Winter Reading

UPDATE: Prizes will be awarded from January 2 - January 13. They get a lollipop and a book, while supplies last. Make sure you award the prize through Beanstack: houstonlibrary.beanstack.org


The Winter Reading Program is here! It's running from December 18 - January 8, with prizes awarded starting January 2. It's for youth ages 0-18 and like with Summer Reading, it's tracked through Beanstack. As long as they read at least ten minutes in a day, they get to track that day. They have to read for ten days to get the prizes, which are a book (left over from Summer Reading) and a giant lollipop (while supplies last, which we've already received in a big box marked Winter Reading). At TUT, all the prizes are on the shelves in the Reading Program section of the workroom.

If you see kids and/or parents, let them know about the program, especially if they're checking out books for the break. You can direct them to this page on the HPL website: http://houstonlibrary.org/learn-explore/winter-reading-program There's a register link at the bottom so they can register or sign in if they already created an account for Summer Reading last summer. If you've got any questions or anything, feel free to ask Kristin. :)

Envisionware

Envisionware will eventually replace the current reservation system at all locations. The attached Envisionware Information Sheet will aid in understanding the new system.  The Information Sheet is based on testing conducted by Central and a few Neighborhood Library staff at Central Library.  In tandem with the installation of Envisionware, the copier machines will be replaced by copiers that do color copies.

Envisionware Information Sheet

Differences between queueing system and a reservation system.

 A queue is a first-come-first-serve system in which customers wait in line upon arrival until it is their turn or service start time. The customers cannot make requests in advance for a session start and end time.

 A reservation system allows the customer to schedule/reserve a service start time so there is no need for them to wait in line. Envisionware is a reservation system which is very different from both past queue systems used by HPL customers and staff. In a reservation system, each request is processed immediately and the response of the booked session, beginning and ending time, is generated and can be printed for the customer.

 Both the queue and reservation system permit guest passes, however the guest passes from Envisionware take less time to print and give a clearer copy. Guest pass lasts 24 hours.

Computer screens offer the option of using an rss feed to push out information and promote programs.

The Envisionware home screen gives clear directions to the customer on how to access a computer through the reservation system.

The Envisionware home screen meets our branding design of Linking You to the World.

Reservation system allows a reservation for a computer to be placed in the library and in the future, at home, by customers. Customers may reserve the time slots they want in advance.

Reservations will be made during normal business operating hours due to computers being placed into Deep Freeze during non-operating hours.

The Reservation system would allow customers with a MyLink card to reserve laptops as well as desktops. Laptops that the location does not want to make available because they are using them for a program or training can be changed to Out of Service so they are unavailable in the reservation system.

Customers must begin their session within five (5) minutes of the reservation start time.

Reservations placed after all computers have been booked are made based on the earliest availability of the next computer in a 60-minute block of time.

Each customer is allotted one (1) hour per session.

• Ten (10) minutes before the session ends, the customer receives a prompt of the time the session is ending so the customer may save their work product.
• Automatic extension of 15 minutes if computers are available. The system checks at four (4) minutes prior to the reserved end time if other computers are available. 
• If computers are not available, then the session will end at the reserved end time. The customer would have to make another reservation. 
• Staff cannot guarantee after the 10-minute prompt whether the session will be extended because of the unknown variable of when other customers may arrive.
• The customer can book one hour at a time in advance.
• Time exchanges: If another person’s session ends early, another customer is offered the option of waiting for their session start time or using the available time left on the first person’s session. If the second customer chooses this option, then they lose their other reservation. If the second customer declines this option, it will be offered to other customers.

Customer Education

• Inform the customers of what a reservation system is. 
• Let customers know about the advantages of a reservation system. 

Staff

• The staff portal is intuitive and easy to use. 
• Suggest staff refrain from giving extensions of time except in emergency situations. Staff are empowered to make these decisions. 
• The primary drawback in staff giving exemptions is that the system no longer works as it was designed to work as a reservation system.
• Staff should honor customer requests to help them make a reservation. Using the staff portal, staff can make a 2-hour reservation instead of a 1 hour reservation for customers who are taking an online test or completing a job application.
• The reservation system works best when not treated like a queue system. 

 Printing

• Mobile printing will be available 
• Customers will be able to preview print jobs before sending to print. 
• Printing will be available on the web portal using an URL 
• Browse the computer, upload, then go to the Self-Service station and release the print job. 
• Can use USB /flash drives
• Can print from email
• Can use mobile app

Hello,

Digital Strategies has created logins for PLE/TUT for these staff members.  Their pins remain the same.

Ryans, Melissa

Robinson, Ruby

McLaughlin, Dionne

Lopez, Juan

Wade, Twanna

Perry, Ardernaeuse Ann

Adams, Linda

Moore, Brittany

Santana, Ana

Lee, Alena

Harbour, Chantel

Hunter, Denetra

Please share with the staff.  Let me know if I missed anyone.

Thanks,

Updates from LMS

Good morning everyone,

While HPL is still focusing on Harvey Recovery, LMS has shifted collection management priorities. The following changes are temporary and will be in effect until LMS department managers feel we are ready to resume ‘normal’ services.

New Materials:  Open locations will temporarily see an increased volume of new materials arriving from LMS.

Many locations remain closed and may be for quite some time. Rather than storing the thousands of new books and other items currently locations would normally receive, we are sending those items to open locations in order to make them available for checkout by our customers. As more locations open, this should start to even out.

Floating: We are extending the ongoing suspension of routine shipments of items from NLs to LMS Float Team through September 29.  

