Youve Got Mail

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Youve Got Mail!

• Delivering the Future to Your Doorstep

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Presenter

• Jo Anne Edwards
• Access Services Librarian
• Johnson State College (VTJ)
• 802-635-1266
• edwardsj_at_badger.jsc.vsc.edu
• www.library.jsc.vsc.edu
• Special thanks to Jared Gilbert for original
  art work

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Introduction

• Steps we took to implement direct lending
• How CCV progressed from no circulation to major
  direct borrower in less than 2 years
• Its about people not technology
• Direct lending is possible and worthwhile
• The goal is to give you some ideas that you might
  wish to try in your own library system

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Vermont
5
Vermont
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Vermont
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Vermont State Colleges

• Castleton State College
• 1700 students
• Johnson State
• 1600 students
• Lyndon State College
• 1200 students
• Vermont Technical College
• 1200 students
• Community College of Vermont
• 2490 FTE, 4817 students current semester

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Meetings

• VSC ILL staff meet 3 to 4 times a year
• Factors
• Distance
• Weather
• Office staffing
• Format
• One library director acts as liaison
• ILL coordinator
• Formal agenda meeting structure

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Annual December meeting
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Small is good

• Large libraries
• Change is cumbersome and can be slow
• Large budgets make large projects possible
• Small libraries
• Changes can take place quickly
• Budgets cannot absorb expensive projects
• Examples
• Difference between large library and small
  Vermont library in 1990
• Implementation of electronic request system at JSC

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Autonomy is good

• Library directors have given us a loose rein
• Promotes climate that favors change
• Decisions can be made quickly
• Freedom to act as mentors support system for
  each other
• Systems staff
• Attend all of our meetings
• Have much decision-making power
• Work very closely with each other

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The Coveted p-ILL-ow Award
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History of EDP

• Johnson State College External Degree Program
  (EDP)
• In existence since 1978
• Students are located all over the state.
• Have mentorstheir connection to JSC
• VSC Assessment of Prior Learning Program
• Establishes the credits for lifelong learning
• Classes are offered at various locations all over
  the state
• In early days, students were given introductory
  packets in library research
• Use their public libraries and the CCV sites to
  do the research

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Changing roles

• Reference and ILL were separate functions
• At some point, Reference started offering more
  phone help to distance students and initiated ILL
• Requests were sent on to ILL with Reference
  approval
• Gradually Reference ILL became partners in
  serving the distance students
• EDP students would phone, mail, or fax requests
  to the ILL office
• Items were borrowed from libraries and mailed to
  the students homes
• ILL offices were in steady contact with students
  in order to send and return materials

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ILL, Reference, Circ, IT

• Online catalogs and indexes became available to
  EDP students at home
• Students are doing their work at home at night
  and on weekends
• E-mail accounts became common
• Reference ILL questions are co-mingled with
  Circ and technology questions.
• Add direct lending complexities and ILL becomes
  too much for reference librarians to remain
  experts in ILL procedures
• Roles switchILL person becomes a major reference
  resource for distance students.
• Cannot send the student over to the Reference
  Desk
• Must provide some evening and weekend online
  services

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History of ILL requests at VSC

• Automated since 1987
• DRA software well-suited to a consortium
• Share an online catalog
• Share bib records
• Separate locations
• Unique call numbers
• ILL request system
• Already in operation in 1993 before I joined ILL
• Patrons submitted paper requests
• ILL staff processed all requests

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History (cont.)

• VSC holdings are requested through Circ
• System creates a send item list for lender
• Items routed out, then routed in and put on hold
• Out of system request - use PAC and LIB
• Used by libraries all over the state that connect
  to SCOLAR or VALS
• LIB creates E-mail requests
• This system brought to high level of
  functionality by Kate Kiernan for the state
  colleges
• Still use it for all VSC article requests

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PAC journal holdings

• 
  VSC
• Journal of alcohol and drug education. East
  Lansing, Mich.? Education
• Section of the Alcohol and Drug Problems
  Association of North
• America.
• LIBRARY HOLDINGS
• LOCATION Johnson State College
• CALL NUMBER Microfilm
• STATUS Currently Received
• LAST ISSUE v 45 (05/2000)
• NEXT ISSUE v 46 (05/2001) is expected to
  arrive (07/10/2002)
• HOLDINGS v 21 (09/1975) - v 45 (05/2000)
• End of information on this holding. Enter 'B' to
  backup.
• Select a line number for detailed information
  about that line.

