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Lecture presented by Marian Ramos at PAARL's National Summer Conference on the theme "Superior Practices and World Widening Services of Philippine Libraries, held at Dao District, Tagbilaran City, ...

Lecture presented by Marian Ramos at PAARL's National Summer Conference on the theme "Superior Practices and World Widening Services of Philippine Libraries, held at Dao District, Tagbilaran City, Bohol, 14-16 April 2010

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  • 05/13/10 Technological Advances in Reference Work 15 April 2010Technological Advances in Reference Work 15 April 2010
  • 05/13/10 Technological Advances in Reference Work 15 April 2010Technological Advances in Reference Work 15 April 2010
  • 05/13/10 Technological Advances in Reference Work 15 April 2010Technological Advances in Reference Work 15 April 2010
  • 05/13/10 Technological Advances in Reference Work 15 April 2010Technological Advances in Reference Work 15 April 2010
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  • 05/13/10 Technological Advances in Reference Work 15 April 2010Technological Advances in Reference Work 15 April 2010
  • 05/13/10 Technological Advances in Reference Work 15 April 2010Technological Advances in Reference Work 15 April 2010
  • 05/13/10 Technological Advances in Reference Work 15 April 2010Technological Advances in Reference Work 15 April 2010
  • 05/13/10 Technological Advances in Reference Work 15 April 2010Technological Advances in Reference Work 15 April 2010
  • 05/13/10 Technological Advances in Reference Work 15 April 2010Technological Advances in Reference Work 15 April 2010
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Circulation Work for Principled, Adaptive and Direct Library Readers Circulation Work for Principled, Adaptive and Direct Library Readers Presentation Transcript

  • Circulation Work for Principled, Adaptive & Direct Library Readers Superior Practices and World Widening Services of Philippine Libraries PAARL National Summer Conference 14-16 April 2010 Tagbilaran City, Bohol
  • Overview
    • Introduction
    • Shift from circulation to access services
    • Functions of access services/circulation department
    • New roles of circulation librarian
    • Best practices in circulation work
    • Conclusion
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010
  • Introduction
    • Laws of Ranganathan
      • Books are for use
      • Every book his ready
      • Every reader his book
      • Save the time of the reader
      • Library is a living organism
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/2]
  • Introduction
    • Circulation department played a highly visible, central role in the mission of the academic library
    • Its responsibilities are broad including a variety of reader advisory services, interlibrary loan and document delivery
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/2]
  • Shift From Circulation to Access Services
    • What is circulation?
      • It is the process of checking books and other materials in and out of a library
      • Is a fundamental to access services (ODLIS)
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/3]
  • Shift From Circulation to Access Services
    • What is access services ?
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 The provision of  access  to a library's resources and collections, which includes the  circulation of materials  (general circulation, reserves, interlibrary loan, document delivery),  reshelving ,  stack maintenance ,  security , and  signage . Large libraries employ an  access services librarian  to manage these activities. (ODLIS) [2/3]
  • Shift From Circulation to Access Services
    • What is access services ?
      • Access to information has become as important as ownership
      • Patron can get assistance even if he has failed to find an identified title
      • Adopted to reflect the integration of technology and its impact on the traditional division of labor
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [3/3]
  • Goals of Access Services
    • To provide timely, convenient and equitable access to materials
      • Alert and courteous attention to all requests
      • Fair and consistent application of access policies
      • Adequate schedule of open hours
      • Minimum waiting time for patrons
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/7]
  • Goals of Access Services
      • Timely processing of course reserve materials
      • Timely processing of interlibrary loan requests
      • Accurate circulation records
      • Shelving practices which emphasize speed, accuracy, and good conservation practice
      • Maximum availability of materials in heavy demand
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/7]
  • Goals of Access Services
    • To provide accurate information on the use of basic services and sources during all hours the library is open, including:
      • Circulation and reserves procedures and policies
      • Directions to frequently used areas in the library
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [3/7]
  • Goals of Access Services
      • Library-wide services related to circulation
      • Services related to interlibrary loan
      • Introductory information on the library’s catalog
      • Safety and security procedures
      • Use of machines for reading, copying items, and other machines
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [4/7]
  • Goals of Access Services
    • To provide an environment which will promote effective use of materials for study and research
      • Safe, clean, and well-lighted facilities
      • A sufficient number of adequately maintained machines including computer equipment, microform readers/printers, copy machines, and change machines, on site
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [5/7]
  • Goals of Access Services
      • Adequate security measures for persons and materials, with procedures known to staff
      • All activities of the department carried out in a quiet, efficient manner
      • Access to all library facilities for disabled users
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [6/7]
  • Goals of Access Services
    • To seek and use feedback for continued improvement in services
      • A system for receiving, evaluating, and acting on suggestions
      • Regularly scheduled communication
      • Regular referral of lost and missing titles for replacement or withdrawal
      • Accurate statistical reporting
      • Regular review of quality of services
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [7/7]
  • Functions of Circulation/ Access Services Department
    • Circulation
      • borrower privileges and accounts, including fines
      • staffed and self-service checkout
      • laptop lending
      • book searches, holds and recalls
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/4]
  • Functions of Circulation/ Access Services Department
    • Course reserves
      • processing and providing access to materials for print and electronic course reserves
    • Current Periodicals, Newspapers & Microforms
      • assistance with the current periodicals, newspapers and microforms collections
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/4]
  • Functions of Circulation/ Access Services Department
    • Document Delivery Services
      • delivery of materials from all sources to campus libraries and electronic delivery of articles to user desktops.