On a case by case basis, I have made some specific exceptions for locations experiencing a very large influx of returns due to the closure of nearby high-volume libraries. If you find that your unit is besieged by returns that are overwhelming your shelf space, please contact me to discuss a remedy. Hundreds of items that were checked out at closed NLs are being returned at CEN and CMH too and we are floating them out to open units rather than indefinitely storing all those items that are “intransit” back to the NLs where they were checked out.

Edits: For the time being, please hold off sending any edits to LMS except for:

1) Item-on-the-Fly material,

2) items specifically recalled by Gary Lackey,

3) items on wrong bibliographic records,

4) transfers to CEN Stacks,

5) items with barcodes not in the system.

This means holding onto your call number change requests, label changes, and other problem items until we are able to receive them. (Also, don’t forget that al units should now be using the new LMS flag that was recently distributed and any copies of the old Processing Flag you have on hand should be send to LMS.)

Collection HQ:  Please refrain from running any Collection HQ “Dead Items” lists until further notice. “Shopping” for specific items to rebalance collections is also on hold for now.  You’ll be notified when it is okay to resume both of those activities.

Thank you for your patience and cooperation. Please share this with all members of your team, and apologies for any cross-posting.

We’ll get through this together. Please contact me or any of the Collection Development selectors (x31469) if you have questions or concerns regarding any of the above or other collection-related issues.

~Sara

Harvey damaged items procedure

It is very important that we quickly identify and remove any Library materials that sustained water damage to prevent the spread of mold.  Be vigilant watching for evidence of mold and mildew over time, because it is not always visible immediately..

1) Wear gloves & masks when dealing with water-damaged materials.

2) Segregate wet/damp materials from unaffected dry materials. If in doubt, let it go. We will not be doing remediation of NL material due to the volume of items.

3) A storm damaged item user record has been set up for each location: XXX XXX HARVEY DAMAGED MATERIAL, user id is similar: XXX-HARVEY-DAMAGED. Check out all damaged returns and items damaged inside buildings to your unit's account.  (*Do Not use regular DISCARD accounts.)

4) Do not stamp items.

5) Box all items after processing. Wet items should be placed in boxes lined with plastic bags, to prevent leakage and box breakage.  Follow standard box weigh guidelines, keeping in mind that wet items are heavier than dry ones. Use standard Friends/Discards box label," Circle DISCARDS, add special note WET.

6) Maintain a list of categories of items that need to to be replaced in your unit. Email list to Sara Karow  LMS. Float Team will work on redistribution of floating material to locations in need.

7) Wipe down any shelving that got wet before shifting or restocking materials.


8) Contact LMS (x31469) if you have any questions.

HPL Hurricane Harvey Employee Resource Page

Dear HPL Team,

I hope this email finds each of you well. As our focus shifts towards recovery from Hurricane Harvey we want to provide you with useful information and resources. We have created a HPL Hurricane Harvey Employee Resource page on our Training Portal. We will update this information as necessary and please let us know if you have any resources you would like us to share.

Here is the link to the HPL Hurricane Harvey Employee Resource page:  http://training.houstonlibrary.org/FEMA-Harvey

If you have any suggestions or questions, please email hpltraining@houstontx.gov

Harvey Updates for returned materials and holds.

Hello,

There have been a bunch of questions about circulation related things so I thought I would put everything all together in one email to simplify things.

·         Visiting staff should be logging into Sirsi Workflows using the Sub Login: HOU-XXXSUB    Pin: sub4xxx  (Example HOU-ALISUB  PIN: sub4ali).  Use the 3 letter branch abbreviation for the XXX.  Staff can use their regular pin to override anything that pops up.  This will allow returns to be logged in for the correct location.

 

·         Items returned that have been water damaged:  Please be careful when handling the items.  Separate wet materials from dry materials.  All damaged items should be checked out to the storm damaged user record that has been created for each location.  XXX XXX HARVEY DAMAGED MATERIAL, user id is similar: XXX-HARVEY-DAMAGED.  Example:  RIN RIN HARVEY DAMAGED MATERIAL.  Check out all damaged returns and items damaged inside buildings to your unit's account.  *Do Not use regular DISCARD accounts.  The items do not need to be stamped.  If it is only a few items, please discard them according to normal procedures.  Contact Collection Development staff if you have a large volume of items.

·         If customers call or come into the library and report their items have been lost in the flood waters, please check out the items to the Harvey Damaged Material accounts as well.

·         Due Dates:  All items that were due starting August 26^th have been extended to be due on September 29^th.  This includes Hot Spots.  Locations that have not previously circulated Hot Spots should review the Hot Spot instructions training information on the Training Portal (http://training.houstonlibrary.org/library-function).  Hot Spots were assigned to particular locations so if one is returned to you, please email Saima Kadir the device barcode and the location. 

·         Holds:  We have suspended the cancelled holds reports for now.   Holds for closed locations should be handled on a case by case situation.  Staff should work with customers for holds at other locations that are still not open.  If possible, re-place the hold, putting the customer at the top of the queue if necessary.  The holds from STE have been moved to JUN.  Holds from LAK and KAS have been moved to TUT.  We are working to reactivate the holds at KEN with a new pick up location of HIL.  FIDS knows that future holds for STE, KAS, LAK, and KEN should be sent to these alternate locations.  FLO holds will be moved to STA tomorrow.

·         ILLs:  Check your ILL shelf and contact ILL to see if the customer can still pick them up or not.  Most of them have expired and they need to be sent them back to ILL.  New ILLs have been suspended for now.  We can work with customers to re-place ILL requests once we open ILL back up.  If any ILL items are damaged or reported as damaged, please contact ILL so they can contact the lending library.  Contact Tunisia Powell at 3-1447 with questions.