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LIB command

• Journal of alcohol and drug education. East
  Lansing, Mich.? Education
• Section of the Alcohol and Drug Problems
  Association of North
• America.
• LIBRARY HOLDINGS
• LOCATION Johnson State College
• CALL NUMBER Microfilm
• STATUS Currently Received
• LAST ISSUE v 45 (05/2000)
• NEXT ISSUE v 46 (05/2001) is expected to
  arrive (07/10/2002)
• HOLDINGS v 21 (09/1975) - v 45 (05/2000)
• Is this an ARTICLE request? (y/N)

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E-mail produced by LIB

• 246 30-APR-2002 140324.85
  MAIL
• From SCOLARCSCILL
  "CASTLETON STATE COLLEGE"
• To SCOLARJSCILL
• CC CSCILL
• Subj Article Request
• Hi, Can we have a copy? thanks - Franny
• 30-APR-2002/C27N/Smith, 1671
• CITATION V.43, 3, p. 53-65, Spr 1998
• ARTICLE Ma, "The use of a qualitative
  approach in fetal..."
• PUBLISHER Journal of alcohol and drug
  education.
• VERIFIED SCOLARVSCCAT (ABQ-5922)
• CALL NO Article request - CCG

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History (cont.)

• Patron request system arrived in the early 1990s
• Not terribly user friendly, not heavily used
• Web based catalog implemented in 1995
• No patron request system available in DRA Web
• Vermont academic libraries hold direct lending
  discussion August, 1997
• Vermont Academic ILL Code for Extended Campus
  Community in place October 1998
• http//www.smcvt.edu/library/services/ill/vtillcod
  e.htm

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Direct lending

• Kate attended 1997 VT Academic ILL Meeting
• Fall 1997 she created direct request forms in
  connection with LIB command
• February 1998 JSC started using the direct
  request LIB command

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LIB produces direct E-mail

• 7 23-FEB-1998 121623.81
  DIRECT
• From SCOLARJSCILL
  "JOHNSON STATE COLLEGE LIBRARY"
• To SCOLARCCVSILL
• CC JSCILL
• Subj Request for distance patron
• Hi Lynn. Can you charge this video send
  directly to EDP faculty? Thanks.
• 23-FEB-1998/J62N/Smith, 365
• AUTHOR Canfield, Jack.
• TITLE Self-esteem loving empowering
  yourself /
• PUBLISHER Self-Esteem Seminars, c1987.
• VERIFIED SCOLARVSCCAT (ACB-5182)
• CALL NO 158.1 Sel -- Videocass
• Please charge item to this patron 1000300500800

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Direct lending (cont.)

• Web2 patron request system Fall 1999 at JSC
• This is when the old rules started to tumble
• Example VT ILL Code (1996) states, Each library
  should exhaust its own resources before using
  ILL.
• Electronic request system does not acknowledge
  this rule!
• VT ILL Code eliminated that sentence in 2002
  revision

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SCOLAR full record
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Books relocated

• Johnson State College Title Display
  Fri 03/15/2002
• Bibliographic type book DB Control number
  ACP-8346
• Call number 362.76 P369c 1995
• Main entry Pelzer, David J.
• Title A Child called "it"
• an abused child's journey from victim to
  victor /
• Publisher Health Communications, Deerfield
  Beach, Fla.
• Date of Publication c1995.
• ID Number Mat Code Hold Loc Now At
  Date Due Status
• 1. 0000306294307 Book CASTLETN JOHNSON
  Route/Recall
• 2. 0000307416685 Book VTC VTC
  04/11/02 Charge
• 3. 0000306353137 Book LYNDON LYNDON
  03/27/02 Charge
• 4. 0000306421207 Book LYNDON CASTLETON
  02/15/02 Charge/AsmLst

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Books returned

• Johnson State College Title Display
  Wed 05/08/2002
• Bibliographic type book DB Control number
  ACP-8346
• Call number 362.76 P369c 1995
• Main entry Pelzer, David J.
• Title A Child called "it"
• an abused child's journey from victim to
  victor /
• Publisher Health Communications, Deerfield
  Beach, Fla.
• Date of Publication c1995.
• ID Number Mat Code Hold Loc Now At
  Date Due Status
• 1. 0000306294307 Book CASTLETN CASTLETN
  Available
• 2. 0000307416685 Book VTC VTC
  Available
• 3. 0000306353137 Book LYNDON LYNDON
  Available
• 4. 0000306421207 Book LYNDON LYNDON
  Available

