Minutes

TexShare Card Program Working Group Meeting
Wednesday October 2, 2003

Present: Tania Bardyn, Jay Clark (Liaison to Advisory Board), Wendy Clark (TSLAC), Virginia Davis, Jackie Dodson, Larry Justiss, Ann Mason (TexShare Coordinator, TSLAC), Suzanne McAnna (Chair), Gene Rollins, Brenda Tirrell

Agenda

1. Card Program status report
2. Loan Star Program and TexShare Card Program
3. User survey as an outcome measure for the Program
4. Review and clarify wording on circulation statistics to be reported.
5. Review and recommend updates for online FAQs.
6. Continue discussion of allowing return of Program materials by TEXpress courier.
7. Consider reminder or guidelines for libraries regarding penalties for TexShare abusers.
8. Provide input on changes needed to the Card brochure text.
9. Next meeting
10. Program idea for TLA Conference
11. Publicity PSA’s for Card Program

1. Card Program status report

TexShare Coordinator Ann Mason, TSLAC, reported that 176 of 184 academic libraries and 341 of 548 public libraries participate in the Card Program. Work is needed to encourage libraries to report statistics. TSLAC uses these statistics in the report of cost avoidance figures presented to the Legislature.

Ann acknowledged the excellent support that Dave Hardy provides for the program, including taking phone calls, fielding e-mail, and providing brochures.

2. Loan Star Program and TexShare Card Program

Wendy Clark, Manager, Loan Star Libraries Program at TSLAC, reported that Texas was one of the last states to get a direct aid program for libraries, and is very glad to have one now. This gives public libraries a leg up. 95% of funding is local, but this does not fill all the gaps. TSLAC requested $29 million and got $2.9 million. There is a funding crisis. The grant program has diminished slightly to $2.65 million.

Some public libraries choose not to participate, and TSLAC will be looking at areas of concern. In some cases libraries’ failure to participate has to do with federal paperwork or the need for assurances of compliance. Under the Loan Star Program libraries receive funding as determined by their participation in TexShare—they are classed as level 1, 2 or 3 depending on whether they charge non-resident fees. Most libraries are 3’s.

3. User survey as an outcome measure for the Program

Wendy remarked that Margaret Whitehead, previously in her position, was interested in exploring ways to evaluate Loan Star and TexShare through outcome-based measures. Wendy hopes to work with the Card Working Group on this. Electronic is the way to go for any survey we might wish to conduct.

4. Review and clarify wording on circulation statistics to be reported

After discussion, the Group agreed to make the following changes to the web page on which statistics are submitted, and to the text of the Agreement. Suzanne will work with Ann to have these changes made.

The web page will be modified to read:
We are asking you to report:

• TexShare Cards you issued, items circulated, and TexShare Card visitors.
• Your library’s losses to TexShare borrowers (number & value).
• Your library’s losses to TexShare borrowers paid for by other libraries (number & value).
• Losses of other libraries’ materials to your TexShare borrowers which your library paid for (number   and       value).

Both the web page and the Agreement will be modified to describe the statistics required as follows:

1. Number of TexShare Cards issued.
2. Number of items circulated to visiting borrowers whose privileges are granted based on their TexShare Card.
3. Number of TexShare visitors registered for borrower privileges.
4. Total number of your library's materials lost by TexShare borrowers.
5. Total dollar value of these materials.
6. Total number of your library's materials lost by TexShare borrowers for which you received payment from other libraries
7. Total dollar value of these materials.
8. Total number of other libraries' materials that TexShare borrowers of your library lost.
9. Total dollar value that your library paid to other libraries for these materials.

It was mentioned that Texas Medical Association Library still participates in the Card program, although the Library has cut back staff and services, so TexShare libraries may expect to see patrons with valid TMA-issued TexShare cards.

Statistics should be mounted on the web. There was discussion around problems encountered by libraries which use a different fiscal year than the September through August year used by the State Library. Libraries which use different fiscal year dates may find it more difficult and confusing to compile and report statistics. After exploring some options, the Group concluded that no one approach will work for everyone, and that it’s best to leave the reporting year as is, since this works best for TSLAC which has to compile the statistical report.

5. Review and recommend updates for online FAQs

Changes were made to the following FAQ items—text to be substituted for the current version of each item on the web is shown in its entirety:

3. When may my library begin participating in the card program?
Libraries may begin participating once the participation agreement form has been signed and their lending policies are available on the TexShare web.

