Circulation Work for Principled, Adaptive & Direct Library Readers Superior Practices and World...

Circulation Work for Principled, Adaptive & Direct

Library Readers

Superior Practices and World Widening Services of Philippine Libraries

PAARL National Summer Conference 14-16 April 2010 Tagbilaran City, Bohol

Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 2

Overview

Introduction Shift from circulation to access services Functions of access services/circulation

department New roles of circulation librarian Best practices in circulation work Conclusion

Introduction

Laws of Ranganathan–Books are for use– Every book his ready– Every reader his book– Save the time of the reader– Library is a living organism


[1/2]

Introduction

Circulation department played a highly visible, central role in the mission of the academic library

Its responsibilities are broad including a variety of reader advisory services, interlibrary loan and document delivery


[2/2]

Shift From Circulation to Access Services

What is circulation?– It is the process of checking books

and other materials in and out of a library

– Is a fundamental to access services (ODLIS)


[1/3]


What is access services?


The provision of access to a library's resources and collections, which includes the circulation of materials (general

circulation, reserves, interlibrary loan, document delivery), reshelving,

stack maintenance, security, and signage. Large libraries employ

an access services librarian to manage these activities. (ODLIS)

The provision of access to a library's resources and collections, which includes the circulation of materials (general

circulation, reserves, interlibrary loan, document delivery), reshelving,

stack maintenance, security, and signage. Large libraries employ

an access services librarian to manage these activities. (ODLIS)

[2/3]


What is access services?–Access to information has become as

important as ownership– Patron can get assistance even if he

has failed to find an identified title–Adopted to reflect the integration of

technology and its impact on the traditional division of labor


[3/3]

Goals of Access Services

To provide timely, convenient and equitable access to materials–Alert and courteous attention to all

requests– Fair and consistent application of access

policies–Adequate schedule of open hours–Minimum waiting time for patrons


[1/7]


– Timely processing of course reserve materials

– Timely processing of interlibrary loan requests

–Accurate circulation records– Shelving practices which emphasize

speed, accuracy, and good conservation practice

–Maximum availability of materials in heavy demand


[2/7]


To provide accurate information on the use of basic services and sources during all hours the library is open, including:–Circulation and reserves procedures

and policies–Directions to frequently used areas in

the library


[3/7]


– Library-wide services related to circulation

– Services related to interlibrary loan– Introductory information on the

library’s catalog – Safety and security procedures–Use of machines for reading, copying

items, and other machines


[4/7]


To provide an environment which will promote effective use of materials for study and research– Safe, clean, and well-lighted facilities–A sufficient number of adequately

maintained machines including computer equipment, microform readers/printers, copy machines, and change machines, on site


[5/7]


–Adequate security measures for persons and materials, with procedures known to staff

–All activities of the department carried out in a quiet, efficient manner

–Access to all library facilities for disabled users


[6/7]

Goals of Access Services To seek and use feedback for

continued improvement in services– A system for receiving, evaluating, and

acting on suggestions– Regularly scheduled communication– Regular referral of lost and missing titles

for replacement or withdrawal– Accurate statistical reporting– Regular review of quality of services


[7/7]

Functions of Circulation/Access Services

Department Circulation– borrower privileges and accounts,

including fines– staffed and self-service checkout– laptop lending– book searches, holds and recalls


[1/4]


Department Course reserves– processing and providing access to

materials for print and electronic course reserves

Current Periodicals, Newspapers & Microforms – assistance with the current

periodicals, newspapers and microforms collections


[2/4]


Department Document Delivery Services– delivery of materials from all sources

to campus libraries and electronic delivery of articles to user desktops.

Interlibrary Loan – obtaining materials from other

libraries– providing materials owned by one

library to other libraries worldwide


[3/4]


Department Stacks/Collection Maintenance – reshelving of returned items– shifting items within the stacks to make

best use of shelf space– keeping items in correct call number

order on the shelves– updating stacks signs and other guides– assistance in finding items in the stacks


[4/4]

New Roles of Circulation Librarian

Circulation librarian as public relation officer


“Having services that no-one knows about is as good as having no services at all” –

Chen and Hernon, 1982

“Having services that no-one knows about is as good as having no services at all” –

Chen and Hernon, 1982

Circulation Librarian as PRO

Acts as an intermediary between the library and the users, coordinating services and making them available to users

Disseminates the already acquired information to serve users


[1/2]

Circulation Librarian as PRO

Links the users with information available in the library, or links the information with the users through SDI and CAS

Advertises the library by employing public relations tools


[2/2]

Circulation Librarian is

Proactive rather than reactive Outspoken Assertive Clear-cut in information provision Efficient Energetic knowledgeable


Best Practices in Circulation/Access

Services


Library Best Practice

What is library best practice?–Outlines a process, practice or method

that can improve effectiveness and efficiency in several situations

– Provides opportunities to define quality services and introduce new assessment measures, set expectation levels clearly, smooth staff transitions, etc.


