Open Discussion Notes 8-26-15

11:15-11:45, Break Room
Moderator: Albert
Recorder: Trish
Attending: Lauren, Albert, Jose, Alice, Karen, Shanti, Jasmine, Alisa, Evin, Iffat, Nina, Temeka, Pam, Katherine, Doug, Trish

1.  Applications.  All applications must be complete (including parents' info on kids' applications).  Make sure birthday, driver's license/ID and signature are there.  Blue or black ink only--no green, purple, pink or other colors.  Check for duplicates before starting an application.

2.  Holds Printers.  Each print job needs to be printed or cancelled before moving on to the next item. When you don't clear the waiting print jobs, they stack up and the next person will have to spend time clearing them from the Virtual to Print Wizard first.  Please do not change or adjust the printer settings on the computers with the holds printers.  It's not necessary to print a new label for delivery items that already have a sticky label.

3. Holds.  When you receive a hold with a sticky label, scan the barcode to notify the system (Sirsi) that the item has arrived at Kendall.  Read all labels for location before putting items on the Hold shelf or in outgoing bins--we've had holds belonging at different locations shelved here.

4. Delivery.  When you're scheduled for Delivery for the day, you can help with other first floor functions, especially after Delivery has been checked in.  Examples: sorting, exceptions, holds needing sticky labels, and customers in the lobby needing help (desk back-up).

5.  Checking in Holds.  Use "Discharge" to check in holds, not "Trap Holds."  Returned items with holds (received at the desk or in Exceptions) should be labeled and shelved ASAP, as customer can see the hold is available and may come to pick it up right away.

6. Location  of Hold Label.  For books, place the label right above the call number label.  For AV, place the label over the side of the case that opens (after verifying the disk(s) are in the vase) high enough from the edge to not cover the barcode.

7. AV Holds with Missing Disks.  When AV holds are received with missing disks, call the supervisor of the location it was sent from, so they can address the problem.

Teamwork will make this happen!

NOTE: See also the post "Holds Printers Update," 8/15/15.  Karen

Open Discussion Notes 1-28-15

Workroom, 11:15-11:45AM Recorder: Evin    Moderator: Alisa

1. New Staff: welcome to Trish from COL and new-to-HPL staff Lauren and Doug. Trish appreciates coming back to KEN
2. Meeting Room Reservations: ask customers to try to at least estimate number of people who may be attending, so we have something to base the “meeting room used” stats on.
3. AV Repair Shelf: Temeka is going take over duties from Juli [now being done by Trish. KL].
4. Printer Settings: please don’t change the printer settings, especially the Delivery printer and the receipt printers.  They are configured specifically to work with the software.
5. Duplicate applications:  Before creating a new account, check for duplicates with a name and ID (TDL or TID) search.  
6. Evanced: everyone had turned in their programs for March and they are already in Evanced.
7. New Procedure for Lost Cards: go to “Modify User” > “Privilege” > Change to “Lost Card” and save.  Then open account again and scan in new card number.  
8. Override password in Workflows:  Use your Workflows password, not the default one.
9. Workflows discharge:  Don’t use fine-free discharge.  Use “Special” > “Discharging Bookdrop” if you need to backdate items.  Whenever waiving or reducing a fine, put a note in “Extended Info” to explain and document your action.
10. When in doubt, always have another person with you.
11. Appropriate government-issued IDs for library cards are Texas driver’s license and id card, US and foreign passports, US military cards, etc.
12. Don’t forget to check in returned laptops!  Customers will be charged $25/hr late fees, which could block their card.
13. When holding items at the desk for customers, please include the date, so we can tell how long the item has been sitting there.  (Desk holds for 24 hours or less only.  If longer, need customer’s account number to hold item and place on hold shelf.)
14. Jose did a great job helping a Colombian family.
15. If someone calls for Jose saying she’s his mother, it’s customer who wants to speak to him, not his mom.  Take a message.

