Category Archives: Polices and procedures

Weekly Update — May 31, 2017

It’s a cataloging celebration!

We were back in Knightstown for another cataloging party on May 19, 2017. For three participants, this was their first ever cataloging party; and we made outstanding progress processing 493 items in one day!

Mark your calendars now to get in on the fun! We will be holding cataloging parties at Walkerton-Lincoln Township Public Library on June 30, 2017 and July 21, 2017, 9am-5pm (EDT); please join us for part or all of the day! Additional sessions will be scheduled at Swayzee and Spiceland soon!

Bylaws Amendment passes consortium vote

The 2017 Bylaws amendment has received a supermajority approval vote. The Bylaws have been updated with the new language (addressing membership eligibility and costs).

New Asynchronous Course Available

A new introductory course with a focus on the new webclient is now available! This course is eligible for 1 TLEU. Please visit http://learn.evergreen.lib.in.us today to register and complete the course.

Committee News

  • The Cataloging Committee will meet tomorrow, June 1, 2017, at 10am at Hussey-Mayfield Memorial Public Library.
  • The Executive Committee will meet at 10am on Tuesday, June 13, 2017, at the Indiana State Library.
  • The eContent Committee will meet at 1pm on Tuesday, June 13, 2017 at the Indiana State Library.

Deadlines

The 2017 Ethics Audit closes on August 1, 2017.

Upcoming Evergreen Indiana Training Opportunities

June 7, 2017 – LAST CALL!
Basic Circulation, 9am-12pm, Indiana State Library, Room 428 (3 TLEU)
Holds, 1pm-3pm, Indiana State Library, Room 428 (2 TLEU)
June 8, 2017 – LAST CALL!
Local Administration and Basic Reporting, 9am-12pm, Indiana State Library, Room 428 (3 TLEU)
Basic Cataloging, 1pm-3pm, Indiana State Library, Room 428 (2 TLEU)

Weekly Update — December 13, 2016

Do you SRCS?

There’s a lot going on in the resource sharing community this winter! We are soliciting marketing, workflow, and patron training ideas and materials that active SRCS participants would be willing to share as libraries transition to full patron driven requesting for ILLs.

If your library did not join as part of Phase 1, we invite you to consider doing so now! Letters of Interest are due to the Library Development Office before January 31, 2017. If you have questions, you are encouraged to email them to the Support Listserv, the EI coordinator, or the Library Development Office. The SRCS website has training, marketing, and informational resources available for review.

Updates to Staff Permissions Ahead

The Executive Committee approved a range of updates to the permissions assigned to various staff working profiles. A complete list is being released on the Support Listserv. These updates will take place as part of the 2016/17 Upgrade over the New Year weekend.

New Member!

Please join us in welcoming New Castle-Henry County Public Library to Evergreen Indiana! NCHCPL is a Class A library located east of Indianapolis.

Open and Unbridled!

Registration is now open for the 2017 Evergreen International Annual Conference. The Executive Committee approved 3 levels of scholarships for interested library staff to attend the conference next spring. Scholarship applications will be available soon. Also, the conference committee is soliciting presentation proposals through January 13, 2016.

Committee News

  • The eContent Committee met at 10 am on Tuesday, December 13, 2016 at the Indiana State Library. Dear Reader presented their product for consortium consideration; pricing will be released to interested libraries on the eContent listserv.
  • The Executive Committee met at 1 pm on Tuesday, December 13, 2016 at the Indiana State Library. The meeting was recorded and may be viewed on YouTube.
  • The Patron Services Committee will meet at 10 am on Tuesday, December 20, 2016 at Greenwood Public Library.

All member libraries are invited to attend the committee meetings and provide feedback on issues under discussion!

Maintenance Notices

During the Authority Control implementation, scheduled December 2-December 28, 2016, catalogers are reminded not to update existing bibliographic records. An FAQ about the process and available functions was released to the Cataloging listserv on 11/28/16. Please watch for updated timeline notices on the listservs.

