2019-04-19 Meeting Agenda & Notes

Acquisitions & ERM

• I met with Brandon and Jessica last Friday to go over the check in call topics related to Acq/ERM. Most of the issues are either enhancement related, or could potentially be handled by more training (or re-training).
• Our committee members finished reviewing our old Acq/ERM wiki pages and I shared our Google Doc with Brandon. Next step is to actually make any necessary updates to the pages that were identified.
• I met with Luiz to discuss ideas about how we might re-organize the Acq/ERM committees.  After consulting with Brandon as well, we think our best course of action for the moment is to just split ACQ off into its own committee and see how that goes.
• Our committee will be having our April meeting sometime next week.

Assessment & Analytics

• The Data Viz Task Force has applied to COLD for a small amount of funding for a small number of Tableau licenses.  This would allow for improvements in the Deans' Dashboard and other CSU library data viz projects.
• The SRU Task Force is close to completing a web application that would greatly streamline the current SRU process for all campuses.
• The Collection Development Task Force is nearing completion of its Analytics Toolkit but is awaiting resolution of high-priority Salesforce case # 00629432 (missing Group Member data).
• The committee evaluated the 2019 enhancements list and recommended four favorites for voting.
• The committee is currently drafting documentation for Policies, Best Practices, and Procedures.
• Policies are the immediate priority and mainly focus on curation of the shared folders in the Analytics community area, with some attention to NZ Analytics access, data privacy, and clarity around committee support for individual campus and consortial reports.
• Best Practices and Procedures will provide a focus for next year's committee work.
• Check-in Call discussion:
• Training and usage data management emerged as nearly universal issues.
• Strategized with Brandon regarding opportunities at the summer meeting, possible webinars with Ex Libris staff, CSU webinars, and ad hoc assistance via email/phone.
• Discussed concerns about long-term sustainability of training and support responsibilities, best ways to reach and support CSU staff (who are widely distributed in both geographical location and Analytics expertise), and how often training may need to be repeated for a new audience.
• Upcoming ELUNA presentations:
• Nikki DeMoville:  Network Zone Analytics:  Getting the Most from Your Consortial Environment
• Karen Schlesser, Natasha Allen, and Micah Jeffries: Visualizing Success:  Transforming Disparate Data into a Dashboard that Tells a Story

Discovery

Analytics

• The task force has created a survey to gather qualitative data from campuses on how they measure Primo use.
• The survey was presented at the 4/10 Discovery Open Forum and distributed via the Discovery listserv. Responses should be submitted before 4/23.
• The task force will compile and discuss responses. Survey responses will be presented at 5/8 Open Forum.

Uresolver

• Task force is continuing to work on a replacement for the Get It portion of the Primo full display
• Representatives from resource sharing joined task force at last meeting and provided feedback.
• Task force will present pilot version at 5/8 Open Forum
• Timeline is to pilot with select campuses during the summer and rollout for wider use in the fall.

UX

• The task force asked for feedback regarding the Discovery UX Recommendation at the 4/10 Open Forum. Feedback accepted until 4/19.
• Recommendations will be integrated into the central package over the summer.
• The task force requests campuses update their entries in the CSU Primo Environmental Scan

Fulfillment

• Review of ULMS Fulfillment Policies: The committee reviewed the ULMS Fulfillment policies and updated Brandon with our recommendations.
• Check in Call Fulfillment Issues: FFC discussed all the of the issues identified during the CO Check in Calls and came up with a plan to address them, which resulted in several new projects on the FFC roadmap:
  • Course Reserves Documentation (in progress)
  • Circulation Desk Staff Training Courses (in progress)
  • Lost and Paid Enhancement for Idea Exchange
  • Letters/Notices: consistency across the CSUs and letters “toolkit”
• Alma Enhancement Voting Round One: FFC came up with recommendations for ten enhancements related to Fulfillment and sent them out to the Access Services listserv.
• Resource Sharing Damaged Book Standards: FFC and RSFC representatives have been working together to develop standards for the condition of materials loaned and returned through CSU+. The recommendations are almost finished; we are just waiting to clarify a few points.
• Course Reserves Contribution to Student Success: We have identified several campuses that would we like to contact on course reserves. We are working on questions and format for the discussion.
• Date set for next Fulfillment Open Forum: May 7^th 11am-noon (after Eluna)

Resource Management.

