Serials Working Group (SWG)
Meeting Minutes 4/2/02

Present: Pat Loghry (chair), Aaron Bales, Shelly Bates, Rachel Boyd, Jean Cane, Lin Doversberger, Diane Gram, Nastia Guimaraes, Mandy Havert, Ina Kahal, Mary Lehman, Natasha Lyandres, Karen Malling, Pam Nicholas, Bobbie Lou Philotoff, Jayne Schlutt and Deb Webb

1. Date & time of meetings: It was decided that beginning in May the SWG meetings will be held on the first Wednesday of the month from 9:00 to 10:00 am.

2. Online transfer request form: Jayne mentioned that Serials needs to be informed whenever a currently received journal title is transferred from one library to another. There is a place on the current form for this, but it's easy to miss and should be more prominent. Also, staff may not realize that Serials need to be notified as well as CADM.
Nastia will look into modifying the online form.

3. BD item status: Aaron reported that at this time there are no records with a BD item status. The clean-up was successful.

4. Routing: Mandy reported on routing for serial issues not yet arrived. Patrons can request that a future issue be held for them. A note is put into the record and when the piece arrives a routing slip is printed directing the issue to the patron who made the request.

5. Forms for new or changed titles: Pam reported on the forms that come with an issue that is a new title or has a change in title or call # information. Diane feels that the information printed on these slips is inadequate and would like to see at least the titles included. Pam agreed that more information can be included and will have Bobbie Lou start attaching the bib record instead of the holdings record. Also, two different colors will be used in the future. One for new titles and one for changes.

6. Serial issue totes for Mail Room: There have been some problems with new issues arriving in Serials and not arriving in the branches. Pam looked into ordering totes and a cart for these issues. The Serials Dept. would place the issues in these totes and put the totes on a cart which will be wheeled to the Mail Room. The totes will then be distributed to the different branches without ever being opened until they reach their destination. The Mail Room is agreeable, but now Administration has to agree to the cost. Pam would like to see the cost split between User Services, Serials and the Mail Room.

7.In process status: Pat would like the z field in the catalog holdings for electronic journals to be changed to an x so that the in process status will not display in the web opac. ????

8. Online "cessation of title form": Pat demonstrated the new online "cessation of title form" currently in process. This will replace the old paper form that subject specialists are currently filling out when a journal title is cancelled. When the online form is submitted it will go to both Gay Dannelly and CDC. Anyone wishing to use the form will have to sign-in, though permissions have not yet been set.

9. "In transit" for new journal issues: Training for all branch staff on the new journal check-in process is set for Wed., April 10th at the BIC. Diane will show the rest of the group how to check-in journal issues in the system rather than using the Kardex. Jayne will also be there to answer questions and address concerns. Aaron has asked Mandy to change the necessary tables in the system so that all branches can begin using the new method on Mon., April 15th.

The meeting adjourned at 3:20 pm.

Respectfully submitted,
Karen Malling