The document discusses best practices in circulation and access services in libraries. It describes strategies some libraries have used such as extending hours of operation, providing materials for extended reading after hours, automating circulation systems, and implementing self-checkout and RFID systems to improve access to materials and services. New roles for circulation librarians are also discussed, including acting as a public relations officer to promote library services.

1. 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

2. 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

3. 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]

4. 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]

5. 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]

6. 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]

7. 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]

8. 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]

9. 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]

10. 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]

11. 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]

12. 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]

13. 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]

14. 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]

15. 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]

16. 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]

17. 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]

18. 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]

19. 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

20. 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]

21. 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]

22. 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

23. Best Practices in Circulation/Access Services Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010

24. 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

25. 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]

26. 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]

27. 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]

28. 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]

29. 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]

30. 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]

31. 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]

32. 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]

33. 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]

34. 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]

35. 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]

36. 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]

37. 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]

38. 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]

39. 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]

40. 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]

41. 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]

42. 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]

43. 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]

44. 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]

45. 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]

46. 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]

47. 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]

48. 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]

49. 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]

50. 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]

51. 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]

52. 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]

53. 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]

54. 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]

55. 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]

56. 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]

57. 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]

58. 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]

59. 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]

60. 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]

61. 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]

62. 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]

63. 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]

64. 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]

65. 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]

66. 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]

67. 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

68. Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 Thank You for Your Attention Question?

69. 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