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Voyager Access Services Implementation Committee
Minutes, March 31, 2000

Present: Deb Lamb-Deans, Pat Schafer, Susan Currie, Carmen Blankinship, Lydia Pettis

Lydia gave an overview of the circulation batch jobs. There are 8 daily batch jobs that will be run overnight each night. The schedule for running the other reports were discussed and we agreed on the following:

1. Fine/fee statements (different from notices which are produced as fine/fees are created):
On request and at end of semester. However, Lydia reminded us that with the new 10-day interval for paying fines at the circulation desk before the bill goes to the Bursar, we'd get fine/fee notices for students unlike in NOTIS.

2. Missing in Transit
Weekly, on Wednesdays

3. Transaction statistics
Monthly (when working correctly, we may have to write our own query)

4. Export OPAC requests
These are patron initiated recalls, etc. and the notices are generated as a result of running the reports

5. Reserve reports for CUL system:
One report lists everything that should be on reserve and the other lists everything that should be taken off reserve. This report prints to the Global Print queue so it is a systemwide report not broken down by unit. We may want to run this only once a semester.

E-Mail Notices
Lydia gave us a demo of setting up Eudora for sending e-mail notices. The staff person assigned to run the Reporter client would have to make sure the computer being used has e-mail configured properly. Also, at the point of getting the notices, the staff person can decide whether or not to review the notices before sending.
In Eudora, the MAPI file must have the "Use MAPI Server" set to "Always". This allows the sending of e-mails. If the notices are to be reviewed, in the "sending mail"section (under "options" in the TOOLS menu), choose "send mail on check". This puts the mail into a queue in the out mailbox.
We agreed to recommend that circulation units send notices from the established circulation e-mailbox. Using the same computer for e-mail notices and reporter will ensure that the archives are kept on one machine. This will need to be included in training.

Global Print Queue
The group discussed this at length and agreed to refer the decision to the Steering Committee for where the Global Print queue is located. The central print queue affects so many areas and is a systemwide print queue. The committee did not feel we could decide where the central print location for the CUL system should be located.

Text of Notices
We reviewed the text of the notices for overdues, recalls, items available, fine/fee and decided that we would use the "vanilla", out of the box text for notices when we come up in June. We can use the smaller volume of business this summer to test the effectiveness and make changes. Also, if Voyager 2000 is installed in August, we should wait to make any revisions until then.

Deb gave an update on training plans. The Access Services training will be the last two weeks of May and first two weeks of June. Each trainer will take an area for training (for example, Howard for reserve, Deb for opac requests, Carmen for patron records and billing).

Susan is attending VUGM April 7-9 and will send notes to committee members on questions we have identified.

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last modified on: Oct.6, 1999