2019-01-18 Meeting Agenda & Notes

Acquisitions & ERM

• Only about half the campuses have finished setting up Safari Authentication. Jessica said there may be a potential solution at the CO level, but that campuses should continue working individually with Safari in the meantime.  
• Jessica is going to email the TS listserv with instructions on setting up Combined IZ/NZ searching in Alma.  I will present a short demo of the feature at an upcoming TS Open forum is people are interested (will contact Luiz to set this up).
• We plan to share our Getting Started Acq/ERM document by Jan 31^st.  From there, we’ll welcome feedback so that we can improve and update it as needed.
• Jessica’s spring project will be working on a batch process to update Alma licenses in the NZ. If all goes well, she will share with individual campuses that are interested in implementing a batch update process for their local licenses.
• Wendy is almost done gathering ERM and Acq contacts for all the CSUs. Once she provides the list, we’ll add it to the wiki.
• I’ve asked my committee members to help identify old and outdated pages in the Acq and ERM sections of the wiki (when we still had a separate Acq and ERM task force during implementation). I haven’t received any feedback yet, but I’m hoping we can at least identify the old pages so they can be marked as such. Then we can hopefully work on updating the information.

Assessment & Analytics

• ACRL statistics:  We've developed a toolkit of reports to cover each question on the ACRL survey where Analytics is helpful and made it available to the community.  We've also enhanced the wiki page.  Since there are so many local variations and practices, creating one-size-fits-all reports for all 23 campuses has been extremely challenging.  We recognize that libraries will still need to customize some of the reports, and are ready to support that activity.
• Collection Development Toolkit:  The task group is working on instructions and documentation.
• Resource Sharing - Analytics Joint Task Force:  Meets next week.  The group has satisfied most of the workday reporting needs and is considering some assessment strategies for CSU+.
• SRU Searching:  The task force is awaiting a critical bug fix scheduled for the February Alma release.
• Data Viz:   Lauren Magnuson demonstrated the latest version to COLD in December.  COLD will send feedback soon.
• Salesforce Cases:  The last few Alma releases have introduced significant bugs related to usage data harvesting and NZ-managed e-resource data in Analytics.  Most of them have finally been resolved, but I'm keeping an eye on the situation and opening additional cases as necessary.

Fulfillment

• Cathe is working Sunday-Thursday schedule for winter quarter, so Kevin Phillips (Vice-Chair) will attend Steering Committee meetings in her place.
• Since Access Services can contribute to student success by making course reserves and materials more accessible and available to students, we had thought of sending a survey out to all schools to find out who has successful reserves programs and innovative ideas. During our discussions about the most effective ways to gather information, we decided to see if we could use Network Zone analytics to draw out which institutions have robust programs and then talk with them to find out why they are so successful. We have come up with a list of statistics that we feel would indicate a strong course reserves program and have a subgroup who will now start to create network analytics to gather the information.
• Natasha from our group has been working with Joe from the Resource Sharing Functional Committee, and they have come up with recommended policies for patrons from other CSUs. FFC will meet with Joe and Natasha at our meeting next Tuesday to review their recommendations.
• Next Open Forum is planned for Tuesday, February 26.
• We would still like the to bring up the possibility of rather than complaining every time we find another seemingly useless function in Alma – and often having to circumventing the system with a less than ideal workaround—that there might be a way to let ExLibris know that this function does not serve user’s needs and how it could be made useful. Is there an option besides Sales Force and Idea Exchange?

