Serials Working Group (SWG)
Meeting Minutes, November 6, 2001

Present: Pat Loghry, chair, Shelly Bates, Rachel Boyd, Aaron Bales, Jean Cane, Barbara Cole, Barbara Connelly, Diane Gram, Anastasia Guimares, Belinda Hoffman, Ina Kahal, Mary Lehman, Robin Lisek, Jayne Schlutt, Debby Webb, Ladonna Weeks.
Absent: Bozena Karol, Karen Lanser, Karen Malling, Pam Nicholas, Lisa Steinbarger, Leigh Taylor

Meeting called to order by Pat Loghry

ALEPH 14.2 questions/concerns in response to Mandy's e-mail asking for testing information

Mary Lehman, wanted to know if the field 853 had been fixed, because it was still giving an error message.

Aaron Bales, wanted to know if the refreshing function is working.

ON-LINE TRANSFER AND WITHDRAWAL FORMS - Nastia Guimaraes

Nastia, discussed the On-line Transfer and Withdrawal Form created by Clara.
The form is not created to eliminate the paper. The on-line version will be very essential to the branches, because after the request is received electronically, CADM can have a student pull the book for transfer saving staff time.
Aaron, said that when printing, the form does not print out the information in the reason box.
Jayne, wanted to know about current subscription and fund change and how would that get reported to Serials since the information would be submitted electronically.
Mary, wanted to know if both cancellation /cessation form and a withdrawal form are needed.
Nastia, responded to the concerns by assuring Aaron that the printing problem would be passed on to Clara. A copy of the form would be printed and sent to Jayne if it involved current subscription and fund change. Nastia, made it clear that the on-line transfer/withdrawal form was not replacing the cancellation/cessation form. A withdrawal form would be needed for all withdrawal of material from the library.

"Received" in Aleph, but which do not appear in the receiving locations?

Pat, asked the question, if you use the in transit form how does individuals know.
Aaron, stated that the in-transit form is set up in Aleph test. Chem/Physic is a pilot test site for using In Transit. A report is in the In Service menu. You can generate a General Item Retrieval Report which can be used for lots of stuff. You can select the sub-library item status, and this will allow you to enter a starting date. You are able to do each sub-library separately.
Pat, thought that this should be a wider discussion. The departments suggested to be included in this discussion was as follows:
Mails room, the five branches, Periodicals, BIC, Kellogg, Gov. Docs
A suggestion was made to hold a separate meeting to discuss this topic.
Rachel, asked why Reference was not included? Barbara Cole from Reference responded that the Reference department did not see the need to have the In-Transit function at this time.
Aaron, stated that Chem/Physics only involved books and not serials. The biggest concern was, if the books do not go through the mail room. The utility is set up once with an automatic return.
Pat, will put this on the agenda for the discussion at our December meeting whereby all departments involved can be invited.

OLD BUSINESS

Pat, has talked with Mark regarding 852 the global processes. This process will require a list and will need people to check the list once it is run.
Pat, reported on Swets Blackwell. Swets Blackwell as of Nov. 6th has not sent out their bulk order for domestic orders. This affects everything that was with Faxon.
Deb, asked why there is a problem. Jayne, stated that because we have lots of problems.
Rachel, asked what has happened to Faxon? Pat stated that Notre Dame had concerns regarding Faxon vendor services.
Pat, stated that two or more representatives from Sweats Blackwell have been here since last week to help get set up. Sweats Blackwell has been previously a European-based company. They are willing to do whatever is needed to maintain our subscriptions.
Belinda, had no comments regarding claims.
Pat, wanted to know for Pam Nicholas, regarding any cancellation or calls you may have received, that you please pass this onto Pam. Pam has been calling the publishers to ask for the 90-day grace period for any electronic journals connected to the paper (free with print).
Aaron, asked about the vendor switch regarding claims currently through Faxon. Is Faxon going to cooperate?
Jayne, stated that if the claim is paid, we should get the issue claimed. We expect Faxon to make good of the claim. The bills later process are a problem and depend on whether Faxon has paid for them. Also, a publisher change is another problem. It is a case by case basis. We were told by Faxon that if a some titles have ceased, but it was a publisher change. The library will have to reinstate and buy back issues. Faxon is supposed to be responsible for subscriptions through calendar year 2001.
Rachel, asked about cancelled but expired. Jayne and Pat stated that it is a case by case situation.
Aaron, asked how will back issues be paid. Jayne, stated that this will be paid for through the serials fund.
Deb, asked about second copies or swapping. Barb Connelly has gotten permission, but there is a password to use Ebsco for second copy and suggested that Pam Nicholas be contacted.

ANNOUNCEMENTS

Mary Lehman, announced that Natasha Lyandres has started and that she is presently sharing office space with Mary. Natasha, will be part-time. Mary, will be starting a new position where she will be focusing more on the Electronic Journals.

Meeting adjourned at 3 pm by Pat Loghry.

Next meeting is scheduled for Tuesday, Dec. 4, 2001

Minutes submitted by Barbara Cole