ILS Committee Minutes

October 2, 2019, 10 am

SCLS Headquarters
Chester Room


Action Items:

The IC approved adopting the Circulation Policy: ANNUAL Purge of Inactive Patron.

The IC approved adopting the Circulation Policy:  ANNUAL BATCH DELETION OF ITEMS WITH PROBLEM STATUSES.

The IC approved creating the new Collection Code DBRAAN (DVD BLU-RAY AD ANIME) and the new Shelving Location SDY (Serendipity).

The IC approved sunsetting the Issuing Rules Work Group.

The IC approved moving the Purge of Inactive Patrons from December to November for 2019 only.

The IC approved the moratorium on circulation rules changes.

The IC approved the special meeting in November before the All Directors Meeting (November 21, 8:45 am, Waunakee Public Library).


Present: Erin Foley, ACL (1), Cathy Borck, WID (2), Angela Noel, BRD (3), Eddie Glade, PCPL (4), Emily Judd, SKC (5), Eric Norton, MCM (6), Heidi Cox, MCF (7), Brendan Faherty, MID (8), Nate Snortum, DCL (9, 10), Margie Navarre Saaf, Susan Lee, Molly Warren, MAD (11 -13)

Absent: None

Excused: None

Recorder: Kayla Linke (SCLS)

SCLS staff present: Amy Gannaway, Heidi Oliversen, Vicki Teal Lovely


1.      Call to order time at 10:00 AM

a.      Introduction of guests/visitors

                                                              i.      K. Linke and H. Oliversen from SCLS are attending today.

b.      Changes/Additions to the Agenda

                                                              i.      Changes: none.

                                                             ii.      Additions: V. Teal Lovely added “Special Meeting in November” under Action items.

c.       Requests to address the Committee

                                                              i.      None.


2.      Approval of previous meeting minutes: September 4, 2019

a.      Changes or corrections: none.

b.      Approved by motion: M. Navarre Saaf moved approval of the September 4, 2019 minutes.  H. Cox seconded.

c.       Vote: motion carried.


3.      Action items

a.      The Circulation Services Subcommittee recommends adding the following Circulation Policies:

                                                              i.      The CSS recommends approving the Circulation Policy: ANNUAL PURGE OF INNACTIVE PATRON. [This is not a new process, but it was not identified as a policy during a policy review many years ago]

1.      Motion: This motion came from the Circulation Services Subcommittee.

2.      Discussion: M. Navarre Saaf reviewed that patrons with the following parameters will be purged annually;

a.      Patron record has had no issues (checkouts) for 2 years; 

b.      Patron record has been expired for 1 year; and

c.       Patron has a balance of $20.00 or less.

3.      Vote: Motion carried.

                                                             ii.      The CSS recommends approving the Circulation Policy:  ANNUAL BATCH DELETION OF ITEMS WITH PROBLEM STATUSES. [This is not a new process, but it was not identified as a policy during a policy review many years ago]

1.      Motion: This motion came from the Circulation Services Subcommittee.

2.      Discussion: M. Navarre Saaf reviewed that this purge will happen each July and SCLS staff will purge items with problem statuses that were assigned at least one year before the two preceding reports, in May of the current year and the November of the previous year. 

3.      Vote: motion carried.

b.      The Collection Maintenance Subcommittee recommends adding the following codes:

                                                              i.      New Collection Code DBRAAN (DVD BLU-RAY AD ANIME) and new Shelving Location SDY (Serendipity)

1.      Motion: This motion came from the Collection Maintenance Subcommittee.

2.      Discussion: A. Gannaway reviewed the Collection Code and Shelving Location requests.  We have a DVD adult anime collection code, but libraries are ordering more anime Blu-rays.  Serendipity is for a walk in collection.

3.      Vote: motion carried.

c.       Sunset Issuing Rules Work Group

                                                              i.      Motion: H. Cox moved to sunset the Issuing Rules Work Group.  B. Faherty seconded.

                                                             ii.      Discussion: M. Navarre Saaf reported this group has resolved most everything in preparation for the migration.  This group could be brought back post migration if necessary.

                                                           iii.      Vote: motion carried.

d.      Move purge of inactive patrons from December to November.  Normally we do the purge of inactive patrons in December, but due to the Bibliovation migration, it would be better if it is done in November.  Libraries will receive the report of patrons to be purged on November 8.

                                                              i.      Motion: H. Cox moved the purge of inactive patrons from December to November.  M. Navarre Saaf seconded.

                                                             ii.      Discussion: M. Navarre Saaf explained this is just for this year because of the migration. It will go back to December next year. H. Cox and M. Navarre Saaf think it is a good idea to clean up the database before we migrate.

