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06.13.18 - P&P Minutes

BCCLS Policies and Procedures Committee Meeting (with World Language Task Force)

Wednesday, June 13, 2018

BCCLS Office

Attendance: Balacco, Breuer, Coleman, Czamogursky, DiLeo, Doto, Dutta, Eigen, Fisher, Fletcher, Grgurev, Leon, Overton, Park, Rando, Reiff, and Shaver

Excused: Brisbin and Danhart

  1. Meeting was called to order by Jennifer Breuer at 10:00 am.

  2. Minutes from May 9, 2018 meeting were reviewed and approved.

  1. Correspondence

    1. Salmon Slips

There was a request to edit and update the Damaged/Missing/Mislink Slip. The members will work online on a shared document.

  1. OverDrive Instant Digital Card

'Instant Digital Card' feature offered though OverDrive was introduced to the committee which provides patrons access to the digital collection using their mobile phone number. P&P Committee will refer it to the Technology Committee for further evaluation.

  1. New Business

    1. Catalog Submissions - World Language Task Force

The catalog submission policy for World Languages will mirror the rest of the BCCLS policy for the same - “Non- fiction submissions published more than five (5) years before the calendar year in which submitted will not be accepted”. 'The World Language Books' section can now be removed.

The Catalog Submission Justification form (https://goo.gl/forms/bOQUkJAEkfCVuqKj1)is available in the Knowledge Base. A link to the form will be added under the procedure for 'Catalog Submissions' and publicised to the membership. A library director or his/her designee can submit one if justification is needed for inclusion of an item in the BCCLS database.

A worksheet can be drafted which would outline the basic information needed by the catalogers.

It was requested to allow attachment submissions through the online 'Support Form'. At this time, attachments for cataloging submissions can be sent to cataloging@bccls.org which will assign a ticket to the request.

  1. Old Business

    1. Uniform manner of entry

The guidelines for entering patron's first, middle and last names were discussed. It was advised that including the middle name or initial should be optional and a period was not required after the middle initial.

Difference between the Institutional and BCCLS library cards were discussed. Institutional cards include - Schools/ school libraries, college/ universities and nursing/ assisted living facilities. The library cards for BCCLS libraries are for internal use only and currently they are assigned different Patron Codes including Adult, Juvenile, Library Staff, and Bulkloan. It was advised to make the Patron Code of “BCCLS Library” replace “Bulkloan” to clarify use.

  1. Small Group Meetings - uniform loan periods

All items available to be requested and loaned outside the owning library should have uniform loan periods and renewal limits. The committee will start by collecting and surveying data on current loan periods.

  1. Any Other Old Business

Mike will work on existing BCCLS Reports so they can be subscribed to. This will make it easier for everyone to follow up and stay current.

  1. Adjournment

The meeting ended at 12:01 pm

Next Meeting:

Date - Monday, July 23, 2018

Time - 10 am

Location - BCCLS Office


Respectfully submitted by Deepti Dutta

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