Changes to E-Book Subscriptions

From Marianne Lorio, 8/2:

I apologize for not spreading the news better, but starting this month we will no longer be offering e-books and audiobooks in the Hoopla collection. The reasons for this difficult decision are budget cuts and the costs of these titles in Hoopla compared to the cost in OverDrive. The key factor is that Hoopla charges per checkout of any item. Whereas we pay one price for access to an OverDrive title. When we compared the cost and the usage of both services Hoopla was costing significantly more than OverDrive and getting only a fraction of the usage. If we had kept the availability as it was, it is forecasted that Hoopla would have grown to be over 10% of our materials budget, which is much greater than the percentage of total usage Hoopla provides. We are planning on funneling some of the money that we are saving on Hoopla into buying additional copies and titles for OverDrive. We are working towards reducing the wait time for OverDrive holds to be fulfilled.

As a side note, the remaining formats in Hoopla, music, movies, and comics, have cost us significantly less than e-books and audiobooks. The content of these collections is also, generally, unique to Hoopla, which is why we are maintaining them for the foreseeable future.

From Marianne, 10:46 AM:

As you know by now, budget cuts are leading us to review all our renewals very carefully. The subscription we had with Rbdigital was rather expensive, especially considering that the number of library customers using it was relativity low. Therefore we changed the subscription plan to one that has fewer titles (the top 250 titles) and costs less.

We will be taking some of the money that is saved to purchase audiobooks titles that are exclusive to Rbdigital, including Daniel Steel and Alexander McCall Smith. Please note that these title will be one copy/one user, which means that if all the copies are checked out you will be able to place a hold on the title. This change will take place at the beginning of September. Please be patient with us as we build a smaller, but more unique collection.

DVD Checkout Increased to 15 items

From Laurie Covington, 4:34 PM:
Customers are now allowed to check out 15 DVDs instead of 5 DVDs.  Changes have been made in Sirsi Workflows and to the official policy (see attached). 

Floating Update

From Sara Karow:

Good news! Starting Monday, January 8, we will be returning, for the most part, to the weekly box counts per location that you were following before the storm.  Do continue any of your direct branch-to-branch partnerships as well.

                Open branches not specifically noted as exceptions – up to 3 boxes/week

                ALI, HEI, HIL, JUN – up to 10 boxes/week

                LOO, MNT, RIN, WAL – up to 5 boxes/week

               

As before, boxes of surplus Subscription Plan books being sent to Float Team do not count as part of your Float box limit.  Boxing them separately is really helpful to us. Damaged ones (unless nasty, of course) can go in the same boxes as the ones that are just extra, but please put post-its or something on them noting condition problems.  Not surprisingly, since Harvey we have received a great many with warped but dry pages due to water damage that hasn’t been noted, so please be on the lookout for that. Do hang onto duplicate Bluebonnet and Lone Star titles from this school year and last, in particular, as they are on Name that Book contest lists and will be up for voting. (**Conversely, if you are running short, put a request out on the Youth List.)

NOTE: Just a reminder about float boxes from our locations. We can send 5 boxes from WAL and 3 boxes from SWX. Please follow the packing guideline and not to put too many books in one box.  Christy, 2/26

How to Use LMS Flags

From Sara Karow, 12:43 PM:

LMS needs your help!

 

Despite having just recently distributed newly revised “LMS Flag” forms, LMS staff have noticed an increase in the percentage of items being sent to us without flags and/or lacking critical information. This significantly affects our ability to handle them in an efficient and timely manner. In this situation, a little bit of extra attention to detail on the front end goes a long way.

 

Any item being sent in To LMS for a possible change or attention of some other kind, including problem AV items, must include a LMS Flag. One flag per item, not per bundle. Please note sender and unit in space provided at top of flag. If we can’t determine which library an item came to us from, there is no way we can send it back following a fix or follow up with you regarding a change request. Post-its and slips of scratch paper with vague notes and no unit names are not substitutes for LMS Flags.