Library Extended Services Hours : UP Experience

Goals– To provide uninterrupted reading

facilities to the users in a conducive atmosphere

– Those who cannot visit the library during the day-time can make use of the Library in the evening hours


[1/4]


Process–General Reference & Electronic

Resources Room having reading capacity of 150 students

– Extended hours: 5:00PM to 12:00MN since 2000

–Collections: Reference sources, electronic resources

– Student can bring their own reading materials and laptop


[2/4]


Impact– Increased library usage–Useful to students preparing for various

competitive examinations–Very fruitful for clients who are unable

to visit the library during daytime– Increased usage of electronic resources– Students want this facility to be

extended 24 hours a day


[3/4]


Resources–Additional reference staff–Reorganization of staff duties– Strengthening the security of library

materials–High speed Internet connection– Transportation for staff– Security of the campus


[4/4]

Extended Reading Services:

UP Experience Goal– To allow students read library materials

that are for room use only after 5:00PM Process–Request library materials for extended

reading before 4:45PM via phone, email or personal

–Circulation staff from other library sections will bring the extended readings to the General Reference


[1/3]


UP Experience Process– Students use the extended reading

materials at the General Reference – Photocopying services available until

8:00PM– Library staff monitors the use of

theses/dissertations


[2/3]


UP Experience Impact– Increased usage of library materials–More happy graduate students who

cannot go to the library during daytime

–Maximized use of theses/dissertations and other materials for room use except for microforms and audio visual


[3/3]

Automated Circulation System

Goals– To automate circulation works such as

checking in and out of materials, circulation statistics, compute fines, recall of materials, etc.

– To provide a system to make online renewal and reservations, recall and holds


[1/5]


Process– The library has purchased or

developed its own integrated library system with circulation module

–Routine circulation works were automated resulting to streamlining of procedures and workflow of circulation

–Circulation department is using many forms


[2/5]


Value-added features– Electronic borrower’s card–Recall–Online renew and reservations– Library holds /delinquent users• Overdue books or unpaid fines prevent you from

registering, and from receiving transcripts or grades


[3/5]


Impact–Relieve professional staff in routine work

and operational tasks–Reduces the amount of time required to

perform circulation operations; thus, eliminating long lines

–Accurate circulation status–Reduces the amount of staff time

required to ready materials for re-shelving


[4/5]


Resources–Hardware, software, network facility,

UPS support and air-conditioning the server room with remote log-in facility to the system administrator

– Periodic preventive maintenance of servers with least down time

– Security mechanism– Skilled library staff


[5/5]

Extended Checking In and Out

Goal– To allow library clients to borrow and

return books beyond 5:00PM Process–Request items for loan through phone,

email or in person–Can borrow if no overdue books–Only circulating materials


[1/2]

Extended Checking In and Out

Process– Pick up point: General Reference–Reference staff have circulation

privilege in the iLib–Clients can pay book fines


[2/2]

RFID Sytem

Goals– To facilitate self-service: unmediated

exit, self check-out; self check-in– To reduce workplace injuries:

streamlining workflow and reduction of repetitive motion

– To streamline inventory management• Shelfreading and inventory• Automated sorting to shelving location


[1/4]

RFID System

Process–Consolidation of exit control, main

circulation, circulation charge desk and reserves

–Replaced mediated exit control–Collection database most complete

and most items bar-coded


[2/4]

RFID System

Impact– Improve inventory control–Relieve professional staff in routine work and

operational tasks–Reduces the amount of time required to

perform circulation operations; thus, eliminating long lines–Accurate circulation status–Reduces the amount of staff time required to

ready materials for re-shelving


[3/4]

RFID System

Resources–Checkpoint RFID system– Endeavor voyager ILS with SIP2 interface– Installation of private Ethernet network– Integration of RFID system with

integrated library system– Staff–Book drops


[4/4]

Electronic Reserves

Goals– To provide a place to make course

resources accessible to your students 24/7

Process– Students may access course materials

through the web, thus allowing them access to information outside the library's physical environment


[1/5]

Electronic Reserves Process– Photocopies of materials may be placed on

Reserve subject to copyright regulations– For purposes of copyright compliance, a full

citation (author, title, publisher, date, etc.) documenting the source must accompany each article

–Meet fair use guidelines or that the copyright holder has given permission to reproduce the material


[2/5]

Electronic Reserves

Process–Circulation staff scan reserve materials– e-reserves materials are made

available through two formats: print documents scanned and converted to PDF files and electronic full-text articles linked from one of the databases

–Users need Adobe Acrobat Reader to view the scanned files


[3/5]

Electronic Reserves

Process–Viewing e-reserve materials requires

authentication– Excluding: course packets; more than

10 percent of a book; more than one article from the same issue of a journal


[4/5]

Electronic Reserves

Impact– Increased usage of reserve materials– Faculty wants the library to seek

copyright permission from the publisher

Resources–Digitization equipment, Internet

connection, high end servers, additional staff


[5/5]

WebOPAC

Goal– To make the library retrieval tool

OPAC on the Web for wider access Process– Library collection availability and its

status are very important for the users– The card Catalog is converted into

machine-readable format to make it available for access over the Internet


[1/3]

WEbOPAC

Impact–Users are benefited at large scale by

using this service at their own departments

– They also can reserve the materials that are not available for their future use


[2/3]

WebOPAC

Resources– Library database compatible with Web

OPAC, Internet connectivity, Automated Library transactions using barcode, smart cards, etc.