    • Interlibrary Loan
      • obtaining materials from other libraries
      • providing materials owned by one library to other libraries worldwide
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [3/4]
  • Functions of Circulation/ Access Services Department
    • Stacks/Collection Maintenance
      • reshelving of returned items
      • shifting items within the stacks to make best use of shelf space
      • keeping items in correct call number order on the shelves
      • updating stacks signs and other guides
      • assistance in finding items in the stacks
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [4/4]
  • New Roles of Circulation Librarian
    • Circulation librarian as public relation officer
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 “ Having services that no-one knows about is as good as having no services at all” – Chen and Hernon, 1982
  • Circulation Librarian as PRO
    • Acts as an intermediary between the library and the users, coordinating services and making them available to users
    • Disseminates the already acquired information to serve users
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/2]
  • Circulation Librarian as PRO
    • Links the users with information available in the library, or links the information with the users through SDI and CAS
    • Advertises the library by employing public relations tools
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/2]
  • Circulation Librarian is
    • Proactive rather than reactive
    • Outspoken
    • Assertive
    • Clear-cut in information provision
    • Efficient
    • Energetic
    • knowledgeable
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010
  • Best Practices in Circulation/Access Services Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010
  • Library Best Practice
    • What is library best practice ?
      • Outlines a process, practice or method that can improve effectiveness and efficiency in several situations
      • Provides opportunities to define quality services and introduce new assessment measures, set expectation levels clearly, smooth staff transitions, etc.
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010
  • Library Extended Services Hours : UP Experience
    • Goals
      • To provide uninterrupted reading facilities to the users in a conducive atmosphere
      • Those who cannot visit the library during the day-time can make use of the Library in the evening hours
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/4]
  • Library Extended Services Hours : UP Experience
    • Process
      • General Reference & Electronic Resources Room having reading capacity of 150 students
      • Extended hours: 5:00PM to 12:00MN since 2000
      • Collections: Reference sources, electronic resources
      • Student can bring their own reading materials and laptop
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/4]
  • Library Extended Services Hours : UP Experience
    • Impact
      • Increased library usage
      • Useful to students preparing for various competitive examinations
      • Very fruitful for clients who are unable to visit the library during daytime
      • Increased usage of electronic resources
      • Students want this facility to be extended 24 hours a day
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [3/4]
  • Library Extended Services Hours : UP Experience
    • Resources
      • Additional reference staff
      • Reorganization of staff duties
      • Strengthening the security of library materials
      • High speed Internet connection
      • Transportation for staff
      • Security of the campus
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [4/4]
  • Extended Reading Services: UP Experience
    • Goal
      • To allow students read library materials that are for room use only after 5:00PM
    • Process
      • Request library materials for extended reading before 4:45PM via phone, email or personal
      • Circulation staff from other library sections will bring the extended readings to the General Reference
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/3]
  • Extended Reading Services: UP Experience
    • Process
      • Students use the extended reading materials at the General Reference
      • Photocopying services available until 8:00PM
      • Library staff monitors the use of theses/dissertations
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/3]
  • Extended Reading Services: UP Experience
    • Impact
      • Increased usage of library materials
      • More happy graduate students who cannot go to the library during daytime
      • Maximized use of theses/dissertations and other materials for room use except for microforms and audio visual
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [3/3]
  • Automated Circulation System
    • Goals
      • To automate circulation works such as checking in and out of materials, circulation statistics, compute fines, recall of materials, etc.