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SCOLAR Multiple Library Search
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Web2 multiple library request

• From Web2user_at_scolar.vsc.edu
• Date Mon, 08 Apr 2002 1353 -0400
• To JSC_REQUEST_at_scolar.vsc.edu
• Subject "JSC Equest"
• The following Inter-Library Loan Request was
  received from MARY SMITH.
• Patron Information
• Patron ID 1003000450000A
• Name MARY SMITH
• Email msmith_at_pshift.com
• Telephone [phone]
• Comments / Special Instructions
• Inter-Library Loan Title Request Information
• Database Control Number 87-B8138
• Item found at Dartmouth College
• Title Frits Thaulow October 11 - November 16,
  1985, Hirschl Adler Galleries

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Changes

• Paper request files disappeared overnight for VSC
  requests
• JSC patron initiated requests increased
  dramatically
• Non-circulating collections had to be
  reconsidered when policies differed from other
  VSC libraries
• Vermont collections
• Videos
• Collections purchased with special funds for
  on-campus use only

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CCV lending

• CCV Lendingnot use Circ system
• Honor system
• Books were borrowed at each site by via a
  sign-out list
• ILL books and videos were tracked with a paper
  file system
• Caused major confusion with electronic request
  system
• Item appeared available to the system
• Was charged out in the CCV office file

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CCV cannot use Circ because

• Too many students
• Too many changes each semester
• They drop in and out
• Many are continuing ed., not matriculated
• They frequently change
• Addresses
• Phone numbers
• E-mail
• Names

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CCV 1987-1998
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CCV borrowing

• CCV Borrowing
• Used PAC and LIB command to send E-mail requests
  to in-state libraries
• Items that the VSC lent to CCV were charged out
  in Circ to CCV site libraries
• OCLC for requests outside the VALS system

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CCV/JSC Statistics FY99
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CCV Circ First Step

• December 1998
• Permission to try a small experiment with CCV and
  the Circ system
• Reactions were interesting
• We all knew that CCV needed to use Circwe had
  been complaining about the lack of it for years
• We were all concerned about Lynnshe already had
  an overwhelming workload
• Support system kicked inalmost killed the
  experiment

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CCV Circ First Step (cont.)

• January 1999
• Introduce CCV to Circ in a limited way
• First steptrain Lynn LoweCCV Brattleboro
• Charge out videos to other CCV sites and Vermont
  libraries
• Library patron records already existed
• Videos were the busiest items that CCV lent and
  caused the most trouble with our electronic
  request system

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VCTC

• Vermont Technical College CCV combined
  libraries in Fall 2000
• Now called Vermont Community Technical College
  Library
• Circulating library collections moved to VTC
• VCTC library collection increased
• NetLibrary added
• More full text journals purchased
• Library coordinatorsresponsible for a region
• Give library instruction
• Provide printed information to CCV sites
• All registered CCV students downloaded to patron
  database!

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VCTC ILL

• All ILL handled from central location at VTC
• Mike Taylor handles all ILL requests
• Mike trains CCV site staff to use Circ system to
• Route out items on send item list
• Charge/discharge
• All CCV requests will be direct requests
• CCV students use their own Web site
• CCV ILL electronic requests are all sent via
  E-mail to VTC
• Mike uses PAC and LIB command to place direct
  requests
• Items mailed to students homes
• Major change for us

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Why did we accept change?

• Change in work load and workflow
• Had previously charged items to CCV sites and
  mailed in batches
• Now we would be charging to each student and
  mailing separately
• Foresee increases in staff load and mailing costs
• Foresee more confusion in returns
• But it made a lot of sense
• CCV is finally using Circ system
• No more overdue notices created by a paper file
  system
• CCV students are now patrons and accountable for
  items borrowed
• CCV students now have VSC library cards, valid in
  any VSC library

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ILL socks
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Results

• Success! (The floodgates opened.)
• CCV direct book and video requests skyrocketed
• CCV article requests almost disappeared

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CCV Fall 2000
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JSC Direct Lend/Borrow

• JSC direct borrowing has remained steadysimilar
  to 2000 numbers
• CSC, LSC, VTC direct borrowing remained steady.
  Increases in 2001 and 2002 lending are due to CCV
  direct borrowing
• Data represents first 10 months of 2002

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Results (cont.)

