FFILL (Go-Live) Policies for Resource Sharing Forms

Legend: not started IN PROGRESS STALLED decided

Status

Decided

Scope

Go-Live

Description

In Primo resource sharing forms, which fields are required, which are optional, and which should be excluded

Decision

Implement the recommendations listed below in the institution zones of Alma for the UC Libraries. They were developed by the Interlibrary Loan Sub-Group (Elizabeth Salmon, Kristen Cardoso, Linda Michelle Weinberger, Sarah Houghton, and Jess Waggoner).

Owning group

Fulfillment and ILL FG SILS-FG-FULFILL-L@LISTSERV.UCOP.EDU

Approver

PPC

Stakeholders

R = Fulfillment and ILL FG
A = Fulfillment and ILL FG
C = ILL Sub Group
I = ILL Sub Group, PPC, ICs

Decision-making process

Fist of 5

Priority

High

Due date

Jun 1, 2021

Recommendation

The following configuration recommendations should be completed by local ICs, or Fulfillment FG members that have the correct permissions. Configuration steps and required roles are recorded below for each where appropriate.

Configurations for Institutions to Complete Now

High

Recommendation:
Include identifiers as optional fields, including, for books: OCLC number, ISBN; for articles ISSN, DOI, PMID.

Rationale:

If the user can provide this information, or if it can be prepopulated in the form, locator matching will be improved both in Alma and in WorldShare ILL, and staff may be able to fill article requests using electronic material if they have the DOI or PMID. Requests may be originating in PubMed or WorldCat.

How to Configure:

Privileges needed: General System Administrator or Fulfillment Administrator

Alma Configuration>Discovery>GetIt Configuration>Resource Sharing Request

Scroll down and check the checkbox under the visible column for OCLC number, ISBN for books and ISSN, DOI, PMID for articles

 

High

When the patron uses the Description dropdown menu to select a volume, only one volume may be selected per request.  This will be a  problem for patrons seeking a range of volumes or a run of microfilm reels. If a patron chooses a volume then changes their selection to another volume, it causes issues with the request.

How to Configure:

Privileges needed: General System Administrator or Fulfillment Administrator

Alma Configuration>Discovery>GetIt Configuration>Resource Sharing Request

Scroll down to Book Request, and uncheck the checkbox under the visible column for “Description”. Then, scroll down to Article Request, and uncheck the checkbox under the visible column for “Description”.

 

Low

Recommendation:

Remove “Willing To Pay” box from Resource Sharing request form

If this must be included, add explanatory text.

Rationale:

Users will wonder if willingness to pay will impact whether or not their request will be filled.

How to Configure:

Privileges needed: General System Administrator or Fulfillment Administrator

Alma Configuration>Discovery>GetIt Configuration>Resource Sharing Request

Scroll down to delivery fields and uncheck the checkbox under the visible column for “Willing to Pay”

 

Low

Recommendation:

Add additional help text to the success box, such as “Success! You will receive an email when your request arrives” (is this a universal thing that would occur after request submission?)



Can users receive an email to confirm successful request placement?



Rationale:

New or infrequent users might not know what to expect when placing an interlibrary loan. Giving additional guidance will increase user confidence.

 

Low

Recommendation:

Clarify pick up location options on Resource Sharing Request Form; have user select institution before selecting library location

Rationale: 

The differences between Preferred Local Pickup Location and Preferred Pickup Location is unclear.

 

Changes to Consider Post Go-live

These suggestions were deemed low priority, and should be investigated post-go-live.

Already Handled During Test Phase. No Action Needed.

 

Harmonization of Resource Sharing Request Form fields

Fulfillment and ILL FG recommends harmonizing the following fields on the resource sharing request form. This form will be used by UC patrons submitting physical item or digitization requests using the AFN (Automated Fulfillment Network). General Sys Admins or Fulfillment Admins can control which fields display for the patron on the resource sharing form using the configuration path below. They can also mark whether fields will be required for the patron to use.

Alma Configuration> Discovery>GetIT Configuration>Resource Sharing Request

Resource Sharing Fields

Mandatory

Visible

Resource Sharing Fields

Mandatory

Visible

Specific Chapter or Pages

No

No

Citation Type

No

Yes

Owner

No

Yes

Book Request

Mandatory

Visible

 

Book Request

Mandatory

Visible

 

Description

No

No

 

Item Availability

No

No

 

Title

Yes

Yes

 

Author

No

Yes

 

Author Initials

No

No

 

Additional Author

No

No

 

Specific Edition

No

No

 

Edition

No

Yes

 

ISBN

No

Yes

 

LCC Number

No

No

 

OCLC Number

No

Yes

 

Publisher

No

Yes

 

Publication Date

No

Yes

 

Place Of Publication

No

No

 

Volume

Yes

Yes

Needs to be set to Yes for Go-Live while Ex-Libris resolves a Salesforce issue about page numbers information not showing on requests/pickslips. Should be changed to No for mandatory after it’s fixed.

Part

No

No

 

Chapter

No

No

 

Source

No

No

 

SeriesTitleNumber

No

No

 

Pages To Photocopy

No

No

 

Article Request

Mandatory

Visible

 

Article Request

Mandatory

Visible

 

Description

No

No

 

Article Title

Yes

Yes

 

Journal Title

Yes

Yes

 

Author

No

Yes

 

Author Initials

No

No

 

Additional Author

No

No

 

ISSN

No

Yes

 

LCC Number

No

No

 

OCLC Number

No

No

 

DOI

No

Yes

 

DOI Auto Fill

No

No

 

PMID

No

Yes

 

Publisher

No

Yes

 

PMID Auto Fill

No

No

 

Place Of Publication

No

Yes

 

Publication Date

No

Yes

 

Journal Volume

Yes

Yes

Needs to be set to Yes for Go-Live while Ex-Libris resolves a Salesforce issue about page numbers information not showing on requests/pickslips. Should be changed to No for mandatory after it’s fixed.

Issue

No

Yes

 

Chapter

No

No

 

Source

No

No

 

SeriesTitleNumber

No

No

 

Pages To Photocopy

No

Yes

 

Start Page

No

No

 

End Page

No

No

 

Delivery Fields

Mandatory

Visible

Delivery Fields

Mandatory

Visible

Format

No

Yes

Requested Media

No

No

Alternative Location Address

No

No

Alternative Location E-mail

No

Yes

Preferred Pickup Institution

No

Yes

Preferred Pickup Location

No

Yes

Allow Other Library

No

No

Preferred Local Pickup Location

No

Yes

Not Need After

No

No

Comment

No

Yes

Maximum Fee

No

No

Level Of Service

No

No

Copyrights

No

No

Language

No

No

Willing To Pay

No

No

 

Action Log

Action/Point Person

Expected Completion Date

Notes

Status

Action/Point Person

Expected Completion Date

Notes

Status

Fulfillment and ILL FG and ILL Ops reviews recommendations and votes

6/1/2021

Unanimous fist of 5 vote to approve decision page.

Done

Fulfillment and ILL FG sends to ICs and cc’s Discovery FG, and PPC

6/2/2021

 

Done

The SILS mission is to transform library services and operations through innovation and collaboration. The future is shared!
Question? Contact AskSILS-L@ucop.edu