Summary

The Resource Sharing Working Group is excited to announce that testing and documentation is well underway for resource sharing among Ontario colleges using Alma and Primo VE.

The proposed go-live date will shift from June 17th to July 8th. This shift in the timeline will allow RSWG members to work more closely with colleges during implementation. A detailed set of instructions will be available to all colleges as well as demonstration and training opportunities for any college that would like additional support. Sample staff workflows and staff training material will also be available for colleges to adapt to their own local environments prior to go-live.

It is expected that each library will require approximately 14 hours of focused staff-time over a 3-week period for implementation. This will include an opportunity to consider preferred terms of use for resource sharing, complete configuration setup, testing, and local preparations for go-live. The RSWG will support all participating colleges during implementation and go-live.

The RSWG would like to propose that participating colleges go forward with the project in two cohorts. The first cohort will consist of colleges with members serving on the RSWG. This group will undertake project activity from May 21st to June 4th. The second cohort will include the remaining colleges and will undertake project activity from June 11th to June 28th. A period for final testing and local staff workflow confirmation and training will be arranged from July 2nd to July 5th. Go-live is proposed for July 8th.

The RSWG is preparing recommendations for configurations in Alma that will include lending and borrowing policies for resource sharing, but each college will have the option to adopt these recommendations and/or to modify them to fit their local environment. It is not necessary for all colleges to share common lending and borrowing policies to participate in Resource Sharing with Alma.

Project Activity

Cohorts

Project Timeline

• Test Pilot Project & Configuration Testing (Now - May 17)

  • Includes Lambton, St. Lawrence, Conestoga, Loyalist

• First Cohort Implementation (May 21- June 7)

  • Intro: May 21, Configuration Setting: May 28, Testing: June 4

• Second Cohort Implementation (June 11 - June 28)

  • Intro: June 11, Configuration Setting: June 18, Testing: June 25

• Final Testing and Staff Workflow Confirmation (July 2 - July 5)

• Go Live July 8th

Support

Applying Configuration Settings

The RSWG has created comprehensive instructions to guide staff through the process of setting up resource sharing configurations in Alma and Primo VE. It is expected that each library will require approximately four hours of focused staff-time to apply these configuration settings in their own environment. The RSWG will be offering three options for support during this process.

1. Self-directed - Library staff follow the instructions provided by the RSWG on their own time and ask questions or request assistance via email or Confluence if needed.

2. Group demo - Library staff participate in a group demonstration and presentation of resource sharing configurations and then follow instructions provided by the RSWG on their own time and ask questions or request assistance via email or Confluence if needed.

3. One-on-one - Library staff arrange one-on-one sessions with one or more RSWG members to follow instructions provided by the RSWG step by step and receive tips and guidance as they go.

Testing, Adapting Local Staff Workflows, and Staff Training

The RSWG will arrange live sessions for testing resource sharing configurations with each cohort. Sample staff workflows and staff training material will also be made available that each library can adapt to their own local environment.

Common Terms of Use for Resource Sharing

It has become apparent that many of the colleges may wish to maintain individual terms of use for items lent and borrowed between institutions. This is no problem, but the RSWG also felt it could be helpful to suggest common policies that the colleges can apply if they happen to align with local needs.

Common terms of use for resource sharing have multiple benefits. The setup process for resource sharing will be easier for colleges that choose to accept common terms of use because they can be distributed from the Network Zone. This will mean there are fewer configuration changes to make individually. Common terms of use will also improve the user experience for borrowing and lending, make documentation easier to prepare and maintain, and reduce the complexity of training.

Proposed Common Policies

• Loan period is 14 days with the option of 2 renewals. Renewals can be automated or manually approved by each library depending on local preferences.

• No overdue fines but there is a replacement cost of $75. If there is a replacement cost identified in a bib record, that will override this general replacement cost.