The next Evergreen software upgrade has been scheduled for December 31, 2016-January 1, 2017. All library access to the database will be suspended during that window. Please check out the Upgrade 2.11 webpage for instructions and training information.

Upcoming Evergreen Indiana Training Opportunities

December 15
Evergreen 2.11 Upgrade, 2pm-3pm, webinar (LEU eligibility TBA)
December 16
Evergreen 2.11 Upgrade, 10am-11am, webinar (LEU eligibility TBA)

Weekly Update — October 25, 2016

2016 Regional Roundtables

2016 Southeast Regional Roundtable
2016 Southeast Regional Roundtable

We were in Seymour and Mooresville last week for the Southeast and Central Roundtables! Representatives from 25 libraries were in attendance. Our thanks to our generous hosts, Jackson County Public Library and Mooresville Public Library!

2016 Central Indiana Regional Roundtable
2016 Central Indiana Regional Roundtable

The final Regional Roundtable of 2016 will be held this Friday in Rockport!

Reviewing Staff Permissions

We have updated the Staff Permissions Guide following the correction to the LocalAdmin profile. During this update, we did note some additional permission assignments that are out of line with current policy. In order to allow everyone a chance to prepare their staff, we will present the full list of permissions to be updated to the Executive Committee at their December meeting with an active date of January 1, 2017. LocalAdmins and staff are encouraged to review the guide and provide feedback.

Policy and Setting Updates

  • The “audiobook new” circ modifier is live and available for libraries to use.
  • The default circulation duration for pre-cats without an associated circ mod has been increased to 3 weeks.

Maintenance Notices

During the Authority Control implementation, scheduled December 2-December 28, 2016, catalogers are reminded not to update existing bibliographic records. Please watch for updated timelines.

The next Evergreen software upgrade has been scheduled for December 31, 2016-January 1, 2017. All library access to the database will be suspended during that window.

Barcode Pool

The dates have been set for the next Barcode and Library Card pool. Please mark your calendars to get your purchase in November 14-18, 2016.

Upcoming Evergreen Indiana Training Opportunities

December 6
Basic Circulation, 9am-12pm, Indiana State Library, Room 428 (3 TLEU)
Holds, 1pm-3pm, Indiana State Library, Room 428 (2 TLEU)
December 8
Basic Cataloging, 9am-12pm, Indiana State Library, Room 428 (3 TLEU)
Local Administration, 1pm-3pm, Indiana State Library, Room 428 (2 TLEU)

Weekly Update — June 30, 2015

Mission Statement Update

When Evergreen Indiana began back in 2008, it was a grand undertaking to create a new portal for resource sharing among Indiana libraries. Seven years later, we’ve grown into a community that supports one another, coordinate our efforts for procurement, training, and outstanding patron service, and, of course, share a LOT of resources (printed materials, databases, econtent, and more)! At the June meeting, the Executive Committee voted on new language for our mission statement which reflects how we’ve changed and matured. We are now putting it to the vote! Libraries will be receiving official ballots over the next few days for a Bylaws revision. We encourage all members to review and respond as quickly as possible as all Bylaws changes require a supermajority to pass.

Our existing mission statement:

The purpose of Evergreen Indiana is to provide a multi-library shared integrated library system.

The proposed mission statement:

Evergreen Indiana is a community of independent libraries using the Evergreen ILS
and providing a network of shared resources.

Library Settings Correction: Autovoiding Bills

Many of you were incorrectly told that the lost and lost processing autovoid settings were tied to the library system that processed the circulation. It has been determined that these settings are applied to the holdings of the owning library. Libraries that have been holding lost materials that were remotely circulated pending owning library approval may CKI without concern of violating the owning library’s policies.

Deadlines

The barcode pool buys are shifting to the first full week of each month. Please check your stocks now in preparation for the July pool next week.

