Library Council
University of Toronto Central Library System

Annual Report of Circulation Services Committee
September 2003 -August 2004 by Jan MacLean

Circulation Services Committee is a standing committee of Library Council, with members appointed by the head of their library or unit. The committee meets at least 8 times a year.

Holds Services

Finally, the library is able to offer users the ability to place holds at public terminals which are mediated by Robarts staff. It is also possible for staff at public desks to place holds on books at other libraries. These new services have been offered in combination with Resource Sharing and their request service. All items have to be picked up at the owning library location.

As a result of this new service, holds requests increased considerably. Therefore libraries have adjusted the length of time they will keep a hold on an item from 7 days to 5 days.

All libraries are still responsible for "recalling" their own material as well as how they initiate the process by identifying items for recall.

Holds notices are delivered to users through email.

There has also been an ongoing investigation into "1st hold in queue" function. This feature stopped working and poses problems, particularly for recalling items to be placed on short term loan.

Touchtone Renewal Service

This service was reinstated in September of 2003 with adjustments made to improve the opening text of the message. In November, 1,974 touchtone renewals were placed, proving that it is a valuable service.

New Faculty Loan Period for Robarts Library Only

The circulation services committee was very concerned about the repercussions of this change on the other libraries; whether there would be pressure for their policies to be adjusted to match Robarts. Robarts has implemented an extended loan period for faculty as a pilot project for 2 years.

Notices

There was much discussion in the last year about adjusting, amending and adding email for users. Wording was adjusted for the email courtesy notices to avoid confusion for the patrons, particularly with regards to renewals.

"The following item(s) will be due in 2 days. Please note that overdue items can cause your library privileges to be blocked.
Book info
If you have any questions contact the library.
Please DO NOT REPLY to this message."

Also changes were implemented to overdue notices.

1st Overdue notice:

The following Library materials are overdue and fines are accruing. Please check my.account for details. Please return them as soon as possible and note that fines and overdue items can cause your library privileges to be blocked.
Thank you
Book info
Questions should be directed to library where you had signed out the book.

2nd overdue notice:

The following Library materials are now 30 days overdue and fines are accruing. Please check my.account for details. Please return them as soon as possible and note that fines and overdue items can cause your library privileges to be blocked.
This is your final notice.
Thank you
Book info
Questions should be directed to library where you had signed out the book.

A nicely worded e-mail was sent to undergraduate students regarding their outstanding obligations on their library record before their last week of classes.

Individual Login Reports for Workflows

The templates have all been distributed and staff are preparing these now. Circulation services committee hope to complete their reports by the end of September.

Submitted by Jan MacLean
    Chair, Circulation Services Committee Sept. 20,2004

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