• Completed review of all TS policies and best practices to separate policies from procedures. For complete list of decisions, see ULMS TS Policy Review April 2019. Next: To complete revisions/updating of policies and procedures, as identified during the review process, prior to the end of May.
• Discussed Language of Cataloging (Policy).  Decision: provide campuses time to clean up records with language of cataloging other than English. For example, suggest unlinking records from NZ until cleanup of records is completed and delete holdings from OCLC to prevent future delivery of updated records from OCLC.
• Discussed Publishing Headings Enrichment to Primo
• Background: Israel noticed cross-references from authority records published to Primo. Feature is not activated in the NZ. Unsure how these have been activated (for some campuses).
• Discussed impact and usefulness of publishing headings enrichment to Primo (i.e., use of preferred and non-preferred headings by publishing the cross-references from authority records to Primo for both names and subjects).
• Committee will evaluate impact in order to make a recommendation. Will consult Discovery, campuses once we have a better understanding of how this functionality works.

NZ Management Group

• Completed NZ record cleanup: Deleted 442,453 records for print resources and 51,790 records for e-resources with no inventory.
• Next: To resolve duplicate records with the same OCLC number (merging/combining inventory for about 110 duplicate records).

Training and presentations for the TS Open Forum:

• Resource Management Statistics (Karen Schlesser)
• Working with Call Numbers in Analytics (Lauren Magnuson)
• Licenses and License Terms (Jessica Hartwigsen)

Resource Sharing

• Working on clarifying communication contacts for Unity/Tricor. After Unity purchased Tricor our old ways of contacting couriers haven’t worked very well. Working on updating who to contact and holding dicussions with Unity contacts.
• Joe Adkins from SFSU has repaired a number of canvas shipping bags to see the validity of DIY repair until a budget is created for bag repair. He was successful in repairing lightly damaged bags using parts taken from severely damaged bags. As long as the number of damaged bags does not substantially increase this works fine because it isn’t an extreme time commitment.
• Recommended certain enhancements for voting. The RSFC is encouraging people to vote for the following RS enhancements:
  • “Restore” the reading list to its original location (5639)
  • Add Pop-Up Notice at Scan in Items(5299)
  • Allow Rollback to previous Request Status in Resource Sharing Requests(5659)
  • Configuring different email addresses for each circulation desk in letters(5802)
  • Display request history in Item Fulfillment history(5197)
  • Fulfillment: When placing a resource sharing request item requestability as well as loans availability must display in Primo(4856)
  • Hold Reminder Notices(6135)
  • Make “ignore_lender_due_date” parameter a partner specific parameter(5756)
  • Resource sharing form customization(5622)
  • Resource Sharing: Assignment of lending requests(3674)

Action Items from Reports

• Carlos will send a survey to COLD about what they want in a Dean's Dashboard. He will discuss with Lauren Magnuson to identify what will assist her team.
• Carlos will confirm that COLD will support an ongoing funding proposal of $900 for resource sharing bags

Cathe reviewed the proposal developed by the Fulfillment Committee.

• The Steering committee supported the proposal. Based on a suggestion by John, Cathe will suggest a maximum number of checkouts for walk-in patrons.  
• Cathe asked about the policy of providing access to extended hours areas to walk-in patrons. Steering Committee agreed that it was a good idea to make this recommended rather than required.

Action Items

• Brandon will share the proposed policy in his monthly ULMS update and ask for comments. 
• Carlos will share with COLD
• If there are no objections, the policy will be adopted and the Fulfillment Committee will work on implementation with Brandon.

Determine whether changes are needed to Function Committees

Action Items

• Steering Committee voted to separate the Acquisitions & ERM committee into two committee
• Kirstie recommends recruiting for a new chair for the acquisitions committee instead of nominating a chair from the existing committee
• Steering Committee agreed to change the minimum membership in a functional committee from 5 to 4. Now, we expect the committees to have between 4-7 members.
• We won't form a separate Systems Committee now. But we will ask STIM to establish a more robust liasion relationship between STIM and ULMS. John will discuss with Ron Rodriguez, the incoming STIM Chair.

Need to determine location & dates. Need to also identify presenters/topics

Action Items

• Suzanna and Amy Kautzman are willing to host at Sacramento. But Amy wants confirmation that COLD members are supportive and willing to send people to the meeting.
• The meeting will be organized by Brandon, Suzanna, and Christina.
• Carlos will confirm COLD's interest and level of support at the COLD meeting in May. We will probably have to wait for that before establishing a date – one day may be better than two days
• Nevertheless, functional committee chairs should start thinking about topics and presenters. Ideas/suggestions should be shared with Brandon, Christina, and Suzanna. 

CSU Impact on Enhancement Request Process  

Action Item

Nothing immediate, but we will review the process after the next round of voting in Juen.