Open Discussion Notes 7/9/14

1. Meg asked how staff can avoid working on paging past the assigned time given.
1. Three suggestions were given:
1. 2 people are assigned, (1) person find the items and the other person scans the items in.
2. Each person assigned page for 45 minutes to 1 hour, the next hour the items are to be marked missing (if you don’t find the item on the list) and then start scanning.
3. If the (2) assigned to Paging are unable to complete their task whoever has a blank hour @ 12 could help by scanning all items in.
2. There will be times when you’re unable to complete the entire list, do what you can.
2. Julie gave several print outs labeled Spanish Translations.  One of her Smart Goals is to conduct a class with the Staff on Mondays and Wednesdays on how to communicate with Spanish patrons.  Julie would like to post the print outs on Kendall’s blog.
3. There has been an ongoing problem with books in the sort room not being placed in the correct order.  (Example:  Adult fiction cart has Central books and YA on it).  The hold shelf is out order.  The shelf starting from the As not filed alphabetically.  It is not the volunteers.
4. If you’re assigned to load AV please be careful not to load CDs and non-fiction DVDs.  The AllCirc machine has been ejecting CDs and non-fiction disks.  Please make sure the ADU AV is loaded in the ADU machine (2nd fl) and the JUV AV is loaded in the JUV machine.
5. Staff has been showing up to their assigned locations late and it becomes a domino effect.  If you are relieved 8 minutes late and you’re going to lunch it does not mean you take an extra 8 minutes for lunch.  If you’re with a patron and you’re due at another location please call the person you’re relieving to inform them what the hold-up is. (You’re doing an application, assisting a customer, etc…)
6. Patrick (Kendall’s Custodian) needs to wear a Vocera.  For those wearing the vocera you can dial them at 31499.
7. Leona stated the Scholastic books are not here yet.  Central said they’re on the way.  Please make a note in the file the patron did not receive their books but did get the Chipotle coupon and bag.
8. Once the Read Down Your Fines coupon is received by the patron please put the library card #, date, location and your initials on the back.  Also remember to stamp the back with the Kendall stamp.

Open Discussion Notes 6/11/14

Workroom, 11:15-11:45AM, Recorder: Karen, Moderator: Alice

1. Introduced Shanti from JUN, who will be here for 1 yr while JUN undergoes renovation.
2. Reviewed procedure (handout) for on-the-fly library card registrations during the summer only at KEN when lines are huge:
1. mark with small flags
2. application must be complete and signed
3. enter:
1. name (FIRST, LAST)
2. ALT ID (for adult cards)
3. location code (HOU-KEN)
4. profile (already entered with barcode)
5. birth date (XX/XX/XXXX)
6. address (ADU) or address & parent name and ID (JUV)
7. Notify via (EMAIL/PHONE)
4. put Post-It flag on the application
5. pick up all applications at the end of the day and bring them to the workroom so the on-the-fly applications can be completed before we open the next day.
6. applications must be fully entered before we open the following day.
7. applications must be legible and complete (esp. since the customer won’t be able to answer questions); you can write clearly near the illegible info.
8. handout applications must be
3. How do you convert an online card/application?
1. Two options:
1. No Holds: delete the profile and create a new card
2. Holds: go into Modify User to update; don’t forget to change the expiration date!
2. Take application back to workroom.  PDF of application marked as well.
3. Trying to get portable workstation for lobby

Collection

4. Don’t float stuff we’re getting from other locations, esp. Teen and Juvenile fiction, beginning readers
5. Way to get last of new Teen books for display--all getting shelved because they’re not marked.
1. change display to something maintainable, discuss further at future meeting
6. Need barcodes for holds you can’t find on the shelf when customer comes to pick up so we can send to Circ Admin to investigate.
7. When putting items in bins, please stack them neatly.  Don’t dump in the bin--it wastes space--or overfill the bin because items get broken when the bins are stacked (esp. AV).
8. When loading a cart from bins, put the stuff in order so it’s ready to shelve (including AV, graphic novels, audiobooks).
9. Don’t just dump DVDs on the shelf.  On the 2nd floor, they’re in alphabetical order by letter or by Dewey number (100s).
10. Also sort adult items with adult, juvenile with juvenile, etc. or they end up on the wrong floor.
11. If you don’t finish the cart you’re shelving, don’t leave a partially-finished carts on the floor or downstairs--move the remaining items to a similar cart in the sorting room so they can get shelved on the next cart.