Upcoming Evergreen Indiana Training Opportunities

July 14
Spring/Summer 2015 Cataloging Roundtable: MARC for Newbies, 10am-Noon, Webinar. (1 TLEU)

Weekly Update — December 16, 2014

Getting Ready for 2.7

Are you ready for 2.7?. We are actively training staff on the upgrade this week; if you are unable to attend the live trainings, a video will be available shortly for review on the 2.7 Upgrade page. For libraries with OverDrive, we have notified OverDrive of the downtime and requested standalone access so that registered users have uninterrupted service.

Committee News

The Patron Services Committee met on December 16, 2014, 10am at Greenwood Public Library. This completes our committee meetings for 2014. Thank you to all of our enthusiastic and thoughtful committee members for taking the time to support the consortium and create the opportunities which allow us to grow and change to reflect the needs of our members!

Policy Reminder: Library Cards

We’ve had several libraries note difficult patron interactions recently due to inconsistent application of our policy on library cards between systems. All member libraries are reminded that under current policy cardholders must present their library card to circulate materials. If a patron has forgotten or lost his/her library card, libraries may hold materials for a brief period to allow users to return with their card or encourage them to purchase a replacement card to facilitate immediate access.

Invalid Email Report

Due to a recent reconfiguration of how our email notices are sent libraries are no longer receiving bouncebacks on bad email addresses. We’ve set up a script to invalidate those addresses so that frontline staff are notified that a new or corrected email is needed. Admins may wish to get a batch report. A template has been set up to capture that information. Please note that this only captures those accounts which are marked with an invalid flag by the system. Other accounts, which are marked invalid by your staff manually, will not appear using this template. You may find it here: Reports->Shared Folders->Templates->admin->EI_Templates->Customer-> List patrons having INVALID_PATRON_EMAIL_ADDRESS set by admin account for a given branch

Support News

The 2.7 upgrade will begin at 8pm EST December 23, 2014. We anticipate the servers will be available again at some point on the 28th. If possible, we will bring things back online earlier. Please be sure to sign up for the Support mailing list to keep apprised of our progress. During this upgrade window, the system will be completely unavailable, and you should use offline mode for any transactions.

Deadlines

The Ethics and Policy Audit is due by December 31, 2014! Please let the coordinator know if you need replacement forms.

Upcoming Evergreen Indiana Training Opportunities

December 17
Welcome to Evergreen 2.7, 2-3:30pm, Webinar (1 TLEU)
December 18
Basic Cataloging, 9am-12pm, Indiana State Library, Room 428 (3 TLEU)
Local Administration, 1:00pm-3:00pm, Indiana State Library, Room 428 (2 TLEU)

Weekly Update—August 20, 2014

New and Improved!

We are working through several projects recently approved by the Executive Committee.  So far we’re pleased to share the following updates, setting changes, and housekeeping projects:

  • The Soft Stall setting is now live with a 1 day window.  This allows staff a window to capture locally available titles before opportunistic captures take place.
  • The Outreach patron profile may now have up to 50 open holds.  This is intended to facilitate book club and teacher collection program needs.
  • As libraries have migrated in over the past 6 years, long overdue items were frequently not marked lost by the system during migration.  We have updated all of those remaining open transactions to reflect the correct item status and generate bills.  This affected over 10,000 item records across the consortium.

Speak Your Piece

We continue to plan the discussion for the regional roundtables.  High interest topics so far include offering DVD transits, the ethics and local policy audit, and recent consortium policy updates and changes.  We encourage you to submit requests for inclusion on the agendas or bring your ideas for other updates, changes, and improvements for on-the fly discussion.  Frontline staff are encouraged to participate and share their perspectives!

Space is limited, so please register if you would like to participate.  Participants will receive recommendations for area restaurants if you wish to continue community building over a meal after the scheduled meeting!

Committee News

The Cataloging Committee will meet on September 4, 2014 at 10am at the Hussey-Mayfield Memorial Public Library.

Member News

The Greentown Public Library has reopened both branches.  The final stages of the renovation are ongoing, but they are delighted to be open again and sharing their full collection with the consortium!

