Present: DeeDee Acosta and Catherine Hamer (Hamilton), Michelle Miyaji & Laura Pajo (Hilo), Shellie Numazu (Hon CC), Llyle Miyashiro & Kevin Roddy (Kap CC), Karyn Braun (Law), Mary Jane Soriano (Lee CC), Theresa Valdez (MCC), Lois Tom (Sinclair), Jasmine Hasegawa (W. Oahu), Trudy Miyaji & Faye Watanabe (Wind CC).

Agenda:

1. Housekeeping:
   1. Changes/Additions to the Agenda?

      None.

   2. How often will we meet?

      Quarterly. Do not schedule this meeting on the same day as the Circulation Committee meeting.

   3. Select chair and/or officers?

      No takers on this issue.

   4. How will minutes/action items be recorded?

      Representative at the hosting campus will record minutes.

   5. How does this committee fit into the other committees?

      This committee will iron-out any procedures, issues and/or concerns that occur. Report any policy changes and/or recommendations to the library council and/or circulation committee.

2. ISL fees:
   1. Charges for articles (i.e. who pays and who charges)?

      Within the CC's there is no charge. Since Manoa charges $3.00, the library requesting the article will charge their patron $3.00 except for Hilo and Maui. They charge $1.00 to their patron. If Manoa is requesting an article from another library, that library may charge Manoa $3.00. DeeDee will follow-up on requisitions. Manoa may not have requisitions set-up at the other campuses. Some campuses submit a requisition to Manoa for photo duplication per each semester or per each fiscal year.

   2. Would it be in our best interest, particularly the O'ahu campuses to have standard ISL fees?

      For now, leave fee at $3.00 for up to 50 pages though Hilo and Maui charge $1.00.

3. What is the policy for non-pickup of ISL items:
   1. Should the system consider charging $1 for items that are not picked up?

      It's a lot of work and resources to move items around the System. At this time, we will not charge a $1.00 fee for items not picked up by a patron. If we do this, it will have to go through the circulation committee, library council then board of regents for approval. This may also apply to articles not picked up.

   2. How do people notify? Call AND leave email if both are in the Voyager Patron Record?

      Depending on what information the patron provides to the library submitting the request. Each campus use own discretion.

4. Clarify loan policies for:
   1. Hawaiian collection?

      Vary for each campus. Shellie will re-do chart and send to committee.

   2. Videos/media? Wong AV will charge a fee of $3.00 for any videotape request via ISL whether it is faculty, staff or student. If faculty, staff or student comes in person, no fee charged. Some campuses will charge their student $3.00 but not their faculty/staff if library is requesting for a video from Wong AV. Hilo and Windward CC will pass on the $3.00 to their students.

   3. Other: closed shelves (manoa)

      You can request from closed shelves/collections unless it is stated on the item record in webvoyage. If can not loan out item, then the owning library should notify the requesting library as soon as possible.

5. Modify the Voyager loan form to allow for date and/or publisher. This would help when a lending library has multiple titles of the same thing - it would save a few clicks. DeeDee will check with webvoyage committee in regards to the request form to be same for all. Send comments regarding the request form to dacosta@hawaii.edu

6. Statistics:
   1. How do the various sites maintain records of items lent and borrowed?

      Vary by each campus. Leeward will do it via the access program and compare their statistics with voyager. Kapiolani puts information in excel program. Hamilton uses CLEO database.

   2. How do they compile statistics?

      Vary by each campus. Catherine will check with Fred.

7. How many shelf checks are performed before a potential lending library declares an item NOS?

   When the lending library receives a request, they should check their shelves as soon as possible. The request should be completed/closed within a week from the date of request received.

   • If item not found on shelves of lending library, but item is available at other campuses: Lending library should notify requesting library as soon as possible. This will allow the requesting library to request the item from another campus.

   • If item not found on shelves of lending library (only campus): Lending library should notify requesting library that they would check their shelves twice a week from the date of request received. If not found, lending library will notify requesting library that item is not available.

8. Lost/Missing items:
   1. Missing in transit items (i.e. if missing for XX days, when and how much should the returning library be charged)?

      Will recommend to the Library Council that after 40 days an item is on the missing in transit report action will be taken. Library Council will determine what action will be taken, if any.

   2. How to handle fines on a 2-digit departmental barcodes.

      Change these to last name "ISL" instead of "ILL?" 2-digit departmental barcodes should not have fines on them unless campus has a reason for them. ILL patron last name will be changed to ISL to reflect name of committee.

   3. How to handle payment for lost items JV (Journal Voucher)?

      Address issue to the Library Council.

9. Delivery:
   1. Articles

      Best way to send is via fax. Manoa will send article to requesting library via email message. Email will state login name and pin number. Honolulu will fax. Hilo will fax (original) clean copies. If (original) copy is unclear, article sent via US mail.

   2. Items

      Oahu campuses send book(s) via campus mail and neighbor island campuses will send via US mail.

   3. Videotapes

      Same as for items, unless stated differently by requesting library.

   4. Do we need a UH System Courier?

      Yes! Committee could not decide how to handle this issue. This will be addressed to the Library Council.

10. Staffing (i.e. list of ISL contact persons)? Some suggestions were to put a list on webct, website for committee or have in-house list. Shellie will do a list with contact names, email address, telephone and fax numbers.

11. Announcements/News from the Libraries

    None!

12. Meeting adjourned at 4:00 pm. Next meeting schedule for Thursday, July 10, 2003. Location and time to be announced later.