Holds

12. When clearing holds, check the shelf for expired items that were overlooked.  Workflows has already cancelled the expired hold and sent the item on to the next person.  It’s our job to take the item off the shelf and send it on it’s way.
13. In order to extend a hold for a customer (someone who can’t pick up the hold in time), use the “Modify Hold” wizard.  Don’t just write the new date on the wrapper--the software won’t know and will expire the hold anyway.

SRP

14. SRP Updates---supplies are low, exp. coupons, books.  Waiting for restock for prize books, logs.
15. Use the Ready 2 Open time--15 minutes before opening--to restock SRP materials and  to make sure everything is turned on.
16. Not enough time to pick up at night.
17. SRP registration not available on catalog computers--reported to IT Help Desk.
18. No zoo tickets yet.  Need more FLIP coupons too--only sending us 10-15 every week.
1. Can they bring the evaluation form to CMH and get the passes there?  Not sure.
19. Registering groups--do one group registration
20. Keep desk clear for SRP stuff.  Put holds on the shelf behind the desk.
21. Gaming equipment--shut down Wii players on Saturday and remove the disk.  Let them rest over the weekend!

Staff Meeting Notes, 9-18-13

Agenda

1. Announcements
1. Holiday leave requests--get requests in Kronos by Oct. 4 for:
1. Thanksgiving (Nov. 28-29)
2. Week before Christmas (Dec 24-25)
3. Christmas-New Year’’s (Dec 24-25 and Jan 1)
4. You must arrange a swap to cover your weekend.
2. Check all media for completeness before checking in (customer problem, 9/17); check media received though sorter for completeness before putting in the bin or on a cart.
3. Customer Complaint Forms: Include your name, unit name and any responses and follow-up requested (see attached example)
   
   
2. Affordable Care Act training with Jose and Sharon (handout)
1. www.HealthCare.gov (Official US Government website)
2. www.obamacarefacts.com (“ObamaCare Facts was created by two guys sick of trying to dig through talking points to find out what ObamaCare actually does. We are stricltly interested in presenting the facts on Obama's health care reform. We have no funding or agenda.”)
3. https://sites.google.com/site/hplstafftraining/affordable-care-act (HPL Training Portal)

---

Upcoming Staff Events

• Sept. 19: 9-3, Kronos Training, Cape Center (Meg)
• Sept. 20: 8:15-10:15, Youth Services Meeting, Central (Leona, Regina)
• Sept. 24: 10-11, Director’s Chat, JIB (Temeka)
• Sept. 26: 9:15-12, NL Managers Meeting, Central (Karen)
• Sept. 27: 9-11, SirsiDynix Serials Training, Kendall Workroom; Last Day of Pay Period
• Sept. 30: Quarterly Change Fund report due
• Oct. 2: 11:15-11:45, Open Discussion Meeting
• Oct. 3: 9:15-11:15, Service Innovation Team Meeting, Central (Karen)
• Oct. 5: September stats due
• Oct. 8: 9:30-11:30, Daily ES Career Fair Outreach
• Oct. 11: Last Day of Pay Period
• Oct. 14: 11:15-1, Program Planning Meeting, Kendall Workroom
• Oct. 16: 11:15-11:45, Staff Meeting

Remaining September Programs

Adult Programs, 1st Floor Meeting Room

• Kendall Bee Quilters: Monday, September 23, 30, 1:00 PM – 3:00 PM
• Mystery Book Club: Thursday, September 19 • 1:00 PM – 2:30 PM, Book Selection meeting for 2014.
• Kendall Book Club: Tuesday, September 24 • 1:00 PM – 2:30 PM.