4. What should I consider when preparing my library lending policy for the Card Program?
The agreement encourages that lending policies for TexShare borrowers should be as close as possible to the borrowing privileges the lending library extends to its own borrowers. Each library establishes its own lending policies for TexShare borrowers; lending policies may vary depending on TexShare borrower status (Staff, Faculty, Graduate Student, Undergraduate Student, Public). These are the statuses that will be indicated by libraries on the "borrower status" line on the TexShare card. Although only one status, "public," will be indicated on the card itself, lending libraries may distinguish in their lending policies between youth and adult borrowers. Because libraries use different ages to define youth borrowers, the definition of youth for lending purposes is determined by the lending library. The lending policy you have on the TexShare web site should indicate those definitions and distinctions (if any).
In addition, some participating libraries place a restriction on the number of items a TexShare borrower may check out at a time. Some libraries may require that a patron have had a library card in good standing before being issued a TexShare Card. It may be helpful to view the current lending policies of participating libraries, at http://www.texshare.edu/programs/card/circpol/index.html The template will guide you through basic lending policy components.

8. What kind of statistics must I keep for the TexShare card program?
The card program requires that you keep the statistics identified in the card agreement indicating amount of use, number of borrowers and number and value of lost items. This information is critical to evaluating the program statewide. Most libraries using automated systems set up a TexShare user category that helps track borrowers and use.
Annually, by the second week of September, these statistics must be reported to the State Library via the web.

9. What do I do if a TexShare user does not return one of my books?
Contact the TexShare Card Program liaison of the library that issued the card and provide the following information: patron's name, ID number, items overdue, cost of items, date due.
Advise the liaison of the home library as soon as the patron returns the books or pays for them. If the item is not returned or paid for after six months, your library may bill the library that issued the card for the cost of the book.

11.What if I have further questions or comments?
If you have further questions about the TexShare Card Program contact the TexShare Coordinator, phone 512-463-0188, texshare@tsl.state.tx.us

6. Continue discussion of allowing return of Program materials by TEXpress courier

The majority of TexShare libraries do not use the courier service. The Group agreed that it supports the use of the TEXpress courier for return of Card Program books checked out to individuals under the following conditions:

• Both the sending and the receiving library must participate in the courier service—the library which accepts a patron’s books for return by courier must verify that the destination library has courier service.
• The books must be marked in some way as TexShare Card Program materials (to help distinguish them from ILS materials).
• Borrowers should be reminded that they remain responsible for the books until the books are checked in at the owning library, just as with returns by postal mail or other express mail service.

Jay agreed to report this change to the Advisory Board. The wording in the Agreement must be changed and the Courier Working Group and Card Program participants must be notified before this is implemented.

7. Consider reminder or guidelines for libraries regarding penalties for TexShare abusers

After brief discussion, the Group agreed that the TexShare coordinator should advise libraries entering the Program, or libraries with questions about penalties or how to handle abuses, to check other libraries’ policies online. Many libraries require that a borrower have a borrower’s card at the home library and remain in good standing over a period of time before they will issue the borrower a TexShare Card.

8. Provide input on changes needed to the Card brochure text

After review, the only changes to the current Card brochure text recommended by the Group were:

(a) to change the line “Many Texas libraries participate in the Card Program.” to “70% of Texas libraries participate in the Card Program.” and
(b) to change item 5 under “To Take Advantage of the TexShare Card Program…” to “5. You are responsible for returning the materials to the lending library by the due date.”

9. Next meeting date:

During Texas Library Association Annual Conference, March 17-20, 2004, in San Antonio. Ann will find a location, date and time.

10. Program idea for TLA Conference

Tania proposed an idea for a panel at TLA, in either 2004 or 2005. The panel would discuss tips for issuing and accepting TexShare cards at the circulation desk. Different size libraries would be represented and useful forms, logs, etc. that libraries have developed might be shared. This would be a sort of “best practices” for TexShare Card issuance and acceptance.

Gene mentioned that Harris County Library’s circulation coordinator might be a good presentor. Suzanne said that she would be glad to help with the program but that UT Austin might not be first choice as a panel member, since her department has a separate desk that issues cards—this arrangement might be less applicable to most library situations. Tania agreed to formulate the description of the program and pursue it with TLA. If it is too late for 2004, the Group would like to offer this for 2005.

11. Publicity PSA’s for Card Program

There was brief discussion of the value of using radio public service announcements to publicize the Program. This could be coordinated through TSLAC’s Communications officer.

Submitted by Suzanne McAnna, 10/30/03