ILS Committee Minutes

December 5, 2018, 10 am

SCLS Headquarters
Chester Room


Meeting Documents:

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Present: E. Foley, ACL (1), A. Noel, BRD (3), E. Glade, PCPL (4); E. Judd, SKC (5); E. Norton, MCM (6); M. Navarre Saaf, MAD (12); B. Faherty, MID (8), H. Cox, MCF (7), T. Herold, DCL (9, 10), S. Lee, M. Warren, MAD (11, 13)

Absent:  C. Borck, WID (2)


SCLS Staff Present: H. Oliversen, V. Teal Lovely, M. Van Pelt

Recorder: Michelle Karls (SCLS)


1.      Call to Order at 10:03 am

a.      Introduction of guests/visitors:

                                                              i.      None.

b.      Changes/Additions to the Agenda:

                                                              i.      None.

c.       Requests to address the Committee:

                                                              i.      None.


2.      Approval of previous meeting minutes: October 3, 2018

a.      Discussion: None.

b.      Motion: B. Faherty moved approval of the October 2018 minutes.  M. Warren seconded.

c.       Vote: motion carried.


3.      Action Items

a.      Approve 2019 Technology Plan: ILS section

                                                              i.      Discussion: M. Navarre Saaf reviewed the ILS section.  H. Cox asked about the timeframe for the Bibliovation upgrade.  This will be discussed further in the ILS Report section.

                                                             ii.      Motion:  E. Norton moved approval of the 2019 Technology Plan: ILS Section.  S. Lee seconded.

                                                           iii.      Vote: motion carried.

b.      From the Circulation Services Subcommittee:

                                                              i.      Propose all libraries use the newest version of the 14 and 26 day overdue notice templates and optional 7 day overdue notice template.

1.      Discussion: M. Navarre Saaf reviewed the changes discussed at the November CSS Meeting.  More libraries are going fine free and the committee felt because of this, the word “fines” should be changed to “possible charges.”  H. Oliversen will make the change to the template for libraries and then she will send out an email describing what was changed.        

2.      Motion: T. Herold moved approval of the newest version of overdue notice templates.  E. Glade seconded.

3.      Vote: motion carried.

c.       From the Collection Maintenance Subcommittee:

                                                              i.      Remove “Pop-up Books” under PERM, add “All Pop-up books” under Books, and add “All non-local video media players” under Videorecordings in the Levels of Cataloging Policy.

                                                             ii.      Add “Video Media Player: include (video media player) in the title” under Title, including sub-titles, to the Videorecordings BSE (Bibliographic Short Entry) policy. 

                                                           iii.      Add “GoChip Beam” and “GoChip USB” as Edition examples, and change “disc” to “item” under Title, to the Videorecordings Searching and Matching Policy.

                                                           iv.      Add the new collection code BDAPJ (BOOK/DIGITAL AUDIO JU).

1.      Discussion: M. Warren reviewed the suggested changes to policies discussed at the CMS Meeting.  These changes were made because more libraries are purchasing video media players.  BDAPJ was discussed as a new collection code because we have more than 50 of these items and libraries are continuing to purchasing them.      

2.      Motion: H. Cox moved approval of the changes to the policies and the addition of the new Collection Code BDAPJ as recommended by the Collection Maintenance Subcommittee.  B. Faherty seconded.

3.      Vote: motion carried.


4.      Reports

a.      Issuing Rules Work Group Report

                                                              i.      Discussion: The work group did a brief presentation at the All Directors meeting. There are over 13,000 circulation rules in our system (checkout rules for all libraries). The goal of the work group is to review existing rules, see how much commonality there is and propose standards that libraries can select from.  Reviewing this before migrating to the new software may result in less pre-migration set-up.  Many libraries have not reviewed their circulation rules since before the 2011 Koha migration.  The group’s first step is to identify and review outliers – individual rules that a library may no longer be using or seem excessive.  The next step will be for the group to come up with some suggested parameters that libraries can choose from and gathering feedback on the proposals.      

b.      Self-Check Evaluation Work Group Report

                                                              i.      Discussion: At their last meeting group left it open to whether members wanted to talk to vendors at WLA or not.  Three work group members had very interesting conversations with Envisionware.  These conversations gave us ideas to add to a checklist to use when visiting vendors at ALA.   This should help us determine what vendors can meet our needs and the group hopes to invite the most likely vendors to do a demo (similar to what was done for the last Self Check demo many years ago).  This checklist will include questions about pricing and maintenance,  RFID interoperability, sorters and gates as well has a checklist for reviewing/testing hardware, software, different configurations of self check units and hand-held devices (if available).

c.       Follow-up to Library Scripts review

                                                              i.      Discussion: V. Teal Lovely is going to MID next week for a meeting to discuss their scripts.  MAD’s extensions were approved for use.  Anyone can access those through Firefox “MPL Koha extension.”  They are not supported by South Central.  Lucas at MAD has a web page with information and will answer questions for libraries.  M. Navarre Saaf will send this information out to libraries again.  ILS could link to Lucas’s page with a disclaimer that SCLS does not support this.  The committee felt this would be very helpful.  H. Oliversen will work on this and talk to SCLS staff about where the best place to put the link is. 

d.      ILS Report

                                                              i.      Discussion: H. Oliversen reviewed the ILS Report. 