Migration News

The North Madison County Public Library migration has been postponed until October 17-21, 2014.  A modified cataloging freeze is anticipated during that weekend.  Further information will be forthcoming as available.

Upcoming Evergreen Indiana Training Opportunities

September 11
Basic Circulation, 9am-12pm, Indiana State Library, Room 428
Holds, 1:00pm-3:00pm, Indiana State Library, Room 428
September 18
Basic Cataloging, 9am-12pm, Indiana State Library, Room 428
Local Administration, 1:00pm-3:00pm, Indiana State Library, Room 428
October 28
Advanced Cataloging, Part I, 9am-12pm, Webinar
October 29
Advanced Cataloging, Part II, 9am-12pm, Webinar

Weekly Update—July 1, 2014

Bills, Bills, Bills

As mentioned in the last Weekly Update, the new set of manual billing types has been selected. The implementation is scheduled for today. The complete list of new types is below with the recommended usage.

  • Bookkeeping correction: Correct payment or billing entries made in error
  • Claims return: Billing patron for materials that are claims returned
  • Collection agency referral: Collection agencies’ and court costs not automatically applied by the system
  • Drop box return: Used when items that must be returned at a desk are left in the drop box instead
  • Expired hold: Charge when a patron fails to pick up their hold after 7 days
  • Gift/donation: Track donations and gifts to the library
  • Goods/Taxable sales*: Sales of new materials, including books, bags, headphones, digital storage media, etc.
  • Interlibrary Loan: Postage and fees incurred procuring ILL materials from non-EI libraries
  • Meeting rooms*: Room rental and cleaning fees
  • Miscellaneous: Everything else! Be sure to include notes.
  • Non-Resident/Reciprocal Borrower card: Card fees
  • Notification fee: Charge patrons for the cost of preparing and sending physical notices.
  • PLAC: Public Library Access Card fees
  • Postage: Certified mail, postage reimbursements, etc.
  • Print services: Copies, faxes, lamination, scanning, die cuts, etc.
  • Professional services: Research, proctoring, and notary services
  • Rental*: Equipment and material rental fees
  • Repair: Limited, repairable damage costs (new case, torn cover, etc.)
  • Replacement card: Charge to replace a lost or destroyed card on an existing account
  • Returned check: NSF fee

*Billing types marked with an asterisk are considered competitive products/services, and sales tax must be collected and turned over to the Department of Revenue if a library collects monies for these types. (See Section III: http://www.in.gov/dor/reference/files/sib04.pdf)

Prepping Transits

Members who have rebarcoded are encouraged to mark out or cover barcodes from their previous system prior to transiting materials to other Evergreen Indiana libraries. Just a quick swipe with a permanent marker makes it much easier for other libraries to know which barcode is correct to scan!

Member News

The eIndiana Digital OverDrive Consortium welcomes newest member Danville Center Township Public Library.

Support News

Sara O’Sha has stepped down from the Northeast Regional Coordinator position. Until the position has been refilled, please contact Jill Stange (jstange@library.in.gov), the Northwest Regional Coordinator, for assistance. Our congratulations to Sara on her new job and thanks for all her work with Evergreen Indiana over the last year!

Deadlines

The next barcode and library card purchasing pool will open on July 14, 2014. Please check your stocks now to prepare your order.

Upcoming Evergreen Indiana Training Opportunities

July 17
Spring/Summer Cataloging Roundtable: RDA for Copy Cataloging, 10am-12pm, webinar
September 11
Basic Circulation, 9am-12pm, Indiana State Library, Room 428
Holds, 1:00pm-3:00pm, Indiana State Library, Room 428
September 18
Basic Cataloging, 9am-12pm, Indiana State Library, Room 428
Local Administration, 1:00pm-3:00pm, Indiana State Library, Room 428

Weekly Update—June 17, 2014

Manual Bills Update

The Patron Services Committee has selected the new manual billing types. Our thanks for the enthusiastic and creative responses on the survey! The new manual billing types will be online beginning July 1. We will release documentation on recommended usage shortly.