                                                           iii.      Vote: motion carried.

e.      Moratorium on circulation rules changes.  Due to the Bibliovation migration, we are asking for a moratorium on circulation rules changes between November 1, 2019 and January 31, 2020.  Any changes submitted by November 1 will be completed in Bibliovation before the migration (December 6). Changes submitted after November 1 will not take effect until after January 31, 2020.  It is advised that libraries may not want to make changes until after the migration.

                                                              i.      Motion: B. Faherty moved approval of the moratorium on circulation rules changes.  H. Cox seconded.

                                                             ii.      Discussion: none.

                                                           iii.      Vote: motion carried.

f.        Special meeting in November (November 21, 8:45 am, Waunakee Public Library) Before All-Directors. Subcommittees would sign off on functionality for their respective modules and timeline could be finalized.

                                                              i.      Motion: A. Noel moved having a special ILS Meeting in November.  N. Snortum seconded.

                                                             ii.      Discussion: none.

                                                           iii.      Vote: motion carried.

4.      Discussion items

a.      Bibliovation Migration

                                                              i.      Discussion: H. Cox asked if there is any news on self-checks working with Bibliovation.  H. Oliversen reported that C. Weber has gotten self-checks to work correctly with Bibliovation.  They should be fine on December 10 and we can give out information for libraries so that they can test it before the go live.  H. Cox reported that 50% of their circulation is through self-checks.  VER reported that 80% of their circulation is through self-checks.  V. Teal Lovely stated that if there is a large issue with self-checks, the migration would be halted.  Self-checks will not be available during the down time.  H. Cox also asked about Overdrive and whether or not that will work during the downtime.  SCLS is working on this and have asked LibLime if they have a way to make it work with the SIP2 authentication.  C. Weber is also working with other databases that use SIP2, but SCLS does not have definitive answers yet. That information will be given out once we have it.  B. Faherty brought up that sorters will also need to be tested.  C. Weber is planning to test sorters at SUN.  ILS staff are still working on testing MyPC, Flipster and OverDrive, but they will all work with Bibliovation. We do not yet know the availability during the downtime. Libraries want to know so that they can warn patrons and staff beforehand.  M. Navarre Saaf wondered if the sandbox link can be posted for any and all staff to get familiar with.  H. Oliversen is definitely okay with this, but noted that not all of the circulation policies and rules are set up in the sandbox yet.  H. Oliversen should add a disclaimer to the development page that some things might not be completely set-up.  SCLS has to have an internal discussion on how to have library staff report issues they find before they send the sandbox out on a larger scale.  If anything comes up from a cluster between now and the November 21 meeting, you can create a Help Desk ticket.

b.      2020 Technology Plan: ILS Section

                                                              i.      Discussion: A new 5 year plan has to be made with DPI.  The structure will remain the same.  Our annual plans fall under topics that are made on the DPI plan.  Next year’s plan will mostly be the same, other than the migration can be removed because it will be complete.  Projects that have been on the backburner and new functionality can be added to a plan post migration.  Our plans used to be influenced by LSTA, but they no longer are as we no longer have access to those funds in the same way.

5.      Reports

a.      Issuing Rules Work Group Report

                                                              i.      Discussion:  This group has been officially sunsetted.

b.      Follow-up to Library Scripts review

                                                              i.      Discussion: MAD has submitted a new script for review.

c.       ILS Report

                                                              i.      Discussion: ILS staff are working on updating web pages based on the Bibliovation migration. The first round of testing was completed on August 30.  October bug fixes are coming in and being tested.  ILS staff are working on training documents and crosswalks.  Two people from each library per module are allowed to attend the train the trainer sessions. There is an early rollover for GetIt Acquisitions this year.  The Backstage authority control migration went well.  The bibliographic overlay problem has been fixed.

d.      Circulation Services Subcommittee – September 10, 2019 Minutes

                                                              i.      Discussion: M. Navarre Saaf reviewed the minutes from the September 10 meeting.  The group discussed the policies that were just approved by this body. They discussed how in Bibliovation when a patron checks out an item that is already checked out/lost to another patron, no fines are assessed to the previous patron.  CSS members were OK with this.  They also talked about Offline Circulation.  There is still a permissions bug.  Blocks, overrides, permissions, and crosswalks were discussed and/or demonstrated for Bibliovation at the meeting.