[2/3]

Electronic Surveillance System

Goal– To create a system that can arrest

pilferage of books or unauthorized issue of books

Process– Library collection is increasing with

additions of documents every year– Library is kept open for more than 16

hours a day and it is proposed to open round the clock


[1/4]


Process– It is necessary to create a system that

can arrest pilferage of books from the library

– All the books are inserted with EM tags that are invisible and a security gate is installed with electro-magnetic field that detects unauthorized books going out from the library with a beep sound to alert the staff


[2/4]


Impact – Since library is open for longer hours

with limited staff working in shift duties, the security gate is helping in arresting pilferage of books from the library

– Since the libraries don’t have frisking facilities, this system will detect pilferage and save the library collection


[3/4]


Resources– Installation of Security panels at the

exit, charging and discharging unit, EM tags (single side or double side adhesive and permanent tags)

– Inserting the tags in the acquisition section


[4/4]

24/7 Access to e-Resources

Goals– To provide uninterrupted world-wide

access to the library resources searchable from anywhere, anytime, by anyone

Process–More library clients want to work at

home through their desktop


[1/3]


Process–Research made easier thru provision of

remote access to electronic resources–Registered library users are given PIN,

smart cards, etc. Impact– Increased usage of electronic resources– Less library users visiting the library


[2/3]


Resources–Hardware, software, network facility,

UPS support and air-conditioning the server room with remote log-in facility to the system administrator

– Periodic preventive maintenance of servers with least down time

– Security mechanism– Skilled library staff


[3/3]

User Feedback Practice thru Suggestion Boxes

Goals– To maintain suggestion box to get

user feed back on various services provided to them

– To evaluate the feedback forms or letters to improve library services

– Streamlining or focusing the services with modifications, if any to meet the user needs


[1/4]


Process– Apart from providing regular and routine

services, it is necessary to provide new and improved services

– It is necessary to get feedback on the regular and new services from the Users to streamline or modify to suite to the requirements of the end users

– The feedback forms or letters are opened every day by the Reader Services Section to evaluate them to take further decisions in the matter


[2/4]


Impact –User satisfaction levels have increased– The informal feedback from the users in

the form of dialogue also helped to correct or modify certain procedures that helped them

–User interaction is encouraged by all the sections on informal basis and this has improved the functioning and activities in the library


[3/4]


Resources –A feedback box near the entry point of

the library– The Reader Services Section to open

this box regularly to take decisions at their level or at a staff meeting based on the issues

–Regularly scheduled meetings of Section Heads to discuss the issues


[4/4]

Other Circulation Services Apply for a graduate carrel Faculty authorization for proxy patron Laptop computers for loan Book or laptop lockers Request for rush cataloging Book drops Interlibrary loan/document delivery


[1/3]

Other Circulation Services

Request a search for an item Designated borrower–A family member may use another

family member's card to check out holds for that family member

–A Designated Borrower may check out materials for the homebound or handicapped person who has authorized him/her to use their card


[2/3]

Other Circulation Services

Learning commons @ your library Group discussions Homebound services–Materials are delivered to residents

who are homebound–No overdue fines for homebound

patrons


[3/3]

Conclusion

For a good library, the services must be accessible. “Service begins

with materials and accessibility. Accessibility means the process of

getting the right book to the right person and at the right time making sure that positive results happen to the benefit of

users.”


[1/2]

Conclusion

“The access services division is the store front of the library and will

continue to make a direct impact on the customers in this exciting time. Access services librarians have the opportunity to move beyond their

traditional roles to players who not just support but shape the learning

experience.”


[2/2]


BibliographyCarver, Deborah. (1992). From circulation to access services: the shift

in academic library organization IN Access services in library. Hawoth Press.

Gardner, Judy. (2007). Access services, research and instructional services, Rutger University Libraries: annual report 2006-2007.

Li, Xi. (2006). Library as incubating space for innovations: practices, trends and skill sets. Library Management 27(6/7), 370-378

Murray, Peter E. (2004) The radio frequency revolution: tips and trends for implementing RFID systems in libraries: University of Connecticut's implementation.

Shahid, Syed Md. (2005). Use of RFId technology in libraries: a new approach to circulation, tracking, inventorying and security of library materials. Library Philosophy 8(1)

University of California-Berkeley Library websiteUniversity of Central Florida Libraries website


Thank You for Your Attention


Contact Information

Miss Marian S. RamosReference LibrarianThe University LibraryUP DilimanTel : 981.8500 loc 2861Email : [email protected] [email protected]

mailto:[email protected]

mailto:[email protected]

Circulation Work for Principled, Adaptive & Direct Library Readers Superior Practices and World...

Documents

Transcript of Circulation Work for Principled, Adaptive & Direct Library Readers Superior Practices and World...