 

We would also like to remind staff to please review all items that have been set aside as problematic before they are sent in to LMS as edits. We have noted receiving a large number of items that were not appropriate send-ins for various reasons, such as:

 

§  weeded items that have been stamped “Friends” and deleted from Sirsi

§  items that are outdated or superseded by new editions (weeding candidates)

§  damaged books

§  items flagged as “barcode-not-found-in-Sirsi” that are in Sirsi and scan just fine

§  damaged items that are intransit to fill customer holds

§  call number changes on items older than 2 years

               

Once again, attached are copies of the new flag (available from Supply Room if your unit has exhausted the initial batch that was distributed in August) and the old flag (if you still have any, please send to Float Team).

 

Managers, as always, please share this with members of your teams who may not be on this email distribution list and review procedures with everyone.

 

Please let me know if you have questions.

Post-Harvey Updates from LMS - New Items, Floating, Edits, Collection HQ

From Sara Karow, 12:19PM:

While HPL is still focusing on Harvey Recovery, LMS has shifted collection management priorities. The following changes are temporary and will be in effect until LMS department managers feel we are ready to resume ‘normal’ services. 

New Materials:  Open locations will temporarily see an increased volume of new materials arriving from LMS. Many locations remain closed and may be for quite some time. Rather than storing the thousands of new books and other items currently locations would normally receive, we are sending those items to open locations in order to make them available for checkout by our customers. As more locations open, this should start to even out.

Floating: We are extending the ongoing suspension of routine shipments of items from NLs to LMS Float Team through September 29.  On a case by case basis, I have made some specific exceptions for locations experiencing a very large influx of returns due to the closure of nearby high-volume libraries. If you find that your unit is besieged by returns that are overwhelming your shelf space, please contact me to discuss a remedy. Hundreds of items that were checked out at closed NLs are being returned at CEN and CMH too and we are floating them out to open units rather than indefinitely storing all those items that are “intransit” back to the NLs where they were checked out.

Edits: For the time being, please hold off sending any edits to LMS except for:

1) Item-on-the-Fly material

2) items specifically recalled by Gary Lackey

3) items on wrong bibliographic records

4) transfers to CEN Stacks

5) items with barcodes not in the system

This means holding onto your call number change requests, label changes, and other problem items until we are able to receive them. (Also, don’t forget that al units should now be using the new LMS flag that was recently distributed and any copies of the old Processing Flag you have on hand should be send to LMS.)

Collection HQ:  Please refrain from running any Collection HQ “Dead Items” lists until further notice. “Shopping” for specific items to rebalance collections is also on hold for now.  You’ll be notified when it is okay to resume both of those activities.

Thank you for your patience and cooperation. Please share this with all members of your team, and apologies for any cross-posting.

We’ll get through this together. Please contact me or any of the Collection Development selectors (x31469) if you have questions or concerns regarding any of the above or other collection-related issues

Floating Suspended until Sept. 15

From Sara Karow, 5:51PM:

Please suspend the shipment of floating items to the LMS Float Team through September 15.

This will allow all of us to focus on Harvey recovery activities and reduce the demand for boxes that are needed for storage of collections while buildings are repaired and disposal of items damaged by leaks and flooding.

The only exception will be for shipments of surplus Subscription Plan books, which we will continue to accept. We will continue to ship out floating items to locations that are open as well as assemble batches of items to fill requests for replacement of categories of items due to Harvey damage. Please let Alma Chavarria or me know if Harvey left you with gaps we can help fill.

In the event that it is necessary to extend the suspension date I will send out a follow-up announcement.

How to Handle Water-Damaged Materials

From Pat Ogea, 9/1:
It is very important that we quickly identify and remove any Library materials that sustained water damage to prevent the spread of mold.  Be vigilant watching for evidence of mold and mildew over time, because it is not always visible immediately.. 

1. Wear gloves & masks when dealing with water-damaged materials.
2. Segregate wet/damp materials from unaffected dry materials. If in doubt, let it go. We will not be doing remediation of NL material due to the volume of items. 
3. A storm damaged item user record has been set up for each location: XXX XXX HARVEY DAMAGED MATERIAL, user id is similar: XXX-HARVEY-DAMAGED. Check out all damaged returns and items damaged inside buildings to your unit's account.  (*Do Not use regular DISCARD accounts.)
4. Do not stamp items.
5. Box all items after processing. Wet items should be placed in boxes lined with plastic bags, to prevent leakage and box breakage.  Follow standard box weigh guidelines, keeping in mind that wet items are heavier than dry ones. Use standard Friends/Discards box label," Circle DISCARDS, add special note WET.
6. Maintain a list of categories of items that need to to be replaced in your unit. Email list to Sara Karow  LMS. Float Team will work on redistribution of floating material to locations in need.
7. Wipe down any shelving that got wet before shifting or restocking materials.
8. Contact LMS (x31469) if you have any questions.

