2020-07-09 Fulfillment & ILL FG Meeting notes

Check-in/ Updates

PPC meeting updates and review of any action items from last meeting

Quick share of any local team updates

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• STRATEGICALLY PLACED REMINDER FOR ELIZABETH TO RECORD THIS MEETING

• Reminder of upcoming office hour meeting on Monday. It will be recorded and made available. Attendance is not mandatory. These meetings are open to FGs and local groups as well.

• Configuration form review question from ICs https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Implementation_Guides

Elizabeth sent out an e-mail regarding Fulfillment training today.

ICs have asked us to take a look at the implementation forms before they are disseminated to campuses. The goal being to identify potentially important areas.

It looks like the Fulfillment Network will have to be configured in the NZ, the Rota templates may need to be configured there as well and pushed out to the IZs. Joe Ferrie is looking into CDL capacity for this.

Decision page for How to integrate an ILL broker with Alma decision

(Vanguard) Decide how to integrate an ILL broker with Alma

Did anyone have anything from their local team they’d like to add to the discussion?

Check in with Jason to see if he was able to get some information related to the Davis/Hathi Trust integration.

Discuss a way forward for the decision page for Vanguard. Joe provided us with more information regarding our two preferred options in slack.

• (Re-posted from last week in case anyone needs a refresher)Recommended short video that gives a high-level view of integration options: https://knowledge.exlibrisgroup.com/Alma/Training/Resource_Sharing/B_Broker-Based_Resource_Sharing/02_Resource_Requests_in_Broker-Based_Resource_Sharing

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There are a few concerns with each option around Request, Elsevier and HathiTrust.

Outstanding questions:

• Does CDL have enough time to generate a version of Request for Option 2?

• Whether or not Alma can transmit patron identifiers through secure channels.

A few campuses are leaning towards Option 1.

If Request goes away it could mean that a new workaround is needed for Elsevier materials.

• Decision needed by July 30.

• Elizabeth will reach out to the Discovery FG and Alt Access group.

Harmonization work

We’ll share why our current loan periods are set up the way the are https://docs.google.com/spreadsheets/d/1-W2psaW6GsgOTD1ByTHRF00bikcnVR6W/edit#gid=1939968629

Starting up a new decisions page in the google space

Including two points from last week that we’ll want to keep in mind as we go forward: There is some thinking that it is easier to increase loan periods than decrease them.

There might be a way to control patron data as requests are made and patron accounts are created. This would create new users beholden to local loan rules.

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Harmonization only helps in system. ILL from outside of UC would remain the same.

Some concern about recall harmonization.

How expiration dates are set up locally may have different impacts on individual campuses.

There may be the capability in Alma to use the home campus configuration for guest users.

UCLA loan periods:

• Used to have rolling due dates. Confusing and difficult for patrons depending on when they checked the items out.

• New due dates are close to a quarter length for Undergrads, six months for faculty.

• These new dates are more in line with ILL dates.

• Expiration date comes from campus upload and is renewed for a year and a month, each time.

Berkeley:

• Migrated to Millennium in 2009. At that time all of the libraries on campus harmonized as possible.

• Modified loan periods in 2014 to harmonize loan times for faculty in different disciplines. New loan time was six months. Other loan periods did not change at that time.

• Not locked into these loan periods, would factor changes in using renewals.

Riverside:

• Streamlined loan periods for individual user groups, regardless of material type.

• Seems to work well. Less billing activity for faculty and staff borrowers.

• Have started auto-renewing items for faculty in Alma.

• Went with 90 days for Undergraduates so they can have materials for the whole quarter.

• There doesn’t seem to be an issue with individuals losing items.

• There is a feature in Alma that allows for due dates to pull back in line with expiration dates if someone is leaving.

• Would like to consider looking at loan rules more holistically (both fulfillment and local loan rules) since we will be one system. User experience should be the same across UC’s or users may request material through fulfillment network in order to get longer due dates.

UCSD

• UCSD is flexible. Going to more restrictive due dates could be difficult.

UCD

• Would prefer longer than shorter due dates.

• Grad due dates are established by their expiration date, updated through the API from the bursar system. (10-days after the end of the quarter depending on status of fees.)

• Faculty and Staff date set around their appointment end date. Now they have unlimited renewals.

• Graduate and Undergrads get unlimited renewals as well.

• Flexible but there may be some mechanical issues.

• Health libraries have shorter due dates, typically 28 days. They may be less flexible.

UCSC

• Unlimited recalls as well. It works well.

UCSF

• Could be open to modifying and extending loan periods.

UCI (added post-meeting)

• When UCI implemented ALMA in Fall 2018, ILL Lending loan periods were harmonized with circulation loan periods at Langson and Science ILL units.

Parking Lot

DDS Decision Page (Vanguard) Document Delivery Service (DDS) Setup

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