requested through ILL:
Item is NOT on loan Document DeliveryItem is on loan
Textbook:
Cancel ILL Request
Recall
Courtesy Reserves
Not a textbook:
Request has multiple recalls
Courtesy Reserves
Process ILL request: IDS, SUNY, SCRLC, in-state free reciprocal libraries
Request not filled by lenders
Recall
Courtesy ReservesSlide23
To Ease Demand:
Courtesy Reserve
Courtesy vs. Traditional Reserves:
Not course relatedNo communication with teaching facultyBased solely on demandShort term loan period of 1 day vs. 2 hoursPilot:
5 books were identified for Courtesy Reserves50 circulations (Per item: high of 16, low of 3)Slide24
The Proposal
Simplify Privileges
Reduce Borrower CategoriesStandardize Loan PeriodsStandardize Material LimitsEase Recall Demand on PatronsUtilize ILL Workflow Create Courtesy Reserve ProgramProvide Accessibility for Visiting Scholars and Faculty Sponsored Borrowing ProgramsSlide25
To
Provide Access:
Visiting Scholars & Faculty
Before: Courtesy BorrowersNo access to ILLNo recall15 loan maximum
After
: Sponsored Borrowers
ILL Permissions
Recalls Allowed
50 loan maximum
Fees/Fines paid by University Provost’s OfficeSlide26
The Proposal
Simplify Privileges
Reduce Borrower CategoriesStandardize Loan PeriodsStandardize Material LimitsEase Recall Demand on PatronsUtilize ILL Workflow Create Courtesy Reserve ProgramProvide Accessibility for Visiting Scholars and Faculty Sponsored Borrowing ProgramsSlide27
Summary:
Simplifies borrowing types from 12 to 5
Increases loan periods to at least 6 weeksStandardizes book limits Visiting Scholars and Faculty receive ILL privilegesILL processes borrowing requests on items owned & checked outCourtesy Reserves provides short term access to in demand itemsSlide28
Approval & Feedback:
Library Administration
Borrowing Types:
Addresses issues of accuracy Simplifies training of staff about privilegesLoan periods & book limits:Increases access to collection (longer time periods)Less confusing for staff & patronsVisiting Scholars Privileges:Preferred option for department sponsorship of visiting scholarsNeeded approval from Deans Council & ProvostCourtesy Reserves:Purchase-on-Demand vs. Courtesy ReservesSlide29
The Mission
Improve accuracy
reduce clerical errors
reduce patron duplicationreduce errors in categorizing patronsIncrease accessincrease loan periodsincrease access to all materialSlide30
Opportunities for the Future
Review of Fines/Fees
Review of LOST/MISSING procedures
Review record retention Slide31
Questions/Comments?
Thank you!!
Nancy Abashian
, Head of Reader ServicesBinghamton University Librariesabashian@binghamton.eduJill Dixon, Director of Public Services
Binghamton University Libraries
jdixon@binghamton.edu