Reports

1. Continue the BLC card program. This recommendation is based on:
   
   
   • The principle of providing customers with a choice. Library users visit BLC libraries for a wide variety of reasons. Online book borrowing, such as in the Virtual Catalog, is a significantly limited form of use, compared with what is available by visiting a library in person. Also, a user may live near a member library or may prefer to browse a collection rather than order items online.
   • Providing access to all BLC institutions. Some BLC member libraries are not currently participating in the Virtual Catalog. Using a BLC card may be the only option available for some users to access materials at other BLC libraries.
   • Providing options for user borrowing is a positive marketing tool for the BLC.
   • Providing the opportunity for the library staff issuing cards to their users to provide an educational overview about the privilege and responsibility of being a BLC card user.
     
     
2. Initiate a regular review/comparison of BLC Circulation statistics by BLC card vs. the Virtual Catalog. This review must be carried out to identify changing patterns of use before any decisions are made to eliminate or significantly change the card program
   
   
3. Post all Consortium Card policies on the BLC Website. A consortium card information section (including individual library contact persons and billing staff) should be made available for all member libraries to use. In addition a section of the website should be structured for information that card users could reference. BLC Card Issuing Guidelines and the Delinquent Borrower Policy should be posted. The Delinquent Borrower Policy is attached to this report.
   
   
4. Consider adopting a uniform borrowing period for BLC card users that mirrors the Virtual Catalog borrowing period. Responses to a survey developed by the Task Force indicate that a significant percentage of the respondents were willing to consider changing their circulation policies for BLC card users to match the Virtual Catalog. (Survey tool and results attached to this report).
   
   
5. Consider implementing a uniform time period for reimbursements to the lending library. A uniform policy would enable libraries to facilitate purchasing replacements based on their acquisitions cycle.
   
   
6. Provide a consortium-wide billing directory on the BLC website. This document is currently under development and will be available to billing staff at member institutions. Posting on the web would provide easy access for library staff.
   
   
7. Modify the card application template to include information on reimbursement responsibility. Individual libraries should be encouraged to include reimbursement information on application forms that have been modified for use within their institutions.
   
   
8. Consider a cycle change for distributing BLC cards. The cards would be distributed and issued on a July-June cycle. Many institutions operate on a July-June fiscal cycle and gather statistical data based on this time cycle. This question was included in the survey tool distributed by the Task Force. More than half of the respondents were willing to change the card issuing cycle to a July-June fiscal year time period.
   
   
9. Recommend that all member libraries follow the BLC Card Issuing Guidelines.
   
   
10. Require card users to provide additional picture ID as well as the BLC card when borrowing materials at member libraries. Additional personal identification would insure that the BLC card was not transferred to another individual.
    
    
11. Require that all BLC members submit revisions or corrections annually to update brochure information. Alternatively, the BLC could eliminate stating individual library borrower policies in a printed brochure. Information on member libraries' websites (URL'S) could be substituted.

The task force has concluded that current reciprocal borrowing software is not yet functional enough for BLC use. Progress and developments in technology should be monitored by the BLC board (Reciprocal Borrowing Software report is attached to this report). Dynix has reported that Horizon Reciprocal Borrowing will be available in the next quarter. When this product becomes available, we recommend that the BLC closely evaluate its functionality, to determine if it is robust and flexible enough to meet the BLC's needs.

Programs planned or implemented

The task force surveyed the Circulation Community of Interest and the BLC Resource Sharing Contacts about current Consortium Card Practices and ideas for changes to the program. The survey instrument and the compiled survey results are attached.

Resources used

The task force used the Circulation COI and the Resource Sharing Contacts as a resource for the survey on the consortium card program. The task force also consulted with Joan Thompson of the BLC office for clarification on the charge.

To conduct research on resource sharing software, Barbara used the ICOLC (International Coalition of Library Consortia) listserv, consulted with Roger D. Gifford (University at Albany Libraries, SUNY), who has expertise in this area, and conducted a literature search including the resources of the Association for Computing Machinery (ACM).

• Established a meeting schedule. Face to face meetings at Northeastern University: September 26, October 18, November 22, 2002 and January 17, 2003.
• Identified task force leader - Laura Stokes
• Clarified charge with BLC Representative Joan Thompson
• Established task force member responsibilities
• Reviewed past BLC circulation data for materials loaned and number of cards issued by member libraries; reviewed Card Issuing Guidelines; reviewed Delinquent Borrower Policy
• Developed & distributed survey tool to BLC COI. Reviewed & tabulated responses. (Survey and Responses attached)
• Explored Reciprocal Borrowing software options (Report attached)
• Proposed and evaluated recommendations to make to BLC Board.

1. Meetings held
   September 26, 2002
   October 18, 2002
   
   
2. Activities/Accomplishments to date

   The committee has held two face-to-face meetings, in which we discussed the charge and the workings of the consortium card program, then reviewed and revised all BLC card policies.

   Recommendations agreed to by the task force to date:
   
   
   1. Continue the BLC card program. This recommendation is based on:
      • Providing customers with a choice. Library users visit BLC libraries for a wide variety of reasons. Online book borrowing, such as in the Virtual Catalog, is a significantly limited form of use, compared with what is available by visiting a library in person. Also, a user may live near a member library or may prefer to browse a collection rather than order items online
      • All BLC member libraries are not currently participating in the Virtual Catalog. Using a BLC card may be the only option available for some users to access materials at other BLC libraries
      • Providing options for user borrowing is a positive marketing tool for the BLC
      • Library staff who issue cards to their users are able to provide an educational overview about the privilege and responsibility of being a BLC card user
      
      
      
   2. Initiate a regular review/comparison of BLC Circulation statistics by BLC card vs. the Virtual Catalog. This review must be carried out to identify changing patterns of use before any decisions are made to eliminate or significantly change the card program
      
      
   3. Consider adopting a uniform borrowing period for BLC card users that mirrors the Virtual Catalog borrowing period.
      
      
   4. Consider implementing a uniform time period for reimbursements to the lending library
      
      
   5. Provide a consortium-wide billing directory on the web
      
      
   6. Modify the card application template to include information on reimbursement responsibility and/or encourage individual libraries to include reimbursement information on application forms that have been modified for use within their institutions
      
      
   7. Continue exploring options for reciprocal borrowing without using BLC cards. The committee has engaged in initial exploration of software possibilities but has a sense that the technology is still in its early stages. This issue, however, merits much further investigation.
      
      
   8. All Consortium Card policies should be posted on the BLC website, including Delinquent Borrowers Policy. A consortium card information section (including contact information) should be made available for staff, as well as a section for library user information
      
      
   9. Member libraries require users to show a picture ID as well as the BLC card to insure that the card has not been transferred to another individual
      
      
   10. All member libraries follow the BLC card issuing instructions
       
       
   11. All BLC members be required to submit any revisions or corrections annually to update brochure information. Alternatively, the BLC could eliminate stating individual library borrower policies in a printed brochure. Information on member libraries websites (URL's) could be substituted
   
   
   
3. Next Steps

   The committee's next step is to explore the range of possibilities involved in reciprocal borrowing software. We need to become aware of companies that might be designing or promoting such software, and to research the feasibility of using such software in the BLC context. The committee is also discussing whether there are alternatives to the physical BLC card, such as a sticker that could be placed on a user's ID card.

   Finally, the committee needs to brainstorm what changes in consortium-wide communication and enforcement of procedures need to take place to accomplish our goal of regularizing billing policies. When we have developed our solutions, we will need the backing of the Board/management council to carry out our ideas.