Summit Borrowing Behind-the-scenes

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					        Summit Borrowing
        Behind-the-scenes

Nancy Nathanson, Resource Sharing Program Manager
    nnathans@uoregon.edu (541) 346-1860
                   A popular and growing service

                         Staff
                         6%


               Faculty
                19%
                                        Undergrad
                                          48%
450,000
                                                                                             387,433
400,000
                                                                                   358,175
350,000
                  Grad                                                   324,516
                  27%
300,000
                                                             Summit
                                                        Cascade
250,000

200,000

150,000
                                                    -
                                          -
          Orbis
100,000                          -
                    -
 50,000    -

    -
           FY98     FY99         FY00    FY01       FY02   FY03   FY04    FY05      FY06      FY07
                                                                                                  2
Summit Borrowing
                 Patron-initiated borrowing:
                     search & request from
                     unified holdings of all
                       member libraries

    automated ILL, or expanded circ?
       –software
       –agreements & policies
         patrons
         materials
         loan rules (time, fees, etc.)         3
… easier for            … easier for
patrons                 staff
                        • verify patron and
                          find available
                          copy
• consolidated union    • sort requests &
  catalog                 prepare paging
• 24 x 7                  slips
• established uniform   • track status, due
  agreements              dates
                                        4
central maintains links with all the local sites

               continuous polling;
             real time updating over
                    the Internet

   central




                                             6
  patron records




patrons   patrons


                    patrons

                              7
  maintaining the database


Local sites automatically send
  updates to the central
  machine


for example:
    – receiving order, status now "in process"
    – updating bib. record, such as author heading
      update, completing contents note for multi-vol. set
    – changing item status from 'at bindery' to 'available'

                                                              8
central also asks for information




                                    9
 The basic rules

1. Circulating items



                         2. Eligible patrons

3. Loan periods & renewals
(regular, short, CRL)

       4. Fines and fees
       (replacement, overdues CRL)
                                         10
what’s circulating in Summit?




                            11
      mapping = translating the code


      same code value means different things on different local
      systems
local IType   what it means in different local systems
   code
              Chemeketa                  EOU                 TESC
   000        Non-circulating            EOU Regular books   Evergreen book
   001        Non-circ, Reference        EOU Oregon Docs     Evergreen CDs
   007        Fiction (Gen’l Interest)   EOU Audio CD's      Evergreen Game
   008        Fiction (Childrens)        EOU Slides          Evergreen ILL-
                                                             Borrowed
   009        Fiction (Teens)            EOU Filmstrips      Evergreen ILL –
                                                             Microfilm
   020        Magazine (Gen’l Inter)     EOU Newspaper       Evergreen Slide Libr.
                                                                               12
  mapping = translating the code




same code value translates to different action at
central
        Chemeketa EOU TESC
000        201         200      200
                                        200    regular loan
001        201         200      200
                                        201    non-circ
007        200         202      201
                                        202    short loan
008        200         201      201
009        201         201      201
020        202         201      201                           13
   mapping = translating the code



same code value means different things on different
local systems
  local   what it means in different local systems
 PType
 code
          Chemeketa                 WSU or OHSU       Clark or SMU
  040     CCC Student-no DC         Retired Staff     Cannell ILL
  041     CCC Faculty/Staff         Internal charge   Cannell Reserve
  050     Library staff - NoDC      CALS undergrad Commun.Borr’s
  062     CCC Study Room            OHSU-Shriners
  063     CCC Day use               OHSU-VA
  140     CCC Student, non-credit                     SMU Undergrad
                                                                  14
  mapping = translating the code

same code value translates to different action at
central
       201 = Summit, No CRL, Undergrad


     Pos. 1 Position 2       Position 3
     “2” for 0=No CRL   1=undergrad
      Summit 3=with CRL 2=grad
                        3=faculty
                        4=staff
                        6=special patron
                                                    15
  mapping = translating the code

same code value translates to different action at
central


             Chemeketa          WSU or         Clark or
                                OHSU            SMU
  040            201              234               230
  041            203              234               231
  050            204              231               200
  062            200              200               200
  063            200              203               200
  140            200              200               201
                                                          16
Data is loaded, sites are connected. How
does it work now?




             Summit
            “central”


Borrowing                Owning
   site                 (lending)     Pickup
                           site      Location


                                           18
 Patron finds something in the union catalog
 and requests it

              I want that book!




