Study Group Session 91: General Question and Answer, Resource Sharing Office Hours

Session Notes

Diana Borges, OCLS: Resource Sharing Outstanding issues/solutions

• Durham College onboarding:

  • testing their configurations

  • experiencing an issue with sending borrowing requests

  • Durham has an Ex Libris ticket open and are doing additional work with Alex Fletcher at OCUL next week on their configurations

• Ex Libris ticket for issue with sending borrowing requests to Seneca College has been escalated

• Ex Libris ticket for deep search configurations not enabling Loyalist to search Seneca’s catalogue has also been escalated to Tier 2 support

• If there has been no satisfactory response by the end of the week, I will escalate these to a customer support manager

• Ex Libris tickets regarding Query to Patron Letters header 6

  • case has been sent to development

  • updates will be made to Conestoga’s case

• Loyalist Ex Libris ticket regarding Blank ILL form self-ownership check:

  • Issue: Using Blank ILL form to create requests is allowing items available at our institution to be requested through resource sharing. When the "locate" function is run on the borrowing request in Alma, it does not give a warning message that it is owned by the institution.

  • Ex Libris response: Alma is currently not designed to provide this functionality on the blank ILL form, so the next step is to pursue this as an enhancement through the ELUNA Product Working Group enhancement voting process or the Ex Libris Idea Exchange website.

• Loyalist has added "view local resources" as a first step in their managing borrowing requests workflow to address this issue

Liana Giovando, OCLS:

• meeting with OCUL Collaborative Futures Operations Committee on September 30 to discuss partnerships with all of the OMNI schools

• excitement about it

• a bit of a delay with partnership, slower process

• high level decision makers will need to be engaged in way they have not in the past

• Environmental Scan of the agreements colleges have with universities already - will be shared this week, please respond

• also preparing an expected impact statement for university directors e.g. how many new requests they might receive as a result of the partnership

• hoping to meet again with them in early November, get statement of participation distributed

• 2025 start working out how it will work - loan periods, shipping

Diana Borges, OCLS: Discussion Forum Posts

Canadian Urban Libraries Council (CULC) and the Library Shipping Tool

Does anyone use the Canadian Urban Libraries Council (CULC) and the Library Shipping Tool?

• Fanshawe, Georgian have used it

• provided contacts if you are interested in learning more about it

Primo VE Research Assistant

• Georgian has enabled it in a test view and found that NON-FULLTEXT was included as default in results

• Ex Libris confirmed this is expected functionality : Primo Research Assistant uses your expanded search and does not filter by availability to provide a comprehensive initial overview

Getting Started with Primo Research Assistant

• Ex Libris suggests pursing product enhancement through ELUNA process or Idea Exchange to have functionality added to default to full text only results

• Algonquin College has also been testing it and are underwhelmed by its functionality

• Primo Research Assistant is also being discussed in the Primo VE listserv:

https://exlibrisusers.org/postorius/lists/primo.exlibrisusers.org/

Rebecca Pearson, Lambton College: update on question from Study Group Session 85 in July re ebsco database/portfolio record

https://clo-collaboration-spaces.atlassian.net/wiki/x/AYAjWQ

• thank you to Brenda, Travis, Marie for helping with this question

• issue was with an EBSCO ebook database set up through Rialto (the one set up at implementation, working fine) - first time we are adding something

• service was working correctly

• the issue was an individual portfolio identifier; there was a missing piece of information in the profile record, not the bib record, the book specific ID number for the database wasn’t being entered because it wasn’t connected to the CZ

• getting us to the database but not the title

• sparked new question about how to set this up properly/streamline the process

• there are 2 different solutions for getting the number in without the extra manual step

• Danielle Emon, OCLS:

  • that might be some documentation that could help others down the road

Terri Duff, Fleming College: how to mark a borrowing request for an article that has been fulfilled locally

• how mark a request for an online resource that you’ve completed it in the borrowing request list but have not used another school to complete it

• Aimee Jeffrey, Conestoga: convert them to purchase requests first so that they are represented in those stats and then we cancel them; make a note and track the status from that note in the purchase request

• Rebecca Pearson, Lambton; Diana Borges, OCLS: select the request(s) > Select the Change Status drop down menu, and then a reason from the drop down menu under Change Status to Request Completed

• Terri will compare stats for a bit to see how it shows up

Ex Libris documentation on changing statuses of borrowing requests: Managing Borrowing Requests

Aimee Jeffrey, Conestoga: would anyone be interested in procedures for digitization?

• no response

Danielle Emon, OCLS: CLO Cataloguing Program sessions resuming

• next session of the CLO Cataloguing Program will be on October 24

• top discussion will be CLO Cataloguing recommendations: priorities for cataloguing - when to edit, when add new records

• each college should have one member of their library who participates in the CLO Cataloguing Committee and typically materials will be shared with that individual

• Details: https://clo-collaboration-spaces.atlassian.net/l/cp/MJP9NsJr

Louis Lacelle, Collège La Cité: Resource Sharing Borrower Overdue Email Letter

• In the staff workflow documentation, it says: if a lent resource is overdue, you can send a message to the borrowing institution requesting that they return it. The message sent in this case is the Borrower Overdue Email Letter. This message is sent by the Send Overdue Message to Resource Sharing Borrowing Partner scheduled job. Alternatively, you can manually send a general message to the partner. The scheduled job is set to active.

• book that was borrowed by Algonquin, status of lending request says overdue request

• What does this status mean? Does it mean that an overdue letter is supposed to have been sent to the partner library?

• looked in the jobs and I did not see it in the 1 day overdue sent

• the status for the request has now changed to returned by partner

• Rebecca:

  • with P2P resource sharing setup, letters won’t go to your resource sharing partner’s students

  • if it’s working correctly, book should be overdue for the patron on the same day it’s overdue as a resource sharing loan and your partner’s overdue letter setup will send a letter to the student

• Louis: not sure if letter was sent to the partner

• Rebecca:

  • believe e-mail letters are only sent to e-mail partners

  • status says request because it was a resource sharing request and the loan is between the library and the patron

  • your partner should see that request is overdue in their system, their system should be set up so that the due date of the loan is before the due date of the request, so the student’s loan should already be overdue by the time the request becomes overdue and they should have received a letter based on the borrowing library’s rules

• Aimee:

  • each college still has a different timeline for when these letters go out -e.g. one college might send them 7 days overdue, 14 days overdue, 21 days overdue before it goes to lost; another college might send it out after 14 days, 42, 60

  • so you may want to check in with the college directly to see when the item will go to lost and how you can monitor this from your end - you can send an e-mail to partner from the more actions menu beside the request in the lending requests list

Draft Staff Workflow: Draft Staff Workflow Instructions | Manage overdue and Lost items

Rebecca Pearson: it might make sense to shorten Page 1+ Study Group Sessions to 30 minutes again

• Diana will change the schedule for the remainder of the series back to 30 minutes

Recording

Open

Transcript

Open