NOTE: Per Sara Karow, do not sent individual Harvey water-damaged items to CEN or LMS. After checking out the the branch's Harvey Water-Damaged Materials account, trash the item.  The instruction above pertain to HPL collections damaged in the building.  KL 9/8/17

Staff Meeting Notes 8-14-17

Monday, August 14,  2017, 9:15-10:30 AM, Meeting Room

Present: Christy, Derrick, Irene, Karen, Linda, Martha, Patricia, Rhonda, Sonia, Teresa.
Absent: Araceli, Holly, Ivy

 Staff Meeting Agenda

1. Updates - 30 min

1. FY18 Staff meeting schedule
2. SRP Wrap-Up (Ivy & Irene)
3. Summer Food Service Program Wrap-Up (Linda & Teresa)
4. Summer Volunteers Wrap-Up (Christy)
5. Fall Programs (Derrick & Ivy)

2. Notes from August SW Managers’ Meeting (Karen & Christy) - 45 min
1. When can we close building? 1) When temp is above 80 degrees, can consider re: programs scheduled, how long temp has been high, status of repair; 2) if no water and no signs of workers in area; 3) when no electricity, depending on circumstances (cooling center, amount of natural light)I
2. Resurfaced DVDs: LMS wants us to send loose DVDs individually wrapped, not together in a box.
3. Giving out free prints/copies: 1) When it’s Coin Copier’s fault (paper wrinkled, copy faded); 2) if customer doesn’t have any money, we should not make a habit of making  free copies; 3) Depending on the nature of the document, we could copy to flash drive and print at desk; 3) When we give free copies, they do not get the money owed them--taking payments as MISC goes to COH general fund.
4. Clearing hold shelf: 1)  items appear on list only once, so must print and check list for each day (including Sunday); 2) Also check regularly for older items--older than 15 days is a safe estimate.
5. Damaged Items: 1) charge customer’s account; 2) Keep item for 30 days as it belongs to the customer now; 3) make sure customer is notified to pick up item if they would like to.
6. Curfew: 9AM-2:30PM during school year for ages 17 and under--cannot be in library unless accompanied by parent or guardian. (COH ordinance?)
7. Service Animals: 1) applies to dogs and miniature horses only; 2) Can ask 2 questions only: “Is the animal required because of a disability?” and “What work or task has the animal been trained to perform?”.
8. Braille Keyboard: For use by customers needing adaptive equipment. [Where is it?]
9. Signs & Flyers:1)  Only calendar template is approved for handout with branch printing; 2) all other handouts must be printed by Print Show, 2-3 week turnaround; 3) Sign template for single signs only, not handout; 4) Request other signs from Print Shop, 3-4 week turnaround, including Bluebonnet & Lone Star signs, New Book signs, Book Sale signs--any sign that has been printed and posted by a staff member must be sent to the Print Shop unless done using approved template and fonts.
10. Kronos:  1) punching in a 9:20 is late, even if it’s not counted by the HEAR Attendance & Punctuality standard; 2) Punch rounding does not mean you can arrive 7 minutes late and leave 7 minutes early--the COH Electronic Timekeeping Policy states employees must work their scheduled shifts (listed on the daily scheduled).
11. TexShare Card: 1) Only issued by Circ Admin; 2) have customer fill out form and send to CEN; 3) Circ Admin will mail card to customer in a week of receipt of application.
12. De-Cluttering: We have done a good job of make the public space clutter free, so we should focus on the workroom now--everything in its place, everything on a shelf or in a closet somewhere.
13. Friends Book Sale: customers can drop off donations at the Friends Wareshouse; go to friendsofhpl.org/donate-books

