Present: Shellie Numazu (Hon CC), Holly Kwok, Llyle Miyashiro, & Susan Murata (Kap CC), Theresa Valdez (Maui CC), Fred Allen (Systems Office), Susan Weber (UH Law), Pat Ogburn (UH Hamilton), Laura Pajo (UH Hilo), Sharon LePage, RuthMarie Quirk & Lois Tom (UH Sinclair), Jasmine Hasegawa (UH West Oahu), Trudy Miyaji & Faye Watanabe (WCC)

Agenda: See email (05/29/02) from Susan M.

1. Renewing Items via OPAC:

   The patron can call or come in the library to renew items via OPAC. You can also renew the item for the patron if you like.

   You should not renew (other campus) items via your circulation desk. If the item becomes lost or overdue the notice will generate from your library and not the owning library.

2. Libraries "show and tell" their forms and procedures:

   At the end of ISL meeting, people that brought procedures and sample forms discussed with group.

3. Request ISL Book for Reserve Collection:

   As stated in the UH Libraries System Policies, it is stated that you can not borrow books from one library and place them in your Reserve collection.

4. Checking status of ISL Request:

   1. Books:

      If you are not sure if the Supplying Library processed your request, check your ILL patron account. You can check it from the circulation desk or via OPAC. If you're not sure what your 2-digit barcode number, check the webct site (www.webct.hawaii.edu). Click on Intrasystem Loan, then click on ISL Procedures 02 21 02.

   2. Wong AV:

      Wong AV will send the requesting library a confirmation via email. To check if the item you requested has been received and processed, do a patron search. Type in AVC (last name) and Mat (first name) to check the Material Booking AVC patron for your processed request.

      When charging out the videotape to the requesting library patron, modify the due date and time. Stamp or write on the date due slip provided in video case, the due date. When videotape is returned, stamp or write the date and time it was returned to your library.

      Fine is $1.00 per hour. As of January 2003 (see webct site under Circulation Policy and Related Information, click on Circ Policy May 9) fines changed to $1.00 per day

      Check webct site for update on polices and procedures for Sinclair.

      Sharon LePage will send out reminders to the campuses that need money to be put in their AV account.

5. Recalls:

   Everyone will recall their items if charged out except for HonCC and WCC. As of January 2003 each campus will be doing recalls.

   If book is checked out and your patron wants to request for ISL, send request as normal and put in the comment field "Please recall book".

   For procedures on how to place a recall go to the webct site. On the left side, click on Procedures-HILO. Scroll down the page until you see 25Placing a Recall.

6. Requesting Eric Documents/Journals (Manoa):

   Send Eric Journals (EJ) using the regular ISL request form as long as the journal is available. Send Eric Documents (ED) directly to Pat Ogburn via the uhill@hawaii.edu email address.

7. Invoices/Fee:
   1. AV Charges:

      Wong AV charges a fee of $3.00 per item requested. Other libraries will not charge a fee for requesting their AV items.

   2. Photocopies:

      Manoa charges $3.00 for photocopy request. Below is the breakdown of how some campuses are handling the cost:

      1. Hilo charges $1.00 when patron picks up article.
      2. HCC adds $3.00 fee to patron record when article is received. Patron will pay fee when article is picked up.
      3. KapCC does not charge patron.
      4. Maui CC charges $1.00 when patron pick up article.
      5. UH Law does not charge patron.
      6. UH Manoa charges $3.00 when patron picks up article.
      7. UH WO charges $3.00 when patron picks up article.
      8. WCC does not charge patron.

   3. Forms Online:

      Each campus rep stated that they are using the on-line form to request for AV, books and journal article. Unless the request is unusual, the requesting library can call, send email or fax to the supplying library. Susan W. asked RuthMarie to change the email address for Honolulu CC to honcirc@hcc.hawaii.edu and Law to lawcirc@hawaii.edu.

   4. Evaluation of Campus Mail/FedEx/UPS:

      Some campus reps stated that the wrapping/packing of items is time consuming. Especially, if there is a lot of items to send back to various campuses. Because we do not have a courier system implemented, wrap/pack items as best as you can and send them out as soon as possible. At this time no campus is charging for shipping postage unless it is through FedEx or UPS.

   5. Statistics:

      Susan M. will send out statistics for foreign discharge and charge items. These statistics is a combination of both ISL and non-ISL items.

   6. Other Issues:
      1. RuthMarie reminded group to check the webct site for any updates relating to ISL. You can print documents from pdf or microsoft word. If you do not know how to create your webct or forgot your username and password you created, email RuthMarie at rmq@hawaii.edu.
      2. If the ISL request can not be filled notify the requesting library. Do not use the patron email address that is on the printed email request you received. What some campuses will do is forward the ISL email request back to the requesting library using their ISL email address and state that the item(s) can not be filled for whatever reason.
      3. Laura from Hilo stated that some of the fields on their request form need to be changed. The fields that need to be corrected are "complete instructions" and "do not use". It should be "comments" and "pick up location". Fred will check all the request forms for all campuses.
      4. Do not override other campus library items unless you have called and got the okay from the owning library.
      5. Did not have time at the end of meeting to do a tour of the new building and Pat's/Deedee's new quarters.

   Meeting adjourned at 12:20 p.m.