1.      Purge of charges under $100 that are more than 10 years old.  Since All Directors unanimously approved this, SCLS staff can go ahead with the project.  Heidi will schedule this asap so that the Annual Purge of Inactive Patrons can be delayed in order to include some of these other records that will become eligible for purge.

2.      A major Bibliovation upgrade occurred on November 16th.  Amy and Heidi have been able to do some testing but there are still more outstanding issues.  In their 12/4 phone meeting they told Patrick Jones at LibLime that it was unlikely that we would have time to complete testing, report additional issues and confirm fixes, prep, set-up and deliver training in time to meet a spring Go Live.  Instead we will aim for early September. 

e.      Report from the Circulation Services Subcommittee – November 13, 2018

                                                              i.      Discussion: M. Navarre Saaf reviewed the November CSS minutes.  

f.        Report from the Collection Maintenance Subcommittee – November 14, 2018

                                                              i.      Discussion: M. Warren reviewed the November CMS minutes. 

g.      Report from the Discovery Interface Subcommittee – November 12, 2018

                                                              i.      Discussion: H. Oliversen reviewed the November DIS minutes. 

5.      Items from clusters for initial discussion –

a.      Items not being circulated with minimal damage  

                                                              i.      Discussion: MID brought an item to show the group as an example.  This book was sent back because the binding is broken.  The receiving library should have instead made a note of the damage.  This item could have been circulated to the patron and it is a disservice for the patron having to wait.  BRD notes the damage and tapes it into the inside of the book.  In the past, SCLS libraries agreed not to do individual notes inside items because it was too confusing and patrons were being charged more.   This will be brought as a reminder to the Circulation Services Subcommittee and they can work on a best practices blog post as a reminder for all libraries. 


6.      Discussion

a.      2019 Calendar

                                                              i.      Discussion: Please review the 2019 Calendar and we will vote on it at the February meeting.  2020 LSTA grants should be changed to include grants other than LSTA.  Will there be an ILS Evaluation in October?  SCLS staff will review this and present a revised version to the IC in February to vote on. 

b.      Follow-up to OverDrive IDC

                                                              i.      Discussion: M. Van Pelt sent out an email about the new OverDrive IDC FAQ sheet.  H. Cox doesn’t feel the OverDrive digital card is a good option for SCLS.  The area code is problematic if you’re near a state border or if moving around frequently.  It’s very costly and we have a problem meeting needs for materials now.  The cards can be renewed indefinitely and patrons can get around coming in to the library for renewal.  The consortia features are coming later.  This will go back to the Steering Committee.  H. Cox thinks we’d be better off developing our own digital card after we migrate to Bibliovation. 

c.       Purge of Charges on patron records (following All-Directors)

                                                              i.      Discussion: At the All Directors Meeting there was a unanimous vote to go ahead with this.  H. Oliversen has created a data ticket with LibLime that she will submit this week.  Should we delay last extract of inactive patrons until we have purged these charges (a lot of patrons with these fines are now inactive).  Members of the IC felt that made sense.  H. Oliversen will request a time from LibLime to do this purge.  She will draft an email explaining this and have M. Navarre Saaf review it before it’s sent out to all libraries.   

d.      Annual Batch Deletion:  include ALL problem item statuses in the reports and clean-up procedures

                                                              i.      Discussion: This came up at the CSS meeting.  M. Navarre Saaf reviewed the discussion at that meeting.  There are reports posted where libraries can review items with these statuses.  Libraries can also run reports in Crystal Reports.  Every library should review this and determine if it is useful.  This should be taken back to clusters and members should be prepared to vote on it at the February meeting.  This will also go on January 2019 CSS Agenda for an official recommendation to be sent to the IC Meeting for approval.        


7.      Plan for Next meeting:  February 6, 2019

a.      Annual Batch Deletion recommendation from CSS

b.      Introduce new cluster reps

c.       Cluster Rep Orientation

d.      Review Results from ILS Evaluation

e.      Review calendar


8.      Adjournment at 11:38 am. H. Cox moved to adjourn the meeting.  M. Warren seconded.



For more information about the ILS Committee, contact Vicki Teal Lovely.

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


ILS Committee/Agenda/12-2018