Prospector & Marmot Circulation

1. Prospector & MarmotCirculation George Machovec Associate Director george@coalliance.org Rose Nelson Systems Librarian rose@coalliance.org

2. Circulation Policies • Monographs • 21 day loan period (monographs) • 1 renewal, Holds permitted but no recalls • 40 requests/check-outs per person • Delivery via existing courier • Media • 7 days and no renewals • PASCAL Journals • 7 days and no renewals • Prospector policies are fixed by agreement. However, your local circ policies or Marmot PIH policies are separately administered. You can choose to match them up or not

3. Circulation Policies • Late overdue fees are subject to the policy of each local library and each library keeps late fees (even for Prospector books) • Lost book fees are subject to the policy of each local library and each library keeps late fees (even for Prospector books) • An end-of-year annual reconciliation is done to clean house (not for the purpose of exchanging money)

4. Requesting • User is prompted for affiliation, name and library card number • System checks with local OPAC to ensure their good standing (encrypted and FERPA compliant) • User selects pick-up location (branchespredefined by each library) • The system does load balancing to determine who gets the request (users do not select) unless a multivolume set • Will work with CLiC on regional routing to optimize delivery times

5. General Statistics • Average fulfillment rate is 85% • Turn around time averages 3.5 days • Average annual loss rate <0.25% • Quarterly database statistics are available from III and posted on our Website • Borrowing / Lending statistics are available for real-time queries

6. You Control What You Lend • Through proper setting of itypes by mapping local itypes to a central set of values • Through proper setting of circ status codes • Location codes are not used for controlling lending • These can be changed at any time

7. You Control Who Can Borrow • We have a central set of Prospector patron types (ptypes) • These are mapped from your local values to a central set of values to determine who can borrow • If local copy is checked-out or missing it may be requested through Prospector • System is sensitive to multi-volume sets so particular volumes may be selected

8. Mapping of fields • Usually initially done by III after you fill out profiling worksheets • Alliance office maintains changes after implementation • Marmot must notify us of any itype and ptype changes in an ongoing basis or borrowing and lending may be messed up • Circ status codes do NOT map so you must look at central set of values on Prospector Staff Website to make sure there is not a conflict

9. Some Reasons for Failed Requests • Item is available at your local site (unless you allow it) • Item is a reference book or has some other non-circulating status at owning library • Item is an electronic resource (exceptions include Springer eBooks) • Your patron record has a problem

10. Two Special Circ Situations • Springer eBooks • Have permission to circulate PDFs • Requests will route to a library designated staff contact who will notify patron • Delivery is via yousendit.com where patron or staff can download • ERIC ED records • Most are electronic and freely accessible online • For 30% of pre-2004 titles we will have a link for Request PDF • You tell us where link should go (e.g. link resolver, Illiad, ILL page or elsewhere)

11. Detailed Procedures • Barcode any requested item before it leaves your library. • Fold the paging slip and insert into front cover for each book loaned. • Paging slips should be printed at least once per day M-F except holidays/closures. Sites should be encouraged to go to 5 day courier when possible

12. Detailed Procedures • Holdshelf life should be no more than 14 days. • Clear your holdshelf and send expired holds back to owning library. • Claims Returned function is used 1) for those C.R.’s you are accepting or 2) to clear book from patron’s account after some period of time.

13. Detailed Procedures • If a book destined for a different library comes to your site, re-tag the book and route to appropriate destination. Inform the lending library of the mistake • Do not affix any date due slips or sticky-type materials to borrowed books. Use bookbands, bookmarks or other non-adhering type processing Barcode any requested item before it leaves your library.

14. Detailed Procedures • Courier issues should be reported to CLiC since they manage the statewide courier • Courier damaged items should be reported immediately • Once per year reconciliation allows for cleanup but no money changes hands • You keep any late or lost book fees

15. Staff Use for Prospector • Prospector Staff Website at http://www.coalliance.org/prospectorstaff/ • Telnet/Miladmin access available • Can run “Create Lists” • Can check the status of load queues • Staff telnet searches offers special views of associated data not viewable by the public • Contact Alliance office for logins • Statistics • Quarterly database statistics available on Prospector Staff Website • Borrowing lending statistics can be run in real-time at http://prospector.coalliance.org:4444/olinkpatrep/report2/0/

16. Working with your Colleagues • Listservs • http://list.coalliance.org/archives/prosp-cat-l.html • http://list.coalliance.org/archives/prosp-circ-l.html • Committees • Prospector Cataloging/Reference Committee (meets every 2 months with phone call-in available) • Prospector Document Delivery Committee (meets quarterly with phone call-in available) • Important to be on listservs for system updates, questions, policy changes and collaboration • Committee participation is optional and Marmot office will have reps who can share information

17. Questions? Contact: George Machovec or Rose Nelson CO Alliance of Research Libraries 303-759-3399 george@coalliance.orgrose@coalliance.org