Adult  Computer Classes, 2nd Floor Conference Room

• Getting to Know Your Gadgets: eBook Open House, Tuesday, September 24, 3:00 PM – 5:00 PM
• Intermediate MS Excel, Thursday, September 26, 10:30 AM – 12:30PM
• Internet Basics 1&2, Thursday, September 19, 10:30 AM – 12:30 PM
• Digital Photography, Wednesday, September 25, 12:30 PM – 2:30 PM

Teen Programs

• Teen Video Game Time, Wednesday, September 18, & 25, 4:00 PM-6:00 PM, Age: 12 and up, 3rd floor Teen Area.
• Teen Movie Time, Tuesday, September 24, 3:30 PM-5:30 PM, teens 13 and older are welcome, 3rd floor Conference room.

Children’s Programs

• Toddler Story Time, Tuesdays, September 24, 10:30-11:00 AM, 1st Floor Meeting Room.
• Preschool Storytime, Wednesdays, September 25, 12:30-1:15PM, 3rd floor meeting room
• Babytime, Thursdays, September 19, 26 11 AM – 12 PM, for parents and babies up to 18 months, 3rd floor meeting room
• Babytime: Baby Yoga, Fridays, September 20, 27,  2:30-3:00 PM, for pre-walkers and their caregivers, 1st Floor Meeting Room
• R.E.A.D (Reading Education Assistance Dogs), Saturday, September 21 – 2:00-3:00pm, sign up in advance at the 3rd floor reference desk.
• Kendall Book Mania Club, Wednesday, September 25 – 4:45-5:45pm, for kids ages 9-11, 3rd floor meeting room.

Early October Programs

Adult Programs, 1st Floor Meeting Room

• Kendall Bee Quilters, Mondays, October 7, 14, 1:00 PM – 3:00 PM.
• Mystery Book Club, Thursday, October 3 • 1:00 PM – 2:30 PM.

Adult  Computer Classes, 2nd Floor Conference Room

• Internet Basics 1&2, Tuesday, October 1, 3:00 PM – 5:00 PM
• Computer Security, Wednesday, October 2, 12:30 PM – 2:30 PM
• Intro to MS Excel, Thursday, October 3, 10:30 AM – 12:30PM
• Digital Photography, Tuesday, October 8, 3:00 PM – 5:00 PM
• Computer Basics I &II, Wednesday, October 9, 12:30 PM – 2:30 PM
• The Affordable Care Act Open Lab, Wednesday, October 9, 5:00 PM – 7:00 PM
• Intro MS Publisher, Thursday, October 10, 10:30 AM – 12:30PM
• Computer Basics I &II (Bilingual), Tuesday, October 15, 3:00 PM – 5:00 PM
• Social Networking, Wednesday, October 16, 12:30 PM – 2:30 PM

Teen Programs

• Teen Video Game Time, Wednesday, October 2, 9, 16, 4:00 PM-6:00 PM, age: 12 and up, 3rd floor Teen Area.
• Beginner Origami, Tuesday, October 8, 4:00 PM-5:00 PM, ages 7 & up, 3rd floor Conference room.

Children’s Programs

• Toddler Story Time, Tuesdays Oct 1, 8, 15, 10:30-11:00 AM & 11:30-12:00, babies and children up to 3 years, 1st Floor Meeting Room.
• Preschool Storytime, Wednesdays Oct. 2, 9, 16, 12:30-1:15PM, children 3 years and up, 3rd floor meeting room
• Babytime, Thursdays, October 3, 10, 17, 11 AM – 12 PM, parents and babies up to 18 months, 3rd floor meeting room
• Babytime: Baby Yoga, Fridays, October 4, 11, 2:30-3:00 PM, pre-walkers and their caregivers, 1st Floor Meeting Room
• Hispanic Heritage Month: guitarist John Acevedo, Saturday, October 5, 2:00-3:00pm,1st floor meeting room.
• Para Los Ninos, Monday October 7, 4:00-5:00 pm, children 4 & up and their parents, 1st floor meeting room
• Papercrafting with Amie- Puzzle projects, Monday, October 14, 4:00- 5:00 PM, school-age children, 3rd floor meeting room.
• Family Movie, Thursday, October 10, 4:00-6:00 PM, 3rd floor meeting room.