• We could not keep up at JSC
• Had previously used only student workers
• Not enough hours in the week
• Student vacation times did not match
• We had to move staff part-time into the ILL
  office
• Several hours required on a daily basis
• Cost of postage and mail supplies went up

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Postage dollars
FY 2002 represents first 10 months
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What worked

• Web2 request system
• Electronic request system for CSC, JSC, LSC, VTC
• Supplemented by E-mail requests for non-VSC
  materials
• CCV separate website
• E-mail requests sent to VTC ILL
• CCV library coordinators
• On-site instruction credited with increasing
  number of CCV requests
• Library patron records for all CCV students
• Exceedingly effective
• Very low number of excessively late or lost items

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Expected problems

• CCV students transient, ever-changing
• Turned out to be completely true
• The work of keeping track of them is worth the
  effort
• Cant picture ever going back. - Mike Taylor
• Mail problems
• Many different book bands created
• ILL office staff and student workers make
  mistakes
• Books returned to wrong lenders by CCV sites
• Problems minimized by the systemlast location,
  next location is known once the book is
  discharged or routed
• Only one BIG problem with one students mail

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What did not work

• Returns confusing
• All distance students are encouraged to return
  books at any state college library or CCV site
• Exception for non-VSC books. This is too
  confusing for students to master even with
  different book bands.
• CCV sites staffed by part-timers who wear many
  hats and are bombarded on all sides
• Could not master the Circ system beyond filling
  requests on the send item list
• Lost the advantage of items being discharged upon
  return to any site
• Slows down the filling of requests that are
  waiting on an item
• Takes longer for students record to clear

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Why isnt everyone doing this?

• The environment is good in Vermont
• Vermont Academic ILL code
• Close-knit supportive group of colleges
• Fine example being set by regional and
  consortiums
• Our staff has become accustomed to charging an
  item to the requesting library and mailing item
  to a different library
• Problem is in the updating of databases like OCLC
• Regional libraries consortiums have a finite
  number of members
• Academic public libraries have a large and ever
  changing list of patrons
• Do not have the staff time needed to track
  receipt and return of non-VSC materials

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More sort of related ideas

• DOL Web2
• Things libraries can do for each other
• Soapbox
• Billing
• Shelving

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PAC Public Library record

• (Record 1 of 2)
  PUBLIC_LIBS
• AUTHOR Carey, Peter.
• TITLE Oscar Lucinda
• PUBLISHER Harper Row, c1988.
• No holdings.
• Enter F for Full bibliographic
  description.
• Enter B go Back to previous screen
  display.

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PAC PubCat MARC record

• DDO-6807 Entered 11/15/1990 Last Modified
  06/17/1999 PUBLIC_LIBS
• Type a Bib l m Enc l Desc a Ctry nyu Lang
  eng Mod Srce
• Ill Audience Form Cont Gvt
  Cnf 0 Fst 0 Ind 0
• Fic 1 Bio Dat tp s Dates 1988
  Control
• 005 a 19891031145008.0
• 010 a 87046125 o 17506713
• 040 a DLC c DLC d VSS
• 020 a 0060159081 (jacket) c 18.95
• 020 z 0060159031 c 18.95
• 050 0 a PR9619.3.C36 b O73 1988
• 082 0 a 823 2 19
• 092 a x
• 049 a VSNS,VSN7,VSOE,VSP1,VSQE,VSQG,VSQS,VSQ
  1,VSQ5,VSQ,VSRE,VSRM
• 100 10 a Carey, Peter.
• 245 10 a Oscar Lucinda / c Peter Carey.
• 250 a 1st U.S. ed.
• 260 0 a New York b Harper Row, c
  c1988.

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DOL Web2 Multiple Library Search
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DOL Public Library record
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DOL Web2 request form
57
JSC borrow from VT Public Libraries
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JSC/VT Public Libraries
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Future

• VSC operating system change
• DRA to Sirsi or other vendor
• ILL management system
• Thousands of E-mail requests from many different
  locations
• We must establish standards consistency amongst
  all parties so that we can use Clio or ILLiad
• Clio and ILLiad will continue to add features
  that will help libraries serve distance patrons
• Circulation systems that talk to each other
• Vermont libraries would be good testing ground

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Finale

• Distance patrons are with us for the long haul
• Direct lending is well worth the effort and
  provides a valuable service to these patrons
• Direct lending will increase with the help of ILL
  management systems
• Motivation for change is always service to the
  student or library patron
• ILLers are the most cooperative and understanding
  people on earth
• Direct lending can work for you

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VSC ILLers