ILS Bulletins Blog from June, 2006

Please do not place requests through the current direct place-a-hold card system after the end of the day on June 30th. Likewise, Rochester will not place direct place-a-holds on the SELCO catalog after June 30th. We will let those items requested and circulated through that system proceed to finish the process as begun. Requesting items from Rochester PL through MnLINK will be available July 5th.

MINITEX/MnLINK met with SELCO and Rochester Public Library on Wednesday, June 21st to plan for implementation of Rochester as a Gateway site and intra-regional resource sharing. Borrowing preferences are set so that requests placed through MnLINK by SELCO Online Library borrowers will first go to Rochester Public Library to be filled if the item is available before going to other MnLINK Gateway sites. Likewise, requests placed through MnLINK by Rochester Public Library borrowers will first go to SELCO.

You will start to see requests for the Rochester Gateway shortly after July 5th. Obviously, since Rochester will be a Gateway, these requests will be handled in the same manner as any other request from any other Gateway.

For requests by borrowers through the Rochester Gateway:

• The request will show up on your pull-list as all other MnLINK requests.
• CKI the item and it will transit to SELCO.
• Send the item to SELCO for processing.
• When the item returns to you do a CKI.

For requests by borrowers through the SELCO Gateway:

• Place the request through MnLINK ZPORTAL
• When it arrives at your library and you check it out to the borrower:

o Do a Fast Add - Itype and Collection Code should be illmnl
o Discontinue use of illrpl. No longer necessary since we will have use of statistical data through MnLINK.

• When the item is returned by the borrower, do a CKI, and the Fast Add record will be deleted. Send the item to SELCO to complete the processing.

Catalogers should use the status of IP (in process) for new bibs, complete the cataloging when the first item is added, and add their cataloger numbers to any bib record they substantially modify.

Please see the full ILS Bulletin for additional information.

New bibs, entered for all purposes except ILL get the Status of IP (in process). When a cataloger gets the item in hand and browses the links and enhances the record to the point of completion, that person will change the status from IP to CC (cataloging complete). Everyone along the way who changes the record in a substantive way will add their catalogers' number. This recommendation makes no change to the current policy of putting ON ORDER in the 245 GMD.

Guidelines and procedures have been written so that any location can better adhere to copyright laws concerning interlibrary loaning magazines. The full bulletin outlines the steps necessary to set up temporary local request for your magazine collections, which will then roll into non-requestable ITYPEs after whatever time period you choose, up to 180 days.

Although similar to local request for books, dvds and other items, after the local request timeframe is completed your magazines can roll over to a non-requestable status if you choose, preventing requests from being placed on them.

Read the full bulletin for additional information.

As additional libraries come onto the serials module of Horizon, questions have been raised about copyright law and whether a library should be interlibrary loaning entire magazines. This document outlines one method of assuring you are not in violation of copyright law while your magazines can be requested by your borrowers for a period of time.

It is suggested that you put newly received magazines on local request for a period of time, up to 180 days after creation. This period of time should reflect the time needed to get through the longest any one issue may need to run through your local patrons' requests. After this time period, the magazine will roll off of local request and become nonrequestable, using a nr-ITYPE.

Items may be given local request status for up to 180 days, beginning with the day that the item record was created. Non-request status is permanent, until you change the ITYPE of that item to one that is requestable.

Horizon treats local request as just another request parameter exception, which means that ITYPEs are used to determine which items have local request status. We have created a number of ITYPEs for this purpose; they all begin with the letters "lr" to set them apart from other ITYPEs. There are multiple lr- ITYPEs, which allows you to have different kinds of items with different LR periods (such as DVDs and bestseller books).

In order for you to use LR at your library, you will have to give us some information. For each lr- ITYPE, we will need to know:

1. The lr- ITYPE
2. The Collection Code assigned to the item while it has LR status
3. The number of days the item will have LRO status
4. The ITYPE assigned to the item after it no longer has LR status
S:\Information Services\Horizon\Local Request\Local Request for Magazines.doc
5. The Collection Code assigned to the item after it no longer has LR status (because the number of days set in #3 has passed)

For Serial locations - In your serial copy record, modify the ITYPE to be your lr- ITYPE. Each time a new serial item is checked in, the lr-ITYPE and Collection Code are used. For 180 days, that item will be requestable only by borrowers registered at your location. After 180 days, the item record will automatically be given the non-requestable ITYPE and Collection Code listed in items 4 and 5 above.

For non-Serial locations - There isn't a copy record to act as a template for your magazines yet, so when you create a new item record, you should enter the lr-ITYPE and Collection code from items 1 and 2 above. For 180 days, that item will be requestable only by borrowers registered at your location. After 180 days, the item record will automatically be given the non-requestable ITYPE and Collection Code listed in items 4 and 5 above.

For all locations - Existing items in the magazine collections - SELCO staff can batch-change all of your existing magazine item records to a non-requestable ITYPE. Contact the Help Desk to arrange for this service.

We have created a script that will go through the items database and look for items whose LR status has expired. It will modify the ITYPEs and Collection Codes of those item records, based on a table showing the preferences of each Online Library. To minimize the impact of this process on system performance, it will be run once a month. This will cause some items to have LR status for longer than they should, but this script will have to comb through every item record in the database and running it more frequently is inadvisable. If this turns out to be a problem, we will reevaluate the decision.

The forms you need are attached to the bulletin's email and are also available on the Automation/ Horizon Documentation web page. For each lr- ITYPE you wish to use, please make an entry on Local Request Form One listing the ITYPE and the other required data elements described above.

ITYPEs control circulation privileges (Loan Period, Renewal Period, Fine Rate, etc.). Therefore, you will also need to tell us what circulation privileges you wish associated with each lr- ITYPE. Please enter this information on Local Request Form Two. You can make these settings the same as those used for similar, non-LR items or you can give them different (perhaps more stringent) settings.

If you do not have a non-requestable ITYPE set up that uses the proper circulation rules, drop down a couple of lines on Form Two and tell us what values you want your permanent magazine collections to follow.

When Local Request Forms One and Two are returned to SELCO, we will enter the data into Horizon. After that task is complete, you will be informed that your staff can begin using the lr- ITYPEs and Collection Codes for your magazines. Using the lr- ITYPES before the data is entered is not advisable. Until SELCO staff enter new circulation privileges for your lr- ITYPES, they will default to your default settings.

For example, if your default loan period is three weeks and new circulation privileges have not been keyed in for the lr- ITYPES you wish to use, all items assigned those ITYPEs will check out for three weeks. While you may check out DVDs for only 2 days, they will go out for three weeks if you assign them to an lr- ITYPE before giving us new circulation privilege information for the ITYPE.

This is a tool for use if you are concerned with interlibrary-loaning entire copies of your magazines. Please let the HelpDesk know if you have any questions.

It was recommended at the May 2006 Joint ILS Operations and Technology Policy Committees Meeting that SELCO make fine exempt all borrowers with a BTYPE of ILL.

SELCO staff are adding exceptions to all locations to set fines for ILL borrowers to zero. This will not affect material already checked out, nor will it prevent an ILL borrower from being charged for lost materials. It will make it easier to check out to an ILL borrower as there will be less overriding of fine blocks.

Please see the full ILS Bulletin for additional information.