3. Issues to Discuss (20 min)

Important Dates this Month

• Friday, August 18: Youth Services Meeting (Irene); pay day
• Monday, August 21: Outreach SW WIC Clinic (Irene)
• Thursday, August 24: Floating training at CAR (Holly, Ivy); Office 365 at LDC (Karen)
• Friday, August 25: Outreach at Fonteno Senior Center (Derrick); CE Managers Meeting at CEN (Christy, Karen); last day of pay period
• Wednesday, August 30: Baker-Ripley Providers Meeting (Christy)
• Thursday, August 31: Tech Talk with Rick Peralez @ CEN (Derrick)
• Friday, September 1: December programs due in Event Module; pay day
• Tuesday, September 5: SW Assistant Managers Meeting (Karen)
• Friday, September 8: Last day of pay period
• Monday, September 11: September Staff Meeting

FY18 Southwest Express/ Walter Group Staff Meeting (2nd Monday of the month)

2017 August 14

September 11

October 9

November 13 (Thanksgiving potluck)

December 11 (Christmas party)

2018 January 8

February 12

March 12

April 9

May 14

June 11

Where to Send Damaged Items

From Marianne Lorio, 8/7:
It's been brought to my attention that Central is receiving a number of damaged AV that should be sent to LMS. We think part of this is due to unintentional confusion. While LMS is psychically at Central is not part of Central. (You all share us equally.😊) 

When you send damaged AV to Central it will not be delivered to LMS. Central has enough to do without having to be responsible for the entire system's damaged AV. If, for example, the audiobook disc you have belongs to an audiobook located at Central, please do send it to Central. 

Otherwise please indicate the item is going to LMS. Damaged audiobooks come to me. Discs that need cleaning go to Floating usually (there is a hiatus while we get a new disc cleaner). Please contact me with any questions.

New Processing Flags

From Sally Bates, 8/9:

We have revised the Inventory Control flag.  This is the form that you use to let us know about items that have fallen out of the catalog, have the wrong label, are missing a label, audio books that need a disk replaced, etc. Attached is a picture of the old and new flags.

HPL Print Shop is sending 50 of the new flags to each location.  Please let us know if you have comments or suggestions.  Once we have finalized the new flag, it will become a Supply Room item and you can request it with your other supplies, as in the past.

Please gather up the old Inventory Control flags and send them into LMS-Float crew, who will use them up.

How to Handle Subscription Plan Books

From Sara Karow, 1:44PM:

Today I received a box filled with 12 damaged Subscription Plan books [books with yellow call number labels, leased from Baker & Taylor--KL].  There was no indication which NL they were coming from and no condition notes.  All of the item barcodes had been already been checked out to a Discard account and had been removed from Sirsi as well , so I can’t determine where they came from that way either.

Since I have no way of knowing who in particular to contact to review our procedure for handling these items, I’m sending this as a general reminder. We’ve also had a few incidents where staff have stamped damaged Subscription Plan items “Discard” recently too, so a review is in order to make sure everyone is on one the same page.

The instructions below are part of the “Processing & Sorting Weeded Items” that was updated and distributed last summer. NL/Express/CEN Managers – please review this with your teams.

We have been receiving Subscription Plan items for about a year and a half, so now is a good time to walk your shelves and check for multiple duplicates copies of older S-Plan items that may no longer be needed at your location and send them in to us for possible floating or returning.  You may be able to free up some shelf space for newer items that are in higher demand. As with anything you send to the LMS Float Team, please remember to check them out to your “xxx-Float” account so they don’t show in the catalog as being on your shelves.

  

_______________________________________________________

SUBSCRIPTION PLAN Items – Return to LMS

Subscription Plan (S-Plan) books are easily identified by their bright yellow spine labels.

NOTE: **NEVER stamp Subscription Plan books and DO NOT check them out to CEN or an NL unit’s “xxx-Discard” account in Symphony Workflows (wet/moldy/bugs exception: see pg. 3).

• Send all surplus and damaged S-Plan books directly to the LMS Float Team.
  • Attach a brief note to individual copies regarding any damage (wet/moldy/bugs exception: see pg. 3).

• When pulling surplus copies of titles that HPL has both as regular HPL copies (white spine labels) and S-Plan copies for possible withdrawal, it is preferable to send in S-Plan copies first rather than regular HPL copies if condition is comparable. The Float Team may redistribute surplus S-Plan items rather than withdrawing and returning them to the supplier, depending on system-wide needs.

LMS Division staff will handle ALL S-Plan withdrawal tasks for damaged items and surplus copies being returned to the supplier (wet/moldy/bugs exception: see pg. 3).