Please join me in welcoming our 99th library, Shelby County Public Library, to the Evergreen Indiana consortium! This brings the current Evergreen Indiana service population to 948,743 residents. Shelby County Public Library currently has three branches: Main branch (SHCPLSC), Genealogy branch (SHCPLSCG) and the Bookmobile (SHCPLSB). Please send transits to the main branch (SHCPLSC).

Another branch of the Shelby County Public Library will be added next month: Morristown branch. More information coming soon!

Reminder about patron alerts

Attention Circulation Staff: Just a reminder that the patron database is accessible to everyone in the consortium. As such, it is helpful when creating a patron alert or note to include your library shortname, the date and your initials. That way, if anyone has a question about the alert/note, they can get in contact with the correct individual.

Whitelist for AOL patron emails

The Evergreen Indiana helpdesk made a request to AOL to whitelist the notification emails automatically generated by the system for AOL customers. This request was approved by AOL recently. This means that the patron notifications for AOL customers will no longer be automatically sent to patron spam folders.

Patron and staff members should be aware that there are still several reasons why they may not receive their patron notifications: individual spam folder settings, other providers blacklisting the server, mailbox full, etc.

Just a reminder that orders may be placed for item and patron barcodes this week, May 7-11. Please follow the instructions found here.

Modified catalog freeze

A modified catalog freeze will be in place from Friday, May 11, 2012 AM to Tuesday, May 15, 2012 AM or until the announcement on the listservs that the freeze has ended.

During a modified catalog freeze. . .

DO NOT import, edit, delete or create new bibliographic records.

DO attach holdings and edit holdings.

Many of our Evergreen Indiana members attended the Evergreen International Conference last week and we want to thank you for your support. We heard lots of compliments and good feedback on everything from sessions to food breaks so thank you to those who served on one of the planning committees. Programs will be posted to the blog as they are collected.

Please turn in your LEU sheet to Jessica Jacko, jjacko@library.in.gov or fax to 317-232-0002, Attention: Jessica Jacko.

Some comments from our international attendees:

“Safe travels to all my Evergreen friends heading home. It’s been a great conference!”

“Heading to the airport. Thanks to the conference committee for a great conference. See you next year in Vancouver!”

“Great reception in a beautiful building: thanks, Indiana State Library & Indiana State Library Foundation!”

“I hope Shauna Borger and her team are recognized for the phenomenal amount of work that has gone into making #egconf so awesome.”

Evergreen Indiana Annual Membership Meeting

The following new members of the EC were approved on Friday, April 27. Their terms begin July 1, 2012. Thank you to all candidates and congrats to our new EC members:

Class A: Janet Wallace
Class B: Sheryl Sollars
Class C (3 year term): Christine Sterle
Class C (1 year term): Karen Kahl

Minutes from May 6, 2011 Evergreen Indiana Annual Membership Meeting were approved on Friday, April 27, 2012.

Westville New Durham Township Public Library was formally accepted into Evergreen Indiana at the meeting as well.

The 2012 Annual Meeting will be held at the Indiana State Library on Friday, April 27 from 11:30-1pm. See draft agenda below. It will be a lunch meeting so please fill out the Lunch Order Form and return it with payment to LDO, Indiana State Library by this Friday, April 20 or feel free to make your own lunch accommodations.

Walking directions from the Hyatt Regency to Indiana State Library: http://g.co/maps/arp79

Parking recommendations around the Indiana State Library: http://g.co/maps/73wdc

Please print/download and bring with you the following documents:

• Draft agenda
• Draft minutes from May 6, 2011

New Member Information

The contact lists below have been updated to list our three new libraries:

Staff Training Documents website > Circulation Module >

• Circulation Support Contact List (Please notify EI Coordinator if you would like circulation staff added to the list)

AND

• Member Library Abbreviations for Intra-Evergreen Indiana Library Lending

Testing future versions of Evergreen

All users of the Evergreen ILS have the ability to participate in testing future versions of Evergreen. The more people we get testing now, the fewer issues we will have when we upgrade. Information on how to access the testing server is available below.

JS OPAC

TTPAC

Staff Clients

Staff Client Credentials are as follows:
Login: admin
Password: open-ils

There is no danger in installing this staff client beside the production client, should anyone wish to test. The installation will be in two totally different directories and have bright RED icons instead of yellow, so they can’t be mistaken for one another.

All bugs should be reported to the Community, NOT to the ISL Helpdesk. Bugs can be sent to https://bugs.launchpad.net/evergreen should they be discovered.

Here’s just a quick rundown of some of the new features.

Copy Location Groups
^^^^^^^^^^^^^^^^^^^^
This feature allows staff to create and name sets of copy locations to use as a search filter in the catalog. OPAC-visible groups will display within the library selector in the template toolkit OPAC. When a user selects a group and performs a search, the set of results will be limited to records that have copies in one of the copy locations within the group. Groups can live at any level of the library hierarchy and may include copy locations from any parent org unit or child org unit.

Copy Location Order
^^^^^^^^^^^^^^^^^^^
This feature allows staff to reorder the display order of copy locations via a drag and drop interface.

