CHECK OUT ITEMS TO FLOAT HUB - Floating Procedures Update 11/10/16

Effective 11/10/2016, NL staff that send in materials to the LMS Float Team to be floated must check out the items to their unit's FLOAT User account before shipping.  Instructions for this step are as follows.  This is also being incorporated into an updated edition of the entire "Floating FAQ" document.

Sara Karow / Coordinator of Centralized Floating
x31480  Sara.Karow@houstontx.gov


*********************************************************

CHECK OUT ITEMS TO FLOAT HUB (*new procedure 11/2016)

Checking out all items appropriate for floating to the unit’s Float user account in WorkFlows will ensure that their whereabouts can be tracked and they will not appear in the catalog as being on the shelf available to customers. The checkouts will change each item’s current location to FLOATHUB while retaining the name of the library that is sending it in.

Before sending items to the LMS Float Hub, be sure to check each of the following:

1.      Items that are candidates for withdrawal according to HPL’s weeding criteria, such as damaged and dated material, should not be floated.  Instead, set them aside and follow the weeding guidelines established by Collection Development.

2.  If the item is On-The-Fly or No-Record-Found, do not send it with float material.  Place a completed LMS Processing Flag in the item and send it to LMS via the regular delivery bins.
3.       If an item is In Transit to another location, whether for a hold or reshelving, do not send it to the LMS Float Hub.  Print the transit slip or hold wrapper, and place it in the regular delivery bin to be sent to the proper location.

For items to be floated via the LMS Float Hub that do not meet any of the conditions above, follow the procedure below.

Check out the items to your unit’s FLOAT User:

1.       Look up your unit’s Float account in Workflows > Circulation > Check Out.

a.      User ID matches the user profile name, per the standard pattern for agency accounts:     agency acronym, dash (-), FLOAT.  (So, for example, Alief’s Float User is ALI-FLOAT.)

2.      Scan each item to be checked out.

a.      The current location will become FLOATHUB, which will “shadow” the item in the OPAC.

b.      Handle exceptions noted above and any others that arise according to HPL policies and procedures.

3.      Pack the items that check out successfully for shipping to the LMS Float Hub.

Floating Destinations- Note!

It has recently come to our attention that there is still some confusion out there about appropriate locations to float items too.

Please note that we do not ~ever~ float HPL items to the Clear Lake Freeman Library or the Kingwood Library,

While our customers can pick up holds and return at those two HCPL sites because of the City-County partnership, the collections are not mixed with HPL's, nor are they at any other Harris County Public Library location.

~Sara Karow  (on behalf of the LMS Collection Development Team)
x31480

Floating to Jungman

ATTENTION:
Please be aware that the Jungman Neighborhood Library is closed until at least September 2015. If you have extra items for redistribution, *DO NOT* float them to Jungman. If you need assistance or guidance in redistributing items, please contact the Collection Development Department (x31469) and we will be happy to assist you in any way we are able.

Thank you,
Collection Development Department

Checking in Floats and New Items

**Every unit should be checking in all received Float items *daily* along with your other Delivery items so that the items' locations get updated in Sirsi.

This is important so that, in the event that those items have holds, they don't end up on the sending locations' paging lists getting marked missing when they do holds paging lists, causing the customers to wait longer to get their requests.

**Also, related - we've been noticing a spate of recently received new books still being 'shipped' status long after other system copies have been received and are circulating.  When we call units for shelfchecks to verify the items' arrival, they are being found on the shelf.  Please be careful to check in all new books as they arrive.

This is a particular issue as more and more items are being ordered as FLT copies - if they aren't checked in at the receiving units upon arrival there is NO WAY to tell what building they may be in.  They will also never show up on holds paging lists.


~Sara Karow on behalf of the whole Collection Development Team
x31480

FLOAT Labels are Supply Items

Just a reminder that the green FLOAT labels for general use are available from the Supply Room, as are the yellow ones for the Float Hubs' use.

There is no reason for anyone to be making up their own versions.

~Sara Karow on behalf of the whole Collection Development Team
x31480

FLOAT Routing Reminder

Occasionally there is a good reason to send an item to Collection Development Office librarians instead of floating it to another Neighborhood Library, such as finding that the Central Library's copies are missing and offering us one for consideration as a transfer.  

If you do send an item to us, please address the FLOAT label to "Collection Development" (+ the name of the CD librarian you're sending it to if you know it) ~NOT~ to "CEN".  We have recently seen an increase in the number of items being mis-addressed from a variety of sending locations.  The result is that the Central Library Support Team staff is unnecessarily confused by the items arriving there and it disrupts their workflow to have to come to our division hoping to find someone who knows what to do with them.  It is also helpful to us if you include a short note as to why you're sending it (e.g. "all CEN copies missing").

 We appreciate your cooperation in keeping "The Float" afloat!

~Sara

Sara Karow
Adult Specialist / Collection Development, x31480

Reminder about floating to smaller locations

Just a reminder to all locations that certain libraries have such a small amount of shelving that they should receive only those floats that they have requested on the Perennial Needs spreadsheet (see Perennial Needs list link at left) or those targeted items from the Float Hubs.  The locations that fit this category are DIX FRA LAK MCH PLE SWC TUT and YOU.  Thanks so much for your consideration. - Sally, Col Dev

Floating to Fifth Ward and Discovery Green

Two quick things -
1)  Just a gentle reminder that Discovery Green and Fifth Ward locations only have about 12 sections of shelving each for their entire collections and are "Float-out Only" locations for that reason.  Please do not send them your extra items.
2) Discovery Green is, however, interested in refreshing their current collection and may be willing to participate in a trade.  Email Tiffany Hoover if you would like to set up a swap.

~Sara Karow / Collection Development x31480