Circulation Services Subcommittee Minutes

July 9, 2019, 9:30 am

SCLS Headquarters

Chester Room

Action Items:



Present: Zach Ott (BAR), Steev Baker (SUN), Jeff Kauffeld (MAD), Margie Navarre-Saaf (MAD), Emily Harkins (WAU), Erica Kersten (PIN), Eddie Glade (STP), Barbara Henderson (MID), Kelly Heasty (MCF)

Absent: Ronda Evenson (VER)

Excused: Jo Clark (REE), Sarah Bukrey (STO)

Recorder: Michelle Karls (SCLS)

SCLS staff present: Cindy Weber, Heidi Oliversen


1.      Call to order time at 9:32 am

a.      Introduction of guests/visitors

                                                              i.      None.

b.      Changes/Additions to the Agenda

                                                              i.      Changes: none.

                                                             ii.      Additions: none.

c.       Requests to address the Committee

                                                              i.      None.

2.      Approval of previous meeting minutes: May 14, 2019

a.      Changes or corrections: none.

b.      Approved by consensus.

3.      Action items

a.      None.

4.      Discussion items

a.      Review Bibliovation functionality.  We will discuss the "new" software and recording the changes that libraries will need to know about before we start training, like the changes to Hold History, the Holds Queue report and the Report Formerly Known as the Holds Shelf Action Report. 

                                                              i.      Discussion: At the next ILS Meeting in August, there will be discussion about creating a work group where members would talk about the migration timeline, talking points, issues that need to be addressed, and disseminate information regarding the migration to Bibliovation.  The ILS Committee will be asking for volunteers from the Subcommittees to participate.  H. Oliversen distributed a document detailing significant changes in Bibliovation and went through changes to expect in Circulation with CSS members.  If you have any suggestions or changes, please let H. Oliversen know.  She will be presenting this information at the next All Directors meeting. 





·         System preference circ_auto_complete is ON and must remain so for various functions

·         Still some pickiness about name entry order and search results



·         Expanded Patron Messaging Preferences, including Talking Tech Voice and SMS

·         Hold history retention is always on

·         Checkout history retention is decided by the patron (the patron’s setting in the current software will be migrated to Bibliovation)



·         Major changes, mostly the ability to select multiple delivery formats. Changing these will not be a Go Live option for patrons.

·         CSS would like both the delete and archive options for both Messages created from the patron’s Check Out screen. Provide an option to delete an ephemeral note that you don’t want archived.



·         Recommend we turn OFF access until we can perform comprehensive testing after Go Live.  Does not work the way we want it to for Hold Pickup Authorized people.



·         Not accessible for library staff



·         Screen display is different. Ability to adjust screen view helps staff focus searching.  For example, you can select Current Fees or Fee History and/or Hide Payments for your view and also hide payments if you only want to look at charges in both Current Fees and Fee History

·         Overdue fines accrue in same manner and are only charged when overdue items renewed or returned, according to the checkout library’s Circulation Issuing Rules.



·         Handling Refunds is a separate pop-up window instead of a list of “unallocated credits”

·         Pop-up window ALSO includes name of library that OWNS the items eligible for refund.



·         Not accessible for library staff



·         Mostly the same, re-ordered columns and some wording changes.

·         Ticket submitted to LibLime to have the “resolved” charges state paid or waived, not settled.



·         Hold History is now one table instead of a page with three tabs for each flavor of hold.

o   One system preferences instead of six.

o   One sortable by one column at a time.  Heidi will submit a ticket asking if we can get a two or three level sort, similar to the sort options in the Holds Queue report.  And if that isn’t possible, some kind of internal sort that will always sort by timestamp, regardless of the other sort requested.

·         Patron edit history – includes the tracking of more fields edited in patron record.

·         Reading History – Changes are mostly cosmetic but all columns are sortable and now includes a column for number of renewals.

o   Discovery Layer tester pointed out that if a patron disables their reading history, the DL still displays the current items checked out and a 30 day history.  After 30 days the entries are removed.  But the wording in the agreement in their patron account does not point that out.  CSS asked to provide alternate wording and proposed the following change “By subscribing to My Reading History (choice Yes above), I acknowledge that the library's online catalog will retain for my personal use a list of all materials that I borrow. I may unsubscribe from this service at any time (choice No above), which will permanently delete anything 1) not currently checked out and 2) older than 30 days, from my reading history. Library staff will not access or release my reading history unless required by law to do so. I understand that anyone with access to my library card number and PIN can check my reading history or any other information attached to my account.” 

o   This change in wording will go to Discovery Interface Subcommittee for review.





·         Grid listing items Checked Out and items On Hold will display only on the patron’s Check Out screen. Right now displays on both Check Out and Details screens.

·         Circulation history (Revision History in Koha) is tabbed on the same grid.



·         Some changes, blocks are much more apparent. Working on testing the permissions that prevent or allow Overrides.  Looked at the Circulation and Checkout Exceptions set-up that will be reviewed and confirmed later, probably September.



·         Leads directly to the same search screen used from the Discovery Layer.

·         Placing Hold pop-up is the same as well; significant changes but Amy worked hard to make this a patron-friendly/ useable feature.


RENEWALS (from staff side)

·         Expanded description in renew column



·         Major changes.  Heidi still working on figuring this out.  Will create a checklist for testing once the permissions are set-up correctly and the templates are cleaned up.



·         Item Checkout history now has sortable columns

·         Changing item statuses is the same – page name changed from “Item Details” screen to “Item Statuses”

·         “Other” statuses are now labeled “Custom” statuses.



·         Click to select a check in mode, click it again to turn it off.



·         Addition of rule sets that can be selected/used by multiple libraries if the same.

·         Default settings work in individual library set-ups.  Not an option we had before.



·         New software, requires downloading a Firefox extension. LibLime is still working on the Chrome Add-on and developing a Desktop access icon for ease of access during a complete downtime.  A desktop icon may not be needed though.

·         Where is the Offline Circulation saving the transactions?  The OC in Koha saved to a file on each PC’s desktop.  Don’t have to select a file so not sure.  Will find out.

·         Encourage committee members to download the extension and using the testing checklist to play with this.



·         Complete change.

·         All testing logins have a specific set of columns that display.  Choosing those columns is part of setting Patron User Preferences, which library staff do not have access to.  May need to allow higher level staff to have that access like a circ manager, supervisor or only the director.



·         Combined two Koha reports; our Holds Shelf Action report and the Holds Awaiting Pickup report into one.

·         Pull down allows selection of All (for hold shelf reading), Expired or Unexpired.

·         Each morning staff will select Expired entries, print the list, pull the items and check them in.

·         The Holds Waiting message will remain on the patron’s record until their expired hold is checked in.

·         Holds no longer automatically convert to “Available” upon expiration so items with expired holds will no longer appear on a library’s Holds Queue report.


5.      Plan for next meeting: September 10, 2019 at SCLS Headquarters

6.      Adjournment: 11:42 am

For more information about the Circulation Services Subcommittee, contact Heidi Oliversen.

SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.


Circulation Services Subcommittee/Minutes/07-2019