Borrowing
   site




                                          19
now central is the go-between




                                20
 Authorize the request: the
 item
 Can this be requested? Are there any
 available copies?




                    ?
• available             status <->
• requestable           item type (IType)
                                        21
central will stop a request …
…when the book
is available at the
patron's home
library




                                22
Authorize the request: the patron
Is the patron authorized? Patron
verification screen




                                    23
Authorize the request: pickup location
Selecting the pickup location at home
institution or another
                               Other (PUA) locations
                               Clark-Main Library
                               COCC-Circulation Desk
                               CWU-Circ Desk
                               EOU-circ desk
                               EWU-circ desk
                               EWU-CALS
           home Pickup Loc’s
                               GFU-Newberg
           main circ           GFU-Portland
           branch lib.         L&C-circ desk
           satellite campus    Linfield-McMin.
                               Linfield-Portland
                               Marylhurst-circ desk
                               OHSU-circ desk
                                                       24
                               OGI-circ desk
  Summit Borrowing—Pickup location or PUA



                                                  Pickup
                                                 Anywhere
                                                 Location
                    Summit
                   “central”


 Borrowing                      Owning
    site                       (lending)
                                  site     May have >1 pickup
May have several
                                             loc for PUA
  Pickup Loc’s



                                                       25
Selecting the item to request
central selects one place to fill the request




                                            26
multiple copies

# of Institutions
Owning the requested title




                                   1 only
                                    26%

          5 or more
              41%



                                        2
                                       15%

                         4    3
                        8%   10%


                                             27
   comparing requests received and made


20,000

                requests received (owner)

15,000          requests made (borrower)



10,000




 5,000




    0
                                            28
  Load balancing

              Loan/Borrow ratio

1.6
                     net lenders and borrowers
1.4

1.2   0.5

 1    0.4
      0.3
0.8
      0.2
0.6
      0.1
0.4     0
0.2   -0.1
 0    -0.2
      -0.3
      -0.4
      -0.5

                                                 29
Priority codes

You’re 1st in line every time you’re on the record

Summit sends more requests your way when it gets
  the chance

You’re going to get more than those guys

Still pretty low; Summit is still looking to others
    before you
Very low priority

Lowest priority. You’re last to get a request when
  anyone else is attached to the record.
                                                      30
initiate transactions, send data to all parties
Summit sends data to Owning and
Borrowing sites




                                            31
Transactions -- Pickup anywhere site?
Summit sends data also to PUA database for
access by Owning and Pickup sites




                                             32
Checkout #1: Institution checkout

at Owning site: print paging slips, page
item, check out to Borrowing or PUA site




                                       33
   checkout and prepare item for courier

    central          central      central ITypes
    PTypes           rule types
                                  non-circ
    undergrad        allow CRL
                                  circ, regular loan
    grad
                                  circ, short loan
    faculty          no CRL
    staff
    onsite visitor   visiting
                     patron




local patron type                      local item type

                                                       35
checkout and prepare item for courier


                1. bookband or label

                                 2. courier
                                   bag
                                 3. courier
                                   bag
                                   label


                                        36
Checkin #1
at Borrowing or PUA site: receive item,
  check in, notify patron




                                          37
Checkout #2: Patron checkout
Borrowing or PUA site: check out to
patron




           update: patron
           checkout info

                                      38
Checkin #2
Borrowing or PUA site: check in from
patron, return item to Owning site




             update status:
             “returned”




                                       39
Checkin #3
check in at Owning Site




             temporary patron &
              item data deleted


                                  40
Trouble-shooting: Paging slip file




           Paging slip file empty, or few
             requests?

           … don’t ignore it – take
             action!




                                            41
tips, help, and consortium practices



•   Web pages
    –   Staffhome
    –   Sharing Materials
    –   How-to guide
•   contacts
    –   policy & procedures
    –   daily problem-solving
•   email lists
    –   Summit Borrowing
    –   Courier
                                       42
 More to think about:


Local policies and patron services
      • InterLibrary Loan vs Summit Borrowing
      • Fines & fees (replacement, overdue, CRL)
      • time on hold shelf – ignore weekend days?

Relationship to affiliated institutions
      who can borrow; courier service

Visiting Patron
   auto VP with inst’n loan rule, auto VP with
   local loan rules

Pickup Anywhere
                                                    43
http://www.orbiscascade.org/staffhome