Meetings

The Patron Services Committee met on June 17, 2014 at the Greenwood Public Library. For the 2014-15 term, Jennifer McKinley is the new chair, Laura Hull, chair-elect, and Sandra Rowland, secretary. The Committee will meet next on September 16, 2014 at 10am at the Greenwood Public Library.

We encourage all member libraries to attend committee meetings to provide recommendations and to learn about current issues.

Member News

The Royal Center Boone Township Public Library’s Evergreen Indiana automation project was featured in the Logansport Pharos-Tribune: “Pioneering Change”.

Support News

The Evergreen Indiana coordinator will be on vacation June 23-28. If you need immediate assistance during this time, please contact either the Helpdesk or Shauna Borger, Professional Development Office Supervisor (SBorger@library.IN.gov / 317-232-3718). The Weekly Update will return on July 1, 2014.

Upcoming Evergreen Indiana Training Opportunities

July 17
Spring/Summer Cataloging Roundtable: RDA for Copy Cataloging, 10am-12pm, webinar

Weekly Update – April 16, 2014

Evergreen Indiana Circulation Policies and Procedures Revised

The Patron Services Committee referred a full set of updates to the Executive Committee for review. All of the recommended updates were accepted and the revised materials are now posted on the ISL Evergreen Indiana Circulation Policy and Procedures page (http://www.in.gov/library/5094.htm). Please take a few minutes with your staff to read and confirm that you’re up to date with the latest policies and procedures.

MARC Field-Stripping Active

Evergreen Indiana catalogers will be pleased to note that the MARC field-stripping feature is now live. The 136 MARC tags which have been either deprecated or are not in use by the consortium will no longer import and will be automatically deleted. Existing records with these fields are not affected by this feature, but are under consideration for an automated housekeeping project later this year. Please let us know if you notice any unexpected content appearing or being removed from this process.

Member News

Royal Center-Boone Township Public Library welcomes new director Julie Diesman.
Union City Public Library welcomes new director Joseph Skeen.

Upcoming Evergreen Indiana Training Opportunities

May 14
Advanced Cataloging, Part I, 9am-12pm, Webinar
May 15
Advanced Cataloging, Part II, 9am-12pm, Webinar

Weekly Update—February 18, 2014

Welcome to 2.5!

We did it! Congratulations to all of our members and support staff for all your work, time, and assistance in preparing for and implementing the upgrade. Our members performed the most extensive and responsive pre-upgrade testing to date. Over 190 library staff members attended the live webinars, and the recorded version has been watched over 300 times. The documentation is growing by leaps and bounds as you send in questions and notes about changes. We appreciate your continued patience over the next couple of weeks as we continue to discover and address the new interfaces, workflows and features.

If you or your staff were not been able to attend a live class and would like to review the changes associated with the upgrade, the taped version of the training along with the documentation is available here: 2.5 Upgrade Resource Page.

Just 10 more pages…

Readers will be delighted to hear that any item with the “Book” circulation modifier is now eligible for up to 2 renewals. Materials needed to fill holds will continue to be prioritized for the next person in queue, but we hope this will be an added benefit for users who are leisurely enjoying lower demand titles.

Committee News

The Executive Committee met on February 11, 2014 at the Indiana State Library. They approved the minutes from the December meeting. The meeting was recorded and is available for review on Youtube.

The eContent Committee met on February 11, 2014 at the Indiana State Library. They approved the minutes from the December meeting.

We are continuing to accept nominations for committee participants. If you are interested in serving, please let Anna know.

Member News

Welcome Danville Center Township Public Library to Evergreen Indiana! We anticipate our newest member will be going live later this spring.

Upcoming Evergreen Indiana Training Opportunities

Please note that there will be no basic trainings in February or March due to the changing curriculum. If you are having difficulties registering for a webinar, please try using a different browser (Chrome, Firefox, etc.)
March 4-5
Advanced Cataloging: Part I/Part II, 9am-12pm, Webinar (Please register for both parts for full credit.)