      • To provide a system to make online renewal and reservations, recall and holds
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/5]
  • Automated Circulation System
    • Process
      • The library has purchased or developed its own integrated library system with circulation module
      • Routine circulation works were automated resulting to streamlining of procedures and workflow of circulation
      • Circulation department is using many forms
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/5]
  • Automated Circulation System
    • Value-added features
      • Electronic borrower’s card
      • Recall
      • Online renew and reservations
      • Library holds /delinquent users
        • Overdue books or unpaid fines prevent you from registering, and from receiving transcripts or grades
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [3/5]
  • Automated Circulation System
    • Impact
      • Relieve professional staff in routine work and operational tasks
      • Reduces the amount of time required to perform circulation operations; thus, eliminating long lines
      • Accurate circulation status
      • Reduces the amount of staff time required to ready materials for re-shelving
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [4/5]
  • Automated Circulation System
    • Resources
      • Hardware, software, network facility, UPS support and air-conditioning the server room with remote log-in facility to the system administrator
      • Periodic preventive maintenance of servers with least down time
      • Security mechanism
      • Skilled library staff
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [5/5]
  • Extended Checking In and Out
    • Goal
      • To allow library clients to borrow and return books beyond 5:00PM
    • Process
      • Request items for loan through phone, email or in person
      • Can borrow if no overdue books
      • Only circulating materials
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/2]
  • Extended Checking In and Out
    • Process
      • Pick up point: General Reference
      • Reference staff have circulation privilege in the iLib
      • Clients can pay book fines
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/2]
  • RFID Sytem
    • Goals
      • To facilitate self-service: unmediated exit, self check-out; self check-in
      • To reduce workplace injuries: streamlining workflow and reduction of repetitive motion
      • To streamline inventory management
        • Shelfreading and inventory
        • Automated sorting to shelving location
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/4]
  • RFID System
    • Process
      • Consolidation of exit control, main circulation, circulation charge desk and reserves
      • Replaced mediated exit control
      • Collection database most complete and most items bar-coded
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/4]
  • RFID System
    • Impact
      • Improve inventory control
      • Relieve professional staff in routine work and operational tasks
      • Reduces the amount of time required to perform circulation operations; thus, eliminating long lines
      • Accurate circulation status
      • Reduces the amount of staff time required to ready materials for re-shelving
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [3/4]
  • RFID System
    • Resources
      • Checkpoint RFID system
      • Endeavor voyager ILS with SIP2 interface
      • Installation of private Ethernet network
      • Integration of RFID system with integrated library system
      • Staff
      • Book drops
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [4/4]
  • Electronic Reserves
    • Goals
      • To provide a place to make course resources accessible to your students 24/7
    • Process
      • Students may access course materials through the web, thus allowing them access to information outside the library's physical environment
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/5]
  • Electronic Reserves
    • Process
      • Photocopies of materials may be placed on Reserve subject to copyright regulations
      • For purposes of copyright compliance, a full citation (author, title, publisher, date, etc.) documenting the source must accompany each article
      • Meet fair use guidelines or that the copyright holder has given permission to reproduce the material
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/5]
  • Electronic Reserves
    • Process
      • Circulation staff scan reserve materials
      • e-reserves materials are made available through two formats: print documents scanned and converted to PDF files and electronic full-text articles linked from one of the databases
      • Users need Adobe Acrobat Reader to view the scanned files
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [3/5]
  • Electronic Reserves
    • Process
      • Viewing e-reserve materials requires authentication
      • Excluding: course packets; more than 10 percent of a book; more than one article from the same issue of a journal
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [4/5]
  • Electronic Reserves
    • Impact
      • Increased usage of reserve materials
      • Faculty wants the library to seek copyright permission from the publisher
    • Resources
      • Digitization equipment, Internet connection, high end servers, additional staff
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [5/5]
  • WebOPAC
    • Goal
      • To make the library retrieval tool OPAC on the Web for wider access
    • Process
      • Library collection availability and its status are very important for the users
      • The card Catalog is converted into machine-readable format to make it available for access over the Internet
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/3]
  • WEbOPAC
    • Impact
      • Users are benefited at large scale by using this service at their own departments
      • They also can reserve the materials that are not available for their future use
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/3]
  • WebOPAC
    • Resources
      • Library database compatible with Web OPAC, Internet connectivity, Automated Library transactions using barcode, smart cards, etc.