e.      Collection Maintenance Subcommittee – September 11, 2019 Minutes

                                                              i.      Discussion: A. Gannaway reviewed the minutes from the September 11 meeting.  They reviewed the requests for a new collection code and a new shelving location that were approved earlier.  There was another round of cataloging testing with the checklists.  Cataloging and Serials crosswalks are being worked on and they are now Google Docs so committee members can add additional crosswalk items.  The Linking and Serials Manuals drafts have been sent to the committee members for feedback. There was a brief discussion about romance being a format for BSE and whether or not that should remain a format since it is not really used anymore. Romance books are getting regular cataloging now.  This will be brought back for discussion at the CMS meeting in November.

f.        Discovery Interface Subcommittee – September 18, 2019 Minutes

                                                              i.      Discussion: SCLS is working on custom branding for the discovery layer in Bibliovation.  There was also work done on the renew/resume/suspend buttons on the patron side. The Read On Wisconsin project has ended and the links to it will be removed from the Don’t Miss Lists web page.  Subcommittee members were asked to review LINKcat Help pages and rewrite them for Bibliovation.  There are still more fixes coming in for the Discovery Layer, so there will be another round of testing once those are completed in mid-October.  There won’t be any formal training for the Discovery Layer, but A. Gannaway and K. Linke are working on help for staff (recorded tutorials).  The launcher script is being discontinued, so libraries can use the regular default link or use their agency specific link (i.e.  More information about the launcher script discontinuation will be provided to libraries prior to the migration. Redirects are being worked on so that as many links as possible will continue to work.  K. Hilbelink and R. Ziech have found around 50,000 links and only 1,000 of them didn’t work.  There is also a policy regarding the launcher script that will be discussed/discontinued at the November meeting.  R. Ziech is working on updates for embedded search boxes so that they will work with Bibliovation.  She will fix those on websites managed by her, and information will be given to those who manage their own website.  The mobile app prompt was added to Bibliovation and is being tested.  It can also be removed since the Bibliovation Discovery Layer is more mobile friendly than the existing LINKcat.

g.      PR Workgroup – September 23, 2019

                                                              i.      Discussion: The group met on September 23.  The first task is for the group to go through bookmarks.  They will be reviewed to see if they should still be used and assess their content.  A survey was created and sent out earlier this week to see how the bookmarks are being used by libraries and how libraries get information out to the public. They also are working on a PR plan.  The next meeting is scheduled for October 14.

6.      Items from clusters

a.      Libraries have been working with DPI’s Inclusivity.

                                                              i.      Discussion: E. Judd at SKC mentioned that DPI’s library card applications do not use gender inclusive language.

                                                             ii.      Does gender need to be tracked?  H. Oliversen says if you don’t need that information for statistics, libraries can choose to remove it.  If this was to be a global change on the library card application, it would have to be discussed and approved by the AC.  M. Navarre Saaf has also been thinking about this but thinks we could wait to work on this until after the migration.  She is curious if they should add preferred pronoun to their application instead.  Other name is a field in Bibliovation which is helpful for people who do not use their legal name.  V. Teal Lovely thinks this is an issue that will become more important so we should address it soon.  Maybe we could do development to add a field for a preferred pronoun (or even just a free form field).  H. Oliversen mentioned a report she ran years ago for YA to determine how many boys compared to girls were getting library cards for outreach purposes.  H. Cox said the only reason she could think of keeping gender as a field might be for grants.  E. Norton mentioned that this could be useful also for gender ambiguous names currently (like Taylor) and how to address them if they need to be contacted on the phone.  H. Oliversen can post a document to help libraries address gender inclusivity to the website.  This is a topic that can start at CSS and then go to AC for final approval.

b.      Will the procedure for the quarterly changes for audiobooks circuit stay the same? 

                                                              i.      Discussion: E. Judd at SKC brought this to the group from the Audiobook Circuit Committee.  A. Gannaway is not sure who developed the procedure originally.  SCLS is not very involved with this project.  We assume it will be the same.  A. Gannaway recommends that someone from the Committee get into the sandbox and test it.  The link is on the development webpage.  They can create a Help Desk ticket with their findings so we know whether or not it is working.

c.       Will there be a moratorium on withdrawing items?

                                                              i.      Discussion:  This question came from A. Noel.  BRD has plans to do some weeding this fall.  Will there be a moratorium on withdrawing items?  A. Gannaway and V. Teal Lovely said there will not be a moratorium on withdrawing items.  All functions are available until 9 pm on December 6. There may be moratoriums on Technical Services through December 12 so that the system does not get overwhelmed with Offline Circulation transactions being uploaded.

7.      Plan for next meeting: November 21, 2019 8:45 am at WAU (subcommittee will sign off on the migration prior to this meeting).

a.      Action: Vote on proceeding with the Bibliovation Migration


8.      Adjournment: 11:18 am

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/Minutes/10-2019