2021-06-07 Resource Access Meeting Notes

Date

07 Jun 2021

Attendees

Elizabeth Chenette

(OLD ACCOUNT) Erin Nettifee

Thomas Trutt

Donna Minor

Laurence Mini

David Bottorff

Martina Tumulla

julie.bickle

Stephanie Buck

Amelia Sutton

Cornelia Awenius

Cheryl Malmborg

Brooks Travis

Darcy Branchini

Christine Tobias

Andy Horbal

Schwill, Carsten

Andrea Loigman

Robert Scheier

lisa perchermeier

Kimie Kester

Mark Canney

mey

tpaige

@Eileen Cravedi

Jana Freytag

Discussion Items

Meeting Outcomes

Notes:

--Cornell  20 days until Go Live on FOLIO (funding for Voyager pulled as of July 1^st)

--RA SIG Members are Invited to a related discussion with the App Interaction SIG on Friday, June 11th at 11:15 am ET / 4:15 pm UK / 5:15 pm CET. We can discuss this on Thursday’s meeting. https://folio-org.atlassian.net/wiki/display/AppInt/Data+synchronization+%7C++dependencies+across+apps

Use cases appreciated if we could write them. Do not want to leave use cases out that need to be addressed. Describe problem in the first column if you have nothing else.

--Equipment management: How to manage it in FOLIO--Migration considerations, circulation considerations. This is things that are not books: Cameras, laptops, marker kits, extension cords, USB adaptors, umbrellas, hammocks, etc.

Duke—IT checks out most of the equipment. Web Checkout software used (https://webcheckout.net/). Previously used Aleph.

Cornell—Mann Library offers on demand (dry erase, marker sets, dry erase boards, keys, badminton racquets) and reservable equipment. Reservations through Springshare and LibCal. They circulate through Voyager now and plan to circulate through FOLIO. Olin and Uris Libraries do on demand equipment loans. Not migrating equipment records. Those will be re-created after they go live with FOLIO.

LibCal (part of Spaces and Equipment module) used for the booking service. Springshare products do not integrate with Voyager. Reservation in LibCal, then check out in Voyager. But started checking in and out through LibCal and add fines to Voyager manually. Students reserve equipment themselves through LibCal. LibCal for fines was wonky for Cornell, so they calculated them manually and added them to Voyager. It also has lost statuses you can apply to notes fields.

Permissions issues when non-Library entities are circulating equipment? Record inconsistency when non-library staff are creating the records. This is one reason why Cornell is not migrating the records. They are setting up a consistent pattern that will be followed in FOLIO. If you delete an item hard to get stats after the fact in Voyager. Decommissioned equipment bib record. Reporting group and Technical Services worked on how to preserve the stats but delete the records in folio. When decommissioned, change to w/d, add w/d stat code to item holdings record, then pull stats on those items, push the data to the LDP. After stats captured yearly, then delete holding records and item records so that they can have automated cleanup.

Issues with FOLIO now with moving items around and that having problems with fee/fine records and loans. Any process needing you to move item to another holding would not be recommended in FOLIO at present.

University of Chicago—not using LibCal for equipment booking. University IT services has a walkup tech bar service to circulate equipment. They use the libraries’ ILS. They are a separate library and separate service point. Discussions about the FOLIO migration. Not planning to migrate the data. Encouraging University IT staff to use withdrawn status. Cataloging status in OLE for Circ-created (IT-services created) bibs are flagged (instances) so that they can be treated differently for cleanup and for statistics.

In FOLIO, instance has source field set to MARC if it comes in through SRS and set to FOLIO if it is created in FOLIO. Cornell says they are using “other” code to distinguish their records.

Missouri State on FOLIO—equipment lending through FOLIO. Brought them over from Sierra as FOLIO-only instances. A mess but figured they would sort it out later. No reservable equipment. They have LibCal, they use spaces for group study spaces, but have not used the equipment reservation. Kept equipment out of EDS index. Listed on the web instead.

Texas A&M—Using Voyager and will use FOLIO. Will be migrating records from Voyager to FOLIO.

University of Alabama—uses LibCal and Voyager. Students are the checkout staff. Check a box in LibCal that laptop 19 has been checked out but wrong one checked out in (Voyager) FOLIO. Manpower to reconcile these. Either FOLIO handle it, or communicate, or give a warning or do something. Check out in FOLIO and use LibCal for the reservation. Would like a system that is integrated --laptop reserved, check it out in FOLIO, then FOLIO talks to LibCal?

Leipzig University Library—uses their ILS

Libraries in GBV—per Jana Freytag: the same for some of our libraries.

College of the Holy Cross—Robert Scheier: We have several depts. that circ equipment using our Sierra system. I would love a FOLIO app. They have other departments using Springshare for rooms. Want something to be shared with other departments but kept separate in FOLIO. No separation for the FOLIO apps. A separate app would be helpful. No outside departments in Cornell using the LMS; they find their own solutions. Spiceworks has an inventory system? Other departments could take FOLIO and make a separate instance.

Anyone using something other than their ILS or LibCal? No response.

If using LibCal, are you considering integrations with FOLIO?

Thomas put a note in the chat about Springshare working on integration.

https://buzz.springshare.com/producthighlights/whyereserves/integration

David will be reaching out to Springshare and asking for them to come to RA SIG meeting so that we could talk to them about what we want in a future FOLIO/LibCal (Springshare) integration.

https://ask.springshare.com/pickup-manager

How many institutions on this call are using Springshare? 8? Univ of Alabama, Cornell, Michigan State, Duke, Texas A&M, Mass Amherst, Missouri State

LibCal does hours integration with Alma ILS. API may be read only not necessarily write enabled. Springshare is responsive if a large group is interested.

Is anyone outside US using Springshare products? Not on this call.

LibGuides used for subject guides and course support, made by Springshare (https://www.springshare.com/)

Note: Public Library SIG in FOLIO. They might also be interested in equipment management. We could include them on the Springshare call when it happens.

--Travis Brooks mentioned Circ-1112 https://folio-org.atlassian.net/browse/CIRC-1112

Wanted to mention to make folks aware of it.

Recalls not being honored when there has been a renew or change due date.

Summarize the issue: Item recalled and then recall is canceled. Then item is renewed or has due date changed, and then is recalled again, the due date are/are not? being changed on the item after the second recall. Due date change by recall flag set on the loan record. This is causing problems for Chalmers workflows--Title level requests--they reassign/cancel and change requests for patrons. Developer possible fix did not make it through code review.

Suggestion – clear flag if there are no recalls and the item has been renewed or had its due date changed. Override the due date would not clear the flag. Reporting had concerns about adding when this was done. A lot of that info should be in the circ log, but circ log not pushing to LDP.

Putting flag on and leaving it on consequences were not considered (Cheryl Malmborg), date should not be changed. Not sure what the developers will do with this. Not sure how important this is for reporting to keep a flag on a record that was recalled and then recall cancelled.

In Voyager all requests have their own tables. Is FOLIO – there is a request table, but for reporting purposes, not sure why it was written that way. There was a reason that flag was needed for reporting. But the way a change on a request might be tracked. Not aware that there is an audit trail that tracks the changes. Some of these designs for reporting came before the circ log existed. Flag created to avoid an issue related to notices.

RA SIG members should review this issue, and then we can discuss. Erin says Jira is hard to understand. Could be re-presented for feedback another time. Topic for future meeting.

Jana – Thursday topics? She will bring some topics. We could look at their Gap analysis.