Resource Management

• Committee is working to finalize Resource Management Guide, pending review of technical services policies for inclusion in the document.
• Committee reconvened the NZ Management Group and discussed recent recommendations of the Group:
  • (1) To assist in the resolution of multi-matches from daily OCLC record loads (task distributed among the members of the NZ Management Group);
  • (2) To perform a cleanup of records with no inventory in the NZ for both print and electronic. Target date: Weekend of January 26;
  • (3) To perform NZ record cleanup quarterly.
• Committee discussed scope of current work for central management of Marcive “Documents without Shelves” records. CSU adopted a conservative approach: All NEW records are uploaded; UPDATE records are loaded if no matches exist (if matching record is found, it will not create portfolios). Members discussed impact of this approach (some records/PURLS are not updated in Alma; some campuses do not want Primo results to be overwhelmed by gov docs). However, Members agreed that we should reconsider and upload *all* records.
  Question: Does the recommendation to expand the scope of record-loading for “Documents without Shelves” require further discussion and/or approval of ULMS Coordinating Committee?
• Upcoming: Committee is setting up trainings and presentations for the upcoming semester through the TS Open Forum.

Resource Sharing

• We have 2 new committee members to replace people who stepped down. Karla Salinas, Dominguez Hills, and Isabel Pina, Northridge, are the two new members. Their first meeting will be next Tuesday.
• Jeremy Hobbs created an online version of CleanSlips with support from Mallory DeBartolo and David Walker. The RSFC updated the wiki with new directions on how to use CleanSlips and put the links there for easy access. Thank you Jeremy, Mallory, and David for giving us a much improved printing tool for CSU+!
• Looked into cases where items were mistakenly marked missing during the winter closures due to a configuration checkbox. Contacted the schools where the issues were found and provided recommendations on how to fix the error.
• Started working on a “Tip of the Week” automated email that will send rotating reminders of CSU+ best practices that are sometimes overlooked such as: protecting media items with padding during shipping, checking general messages, Monterey and Moss Landing and Maritime are three separate schools with different shipping codes, etc.

Discovery

To be added next week.

• Most policies reviewed and approved during implementation.
  • Have had only a few created or modified since go-live.
• Some campuses have questions about what is a true policy vs. best practice.
• Committee have not always heard back from COLD after decisions made at that level.
  • Steering Committee should decide when policies should go to COLD.
  • Anything that impacts budgets, staffing, or major impact on campuses
  • COLD is likely looking to Steering Committee (and in turn Functional Committees) to be the experts.
• Reorganization of policies into their own space (see next topic) gives us opportunity to clear-up distinction between policies and best practices, as well as review them to help solidify the process for future policies.

• Brandon will work with committee chairs to:
  • review policies
  • ensure all policies follow the same template (developed in implementation)
    • better standardize statuses so people know current state of policy
  • move them into a new space
• How should they be organized?
  • One big list?  Separate lists by functional area?
• Changes to policies should be announced by chairs to respective listserv
• Also discussed creating a separate space for the Steering Committee.

John Wenzler (Unlicensed)

• CSU's will partner with SCELC on their already established shared print program
  • Will be opt-in (by end of the month)
  • Using Green Glass
• Campuses may need some assistance getting records from Alma to GreenGlass
• Several campuses may not want to partner with SCELC
  • Would they want an Alma Analytics alternative for local deselection decisions?
    
    • What would be the expectations?
  • Perhaps hold off on this until we see how things go with SCELC.

• When someone at a campus borrows a book from another campus, it continues to reside at that campus
• Fullerton has undertaken an analysis of collections that are borrowed and loaned
  • Some initial exploratory analysis on capacity, for example
  • Penn State colleges have done this (but not in Alma)
  • Once that is done (soon), they will share with the group
• There is Interest in exploring this in the Steering Committee
  • Can Alma handle it?
  • Impact on Fulfillment and Resource Sharing workflows?
  • Can this be done as a pilot among a few campuses?
  • A lot of moving pieces on this.

• Marcus Jun will be leaving at the end of January
  • His duties focused on Resource Management and spanned into Primo and ERM
  • Chancellor's Office and Resource Management group will be taking over key duties
  • Some things may have to wait for a more permanent solution
• Nicole and Christina introduced themselves.  They are taking over for Suzanna and Rae Ann, respectively.