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/3]
  • Electronic Surveillance System
    • Goal
      • To create a system that can arrest pilferage of books or unauthorized issue of books
    • Process
      • Library collection is increasing with additions of documents every year
      • Library is kept open for more than 16 hours a day and it is proposed to open round the clock
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/4]
  • Electronic Surveillance System
    • Process
      • It is necessary to create a system that can arrest pilferage of books from the library
      • All the books are inserted with EM tags that are invisible and a security gate is installed with electro-magnetic field that detects unauthorized books going out from the library with a beep sound to alert the staff
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/4]
  • Electronic Surveillance System
    • Impact
      • Since library is open for longer hours with limited staff working in shift duties, the security gate is helping in arresting pilferage of books from the library
      • Since the libraries don’t have frisking facilities, this system will detect pilferage and save the library collection
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [3/4]
  • Electronic Surveillance System
    • Resources
      • Installation of Security panels at the exit, charging and discharging unit, EM tags (single side or double side adhesive and permanent tags)
      • Inserting the tags in the acquisition section
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [4/4]
  • 24/7 Access to e-Resources
    • Goals
      • To provide uninterrupted world-wide access to the library resources searchable from anywhere, anytime, by anyone
    • Process
      • More library clients want to work at home through their desktop
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/3]
  • 24/7 Access to e-Resources
    • Process
      • Research made easier thru provision of remote access to electronic resources
      • Registered library users are given PIN, smart cards, etc.
    • Impact
      • Increased usage of electronic resources
      • Less library users visiting the library
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/3]
  • 24/7 Access to e-Resources
    • Resources
      • Hardware, software, network facility, UPS support and air-conditioning the server room with remote log-in facility to the system administrator
      • Periodic preventive maintenance of servers with least down time
      • Security mechanism
      • Skilled library staff
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [3/3]
  • User Feedback Practice thru Suggestion Boxes
    • Goals
      • To maintain suggestion box to get user feed back on various services provided to them
      • To evaluate the feedback forms or letters to improve library services
      • Streamlining or focusing the services with modifications, if any to meet the user needs
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/4]
  • User Feedback Practice thru Suggestion Boxes
    • Process
      • Apart from providing regular and routine services, it is necessary to provide new and improved services
      • It is necessary to get feedback on the regular and new services from the Users to streamline or modify to suite to the requirements of the end users
      • The feedback forms or letters are opened every day by the Reader Services Section to evaluate them to take further decisions in the matter
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/4]
  • User Feedback Practice thru Suggestion Boxes
    • Impact
      • User satisfaction levels have increased
      • The informal feedback from the users in the form of dialogue also helped to correct or modify certain procedures that helped them
      • User interaction is encouraged by all the sections on informal basis and this has improved the functioning and activities in the library
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [3/4]
  • User Feedback Practice thru Suggestion Boxes
    • Resources
      • A feedback box near the entry point of the library
      • The Reader Services Section to open this box regularly to take decisions at their level or at a staff meeting based on the issues
      • Regularly scheduled meetings of Section Heads to discuss the issues
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [4/4]
  • Other Circulation Services
    • Apply for a graduate carrel
    • Faculty authorization for proxy patron
    • Laptop computers for loan
    • Book or laptop lockers
    • Request for rush cataloging
    • Book drops
    • Interlibrary loan/document delivery
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/3]
  • Other Circulation Services
    • Request a search for an item
    • Designated borrower
      • A family member may use another family member's card to check out holds for that family member
      • A Designated Borrower may check out materials for the homebound or handicapped person who has authorized him/her to use their card
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/3]
  • Other Circulation Services
    • Learning commons @ your library
    • Group discussions
    • Homebound services
      • Materials are delivered to residents who are homebound
      • No overdue fines for homebound patrons
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [3/3]
  • Conclusion
    • For a good library, the services must be accessible. “Service begins with materials and accessibility. Accessibility means the process of getting the right book to the right person and at the right time making sure that positive results happen to the benefit of users.”
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [1/2]
  • Conclusion
    • “ The access services division is the store front of the library and will continue to make a direct impact on the customers in this exciting time. Access services librarians have the opportunity to move beyond their traditional roles to players who not just support but shape the learning experience.”
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 [2/2]
  • Bibliography
    • Carver, Deborah. (1992). From circulation to access services: the shift in academic library organization IN Access services in library. Hawoth Press.
    • Gardner, Judy. (2007). Access services, research and instructional services, Rutger University Libraries: annual report 2006-2007.
    • Li, Xi. (2006). Library as incubating space for innovations: practices, trends and skill sets. Library Management 27(6/7), 370-378
    • Murray, Peter E. (2004) The radio frequency revolution: tips and trends for implementing RFID systems in libraries: University of Connecticut's implementation.
    • Shahid, Syed Md. (2005). Use of RFId technology in libraries: a new approach to circulation, tracking, inventorying and security of library materials. Library Philosophy 8(1)
    • University of California-Berkeley Library website
    • University of Central Florida Libraries website
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010
  • Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 Thank You for Your Attention Question?
  • Contact Information
    • Miss Marian S. Ramos
    • Reference Librarian
    • The University Library
    • UP Diliman
    • Tel : 981.8500 loc 2861
    • Email : [email_address]
    • [email_address]
    Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010