Circulation/ILL Advisory Group Overview and Manual Item Recovery Discussion

The Circulation/ILL Advisory Group plays a crucial role in consulting with CCS on system changes, conducting research, and recommending policy improvements. Advisory group members are expected to actively participate in meetings, engage in discussions, and collaborate with CCS staff. Additionally, the manual item recovery process in CCS libraries involves reaching out to patrons with lost items to facilitate recovery efforts. The need for system-wide guidelines on manual item recovery was discussed in the committee meetings and taken to the Executive Committee for further action.

• Circulation
• Advisory Group
• CCS Libraries
• Manual Item Recovery
• Policy Recommendations

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1. Circulation/ILL Advisory Group September 15, 2023

2. Overview of the Circulation/ILL Advisory Group

3. Circulation/ILL Advisory Group Advisory groups: Consult with CCS on potential system configuration changes Assist with research and testing Recommend policy changes and best practices to their associated technical groups

4. Circulation/ILL Advisory Group Advisory group members are expected to: Use their expertise and knowledge to represent the CCS community Participate in 4 advisory group meetings per year Participate in 4 associated technical group meetings per year Engage in online, asynchronous conversation and research between meetings Work with CCS staff to present findings and recommendations as needed.

5. Circulation/ILL Advisory Group

6. Circulation/ILL Advisory Group 2023-2024 Meeting Dates All meetings will be held virtually via Zoom September 15, 2023 (9:30-11:30) December 15, 2023 (9:30-11:30) March 8, 2024 (9:30-11:30) June 14, 2024 (9:30-11:30)

7. Manual Item Recovery in CCS Libraries

8. Manual Item Recovery Some CCS libraires manually reach out to patrons with Lost items to encourage item recovery. These efforts are in addition to the Polaris automatic bill notice at 45 days overdue. At this time, there are no system-wide guidelines around manual item recovery. Examples: Contact if transaction library Contact if patron is registered to your library Contact if transaction library or if patron is registered to your library

9. Manual Item Recovery Circ/ILL Advisory Committee discussed at June meeting Determined guidelines on manual item recovery would be helpful Discussion taken to Executive Committee Executive Committee also agreed we should have guidelines and that guidelines should be consistent with how patrons are submitted to Collections

10. Manual Item Recovery Draft Guidelines Polaris will issue an automated bill notice when an item reaches 45 days overdue. If a library intends to manually contact patrons over billed items in addition to automated notices, efforts should be limited to patrons registered to their library or non-CCS reciprocal borrowers who checked out from their location. The library should not contact patrons registered to another CCS library.

11. Patron Record Single Name Only

12. Patron Record Single Name Only Current: Polaris requires both a First Name and Last Name in patron record New Option: Last Name is only required field; First Name is optional

13. Patron Record Single Name Only When a record without data in the first name field is saved, Leap will display an alert for verification.

14. Patron Record Single Name Only Or, staff can select a Use Single Name Field checkbox in the patron registration workform to disable First and Middle name fields.

15. Patron Record Single Name Only: ILL for CCSB

16. Patron Record Single Name Only Current Practice: Split the institution's name First Name Middle Name Last Name (XGV) Naperville Public Library (NWU) Pritzker Legal Research Center Northwestern University (EIU) Booth Library Eastern Illinois University

17. Patron Record Single Name Only First Name Middle Name Last Name Single Name Only (XGV) Naperville Public Library (XGV) Naperville Public Library Pritzker Legal Research Center (NWU) Pritzker Legal Research Center Northwestern University (NWU) Northwestern University (EIU) Booth Library Eastern Illinois University (EIU) Booth Library Eastern Illinois University

18. Patron Record Single Name Only: All Other CCS Branches

19. Patron Record Single Name Only Current Practice: Libraries may currently employ different practices for inputting mononym and institutional names. If Enabled: CCS would enable for all branches. Branches could choose to use a single name for a patron record if appropriate.

20. MessageBee Automated Non-Blocking Note

21. MessageBee Automated Non-Blocking Note MessageBee supports an option to add a non-blocking note to the patron s record if it detects a bounced message: [DATE] Notification to [###-###-####] bounced." The note text cannot be customized.