simplifying borrowing privileges
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Simplifying Borrowing Privileges. 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 - PowerPoint PPT PresentationTRANSCRIPT
Simplifying Borrowing Privilegesto improve access and accuracy
Nancy Abashian, Head of Reader ServicesJill Dixon, Director of Public Services
Binghamton University Libraries
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 1946• Elite 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.
Binghamton University Academics
• Students• Undergraduates: 12,997• Graduates: 3,080• Top 25% of high school class• 15% International students
from 100+ Countries
• Academics• 641 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.
Binghamton University Community
• Campus Community• BU Staff • BU Research Foundation• BU Retirees• BU Alumni• Special Programs
• Binghamton Community • High school students• Local citizens • Volunteers
• SUNY AffiliatesLibrary Staff Jessica Armstrong assisting patron.
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.
Binghamton University Libraries :
Locations & Collection
• Four Locations• Glenn G. Bartle Library (main library)• Science Library• University Downtown Center Library• Library Annex @Conklin
• Collections• 2.4 million volumes (print, e-books , government documents)• 1.8 million microforms/microfilm• 93,414 journals • 125,560 CD-Roms, sound recordings, videotape, DVDs)• 120,959 maps
Bartle Library Stacks. Photo by Jonathan Cohen.
In the Beginning….
There was Aleph…
*Know thy patron status *Know thy patron type*Know thy item status
(WHAT?)
Patron Type vs. Status
Patron Type = broad descriptor
Patron Status = determines relationship to items
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…
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 Services
The Birth of a Committee:
Borrowing Privileges Committee Membership:• Head of Reader Services• Assistant Director of Access Services• Assistant Head of Reader Services• Science Library Information Services Desk Coordinator• Resource Sharing Coordinator
The Mission
•Improve accuracy• reduce clerical errors • reduce patron duplication• reduce errors in categorizing patrons
•Increase access• increase loan periods• increase access to all material
The Proposal
•Simplify Privileges• Reduce Borrower Categories• Standardize Loan Periods• Standardize Material Limits
• Ease Recall Demand on Patrons• Utilize ILL Workflow • Create Courtesy Reserve Program
•Provide Accessibility for Visiting Scholars and Faculty • Sponsored Borrowing Programs
To simplify privileges:
Clean up ALEPH
• Total Patron Records: 82,236 • Total records eligible for immediate purge: 45,465• Expired as of 1/1/2011• No loans• No 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: 267
To simplify privileges:
Reduce ALEPH Statuses• Old:• 01 Undergrads• 02 Summer Programs• 11 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 Programs
To simplify privileges:
Simplify Patron TypeFaculty/ProfessionalsManagement/ConfidentialEmeritus/EmeritaResearch Foundation EmployeesStaffUndergradsGradsPhDABD
Local CitizenHigh School StudentAlumniSUNY AffiliateSpecial Programs Older AdultsClinical CampusAuxiliaryVisiting Faculty/ScholarVolunteerRetiree
To simplify privileges:
Simplify Patron Type30 State Employees
Faculty/ProfessionalsManagement/ConfidentialEmeritus/EmeritaResearch Foundation Staff
01 Undergrads11 Grads
PhDABD
57 Courtesy BorrowersLocal CitizenHigh School StudentAlumniSUNY AffiliateSpecial Programs
80 Special ProgramsOlder AdultsClinical CampusAuxiliaryVisiting Faculty/ScholarVolunteerRetiree
Simplify (& Increase)
Loan & Material Limits
Standard Loans: Before:• 4 weeks
• 6 weeks• Annual• 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• 200
Updating Aleph, Forms & Website• Coding borrower status and type for university
affiliates was done through campus IT
• All manual, in-house records were globally changed by system administrator
• Forms were reviewed, revised and distributed by committee
• Library website was updated to reflect changes
The Proposal
•Simplify Privileges • Reduce Borrower Categories• Standardize Loan Periods• Standardize Material Limits
• Ease Recall Demand on Patrons• Utilize ILL Workflow • Create Courtesy Reserve Program
•Provide Accessibility for Visiting Scholars and Faculty • Sponsored Borrowing Programs
To Ease Demand:
Reduce recalls-Use ILLItem is owned AND requested through ILL:• Item is NOT on loan Document Delivery• Item 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 Reserves
To Ease Demand:
Courtesy ReserveCourtesy vs. Traditional Reserves:• Not course related• No communication with teaching faculty• Based solely on demand• Short term loan period of 1 day vs. 2 hours
Pilot:• 5 books were identified for Courtesy Reserves• 50 circulations (Per item: high of 16, low of 3)
The Proposal
•Simplify Privileges • Reduce Borrower Categories• Standardize Loan Periods• Standardize Material Limits
• Ease Recall Demand on Patrons• Utilize ILL Workflow • Create Courtesy Reserve Program
•Provide Accessibility for Visiting Scholars and Faculty • Sponsored Borrowing Programs
To Provide Access:
Visiting Scholars & Faculty
Before: Courtesy Borrowers• No access to ILL• No recall• 15 loan maximum
After: Sponsored Borrowers• ILL Permissions• Recalls Allowed• 50 loan maximum• Fees/Fines paid by University Provost’s Office
The Proposal
•Simplify Privileges • Reduce Borrower Categories• Standardize Loan Periods• Standardize Material Limits
• Ease Recall Demand on Patrons• Utilize ILL Workflow • Create Courtesy Reserve Program
•Provide Accessibility for Visiting Scholars and Faculty • Sponsored Borrowing Programs
Summary:
• Simplifies borrowing types from 12 to 5• Increases loan periods to at least 6 weeks• Standardizes book limits • Visiting Scholars and Faculty receive ILL privileges• ILL processes borrowing requests on items
owned & checked out• Courtesy Reserves provides short term access to
in demand items
Approval & Feedback:
Library Administration• Borrowing Types: • Addresses issues of accuracy • Simplifies training of staff about privileges
• Loan periods & book limits:• Increases access to collection (longer time periods)• Less confusing for staff & patrons
• Visiting Scholars Privileges:• Preferred option for department sponsorship of visiting scholars• Needed approval from Deans Council & Provost
• Courtesy Reserves:• Purchase-on-Demand vs. Courtesy Reserves
The Mission
•Improve accuracy• reduce clerical errors • reduce patron duplication• reduce errors in categorizing patrons
•Increase access• increase loan periods• increase access to all material
Opportunities for the Future
•Review of Fines/Fees•Review of LOST/MISSING procedures•Review record retention
Questions/Comments?
Thank you!!Nancy Abashian, Head of Reader Services
Binghamton University [email protected]
Jill Dixon, Director of Public ServicesBinghamton University Libraries