Barcode Completion
^^^^^^^^^^^^^^^^^^
This feature allows libraries to create mappings of their barcode prefix/suffix which allows the entry of partial barcodes.

Example: A library has a standardized patron barcode prefix of 12345. A patron with the barcode 123456789 comes in, staff would be able to enter just
6789 to retrieve the patron. The same is configurable for item barcodes.

SMS (Text) Notifications
^^^^^^^^^^^^^^^^^^
Current features that use SMS include hold-ready-for-pickup notifications and a “Send Text” action for call numbers in the OPAC. If this setting is not enabled, the SMS options will not be offered to the user.

Customize Toolbars
^^^^^^^^^^^^^^^^^^
Evergreen 2.2 expands upon the “Toolbars” feature by allowing users to create, edit their own custom toolbars to match individual workflows.

Toolbars can be customized at several depths (Org Unit, Workstation, User) which allows for greater flexibility and personalization for individuals, or institutions.

Please join me in welcoming three new members to the Evergreen Indiana consortium: Akron Carnegie Public Library, Camden-Jackson Township Public Library and Montezuma Public Library. This brings the total libraries live in the consortium to 98 and the population served to 867,961!

• Akron Carnegie Public Library is located in Akron, Indiana (Fulton County) and serves a population of 2,827.

• Camden-Jackson Township Public Library is located in Camden, Indiana (Carroll County) and serves a population of 1,262.

• Montezuma Public Library is located in Montezuma, Indiana (Park County) and serves a population of 1,539.

EC nominee bios

Bios of the Evergreen Indiana Executive Committee nominees are available here. Please look back soon for an updated version.

Important Dates

Just a reminder that Friday, April 20 is the deadline for the following:

• Returning EC ballots
• Turning in money and lunch order form for the EI Membership Meeting on Friday, April 27 @ ISL.

Updated cataloging policy has been posted here. Note the previously discussed cataloging policy change (Page 1, last paragraph):

All member libraries must have at least one Certified (CAT 1) cataloger on their cataloging staff or an agreement in place with another Evergreen Indiana library that has a certified CAT 1 cataloger. The written agreement needs to be on file with the Evergreen Indiana Executive Committee care of the Indiana State Library. The agreement may be stated as follows: We will provide CAT 1 cataloging services for [Name of Library] for [fee] each year.

Circulation Tips

As is taught in basic circulation training, please do not ask for or include the SSN of any library patrons in their patron record. Soliciting this information is a liability for your library and for the Indiana State Library. The Primary Identification Type field in the Patron Record has the words SSN – DO NOT USE next to it as a reminder not to collect that information.

Library Branch Closing

The Cayuga branch (VCPLC) of Vermillion County Public Library will be closed until further notice. Please send all Evergreen transits to the main Newport branch (VCPLN).

Shelby County Shortnames

Shelby County Public Library System (SHCPL)

• Main branch: Shelby County (SHCPLSC)

• Bookmobile (SHCPLSCB)

Meeting Announcement

OverDrive Committee will be meeting at ISL on Tuesday, April 10, 2012.

• Draft agenda

Executive Committee meeting has been canceled this month by Chair, Mary Reed.

Please note that Larry Oathout, Perry County Public Library, had to withdraw as a candidate for the Executive Committee although the ballots mailed out last week still contain his name. If you are interested in downloading, filling out a new ballot and mailing that back instead of the ballot you received in the mail, an updated ballot can be found here. Thanks for your cooperation!

Ballots are due April 20, 2012! Check back soon for biographical information.

Cataloging Policy changes

Beginning June 30, 2012 the permissions for Cat-2 catalogers will change. Cat-2 catalogers will no longer be able to create new MARC records, batchload new records or edit MARC records. Only Cat-1 catalogers will be able to create new MARC records, add records by batchloading and edit MARC records.

If there are Cat-2 catalogers performing these functions, those staff members will need training to obtain their Cat-1 certification (See training opportunities below). If you need Cat-1 training before the new Cataloging Policy goes in effect June 30, please register for one of the Advanced Cataloging classes as soon as possible. This will help the cataloging committee in planning if they need to schedule additional courses in June.

Advanced cataloging class: May 8, 2012, 10:00AM-5:00PM

Register here

Location: West Lafayette Public Library

Spring cataloging training and roundtable: May 10, 2012, 10:00-Noon

Register here

Earn one LEU, and learn how to catalog items using Evegreen’s new Monographic Parts feature, which will allow your patrons to place holds on specific volumes. Take advantage of the opportunity to learn and share about cataloging issues with other EI catalogers, either in person or live via Webinar.

Option 1 – Travel to one of the following libraries for on-site training: Alexandria-Monroe Public Library, Hussey-Mayfield Memorial Public Library, Jackson County Public Library, Seymour branch, Butler Public Library

Option 2 – Access the online webinar in the comfort of your own library. You will receive an email with further instructions.

Advanced cataloging class: May 29-30, 2012, 9:00AM to 1:00PM each day

Register here for May 29 (Part 1)

Register here for May 30 (Part 2)

Location: Webinar

NOTE: Participants must register and attend sessions on both days in order to receive their Cat1 status.

Modified Catalog Freeze

A modified catalog freeze will be in place from Friday, April 6, 2012 AM to Wednesday, April 11, 2012 AM or until the announcement on the listservs that the freeze has ended.

During a modified catalog freeze. . .

DO NOT import, edit or create new bibliographic records.

DO attach holdings and edit holdings.

Circulation Committee

Minutes from the January 17, 2012 meeting of the Circulation Committee were approved on March 20, 2012.

You will be receiving a ballot in the mail for voting on new members of the EC. Ballots are due by Friday, April 20. Please return them to Shauna Borger, LDO, Indiana State Library. Results will be announced at the Evergreen Indiana Membership Meeting on Friday, April 27.

1. Class A nominees (July 1, 2012 – June 30, 2015)

Choose one:

• Janet Wallace, Director, Shelby County Public Library

2. Class B nominees (July 1, 2012 – June 30, 2015)

Choose one:

• Sheryl Sollars, Director, Westfield Washington Public Library

• Lynn Mehringer, Director, Lincoln Heritage Public Library

3.  Class C nominees – 3 year term (July 1, 2012 – June 30, 2015), 1 year term (July 1, 2012 – June 30, 2013)

Choose two. The nominee who receives the highest number of votes will fill the 3-year term. The nominee who receives the second highest number of votes will fill the 1-year term:

• Christine Sterle, Head Librarian/Adult Services Department Head, Thorntown Public Library

• Karen Kahl, Director, Union County Public Library

• Celia Bandelier, Director, Roanoke Public Library

Email notifications

Staff members are able to view system-generated notices automatically sent to patrons in the Patron Account > Other > Triggered Events screen. The next time a patron is unsure whether they received an email notification, open this screen to find out. If the system indicates that a notice was generated, double check the email address in the account, ask the patron to check their junk mail folder and/or recommend that the patron get in touch with their email provider to begin receiving the notification emails.

Friday, March 16 is the last day to be considered for one of the open positions on the EC beginning July 1, 2012. Please get in touch with Nick Schenkel (nick@wlaf.lib.in.us) or Krista Ledbetter (kristaq@mail.morg.lib.in.us) if you are interested. More information here. . .

Circulation Tips

The helpdesk recently ran a script under the guidance of the Circulation Committee which cleaned up many email addresses in the patron database which were obviously incorrect. Example: john.doe@aoll.com was corrected to john.doe@aol.com.

The Circulation Committee provided further tips on how to deal with and correct patron addresses. If you get an invalid email address bounce back, copy and paste the exact incorrect email address into an alert in the patron’s record. That way, when the circulation staff asks them for their correct email address, they can verify that it isn’t given to them incorrectly again. Also, many libraries have bounce back emails routed to a different library email address than their main email address so that all of those emails are organized and saved in one place.

If you want to make any changes to the email addresses used at your library, the general library email address used everywhere in the system is set in the Server Settings > Organizational Units > Main Settings > Main Email Address and the individual patron notices email address can be set in the Local Administration module > Library Settings Editor > Sending email address for patron notices (see below).

Meeting announcement

Circulation committee will be meeting on Tuesday, March 20, 2012 at Greenwood Public Library.

• Draft agenda

Circulation committee minutes for November 10, 2012 were approved at the January 17, 2012 meeting.

Cataloging committee minutes for December 6, 2011 were approved at the March 6, 2012 meeting.

The 2012 Evergreen Indiana Membership Meeting will be held in conjunction with the Evergreen International Conference on Friday, April 27 from 11:30 to 1:00 PM at the Indiana State Library. Evergreen Indiana consortium members have the opportunity to order a box lunch from Indianapolis Premier Catering by filling out the attached lunch menu request and sending checks made out to Indianapolis Premier Catering or cash by Friday, April 20 to Shauna Borger, Indiana State Library, 140 North Senate Avenue, Indianapolis, IN 46204.

• The deadline to submit orders and payment is Friday, April 20.
• Attendance at the Evergreen International Conference is not required to attend the EI Membership Meeting.
• Please stay tuned to the Weekly Update blog for an agenda and minutes from the previous annual meeting.

Barcode orders

Just a reminder that you may place item and patron barcode orders beginning Monday, March 5 until Friday, March 9. The next time item and patron barcode orders can be placed will be May 7 through May 11.

The library will contact Creative DataProducts directly to place their order. Eventually, the vendor hopes to have an online ordering system but currently you will need to contact Cherrie Bishop at Creative DataProducts via email (cbishop@creativedataproducts.com) or telephone (800-951-7234, ext. 1310) with the following information:

• Item or patron barcodes?
• Quantity (There is a minimum order of 500 for both item and patron barcodes).
• Beginning barcode number.
• Library name, contact email and telephone number.

Registering a PLAC user

In order to provide an easier way to report on PLAC loans for the annual report, we have created a patron stat cat which includes a list of every public library in the state of Indiana along with the city and county in which they are located in parentheses. When registering a PLAC user, choose the home library of the patron from this drop-down list. At the end of the year, the EI System Admins will provide a report which will give each library the total PLAC loans your library should report for each public library in the state.