Instructions for creating licenses, updating license terms of use, and adding the RapidILL Lending Note to collections.
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Pick the best option that will work for the library to begin this project. Start with a small set of collections, starting with either EBSCO, ProQuest, JSTOR, Gale, etc. All three of these options are long-term projects but it is best we begin adding the lending note needed for RapidILL to the corresponding Alma E-collection Internal Description fields.
It has been recommended to add LocalOnly to the Open Access collections.
It is highly recommended to eventually start option three so that licenses have Terms of Use as we move forward with keeping the RapidILL lending note updated in the Alma collections. Not just for RapidILL, but for upcoming projects, such as linking to Consortia Manager, running reports, etc.
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Depending on where your library is on setting up license terms, there are some options available to determine the note needed for RapidILL. Libraries can use the spreadsheet [SPREADSHEET WILL CONTAIN THE 3 LENDING NOTES, ONLY HAVE “LENDABLEINTERNATIONAL” UNTIL I GET THE OTHER REPORTS FROM ANN] created from the NZ collections and licenses to determine if local collections can use the same lending note. Ann Roll has said that generally, if the lending is specifically spelled out in the license, it is safe to assume that LendableInternational can be used for the lending note.
For example, if your library subscribes to an SAGE collection in the IZ, the lending note from the NZ may be the same for the IZ collection. The lending note will still need to be determined by the library, someone familiar with terms of use. The spreadsheet is not stating this what the lending note actually is for the IZ collection but more than likely, it is the same lending status.
If your library moves forward with this option, it is highly recommended to create a spreadsheet to note the vendor, collection, and lending note. This spreadsheet will be used later when updating the e-collection internal description.
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An Analytics report [will be found in the shared CSU Analytics folder-Ann Roll will put the two reports needed in this folder] can be run on the POL to create a list of collections and their corresponding licenses. There are two reports that will need to be run to create a spreadsheet needed for adding the lending note to the e-collection internal description. [Will add more information about where to find the reports in Analytics]
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Ann Roll, from SDLC, said she is able help libraries with these reports, if needed.
Libraries will need to have their licenses terms of use set up and the license name in the Acquisitions and License Information section in the General tab in the Alma e-collection.
Libraries can use this report [Link to Analytics report here] to determine the lending status of the collection. After generating the report, check with either ILL staff, collection development, or ERM managers to approve the lending note status.
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Licenses with Terms of Use.
Licenses with Interlibrary loan Loan note.
License is linked to Alma collection.
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(This option is for libraries that do not have licenses term set up in the IZ but want to get started adding license terms, templates can be copied from the NZ to the IZ.)
Libraries can use those the copied templates to generate IZ licenses with the interlibrary loan status in the Terms of Use and lending notes supplied by the NZ license. The terms of use will be copied from the NZ to the IZ. Libraries may need to update these terms if local subscription terms are not the same, but in most cases, they are the same. The licenses need to be linked to the collection for the Analytics reports to work. Linking licenses to e-collections is shown in option two Option Two above.
Recommendation from SRDC/COLIN committee:
For the Rapido reports, a minimum of two fields are required in the license terms of use:
Interlibrary loan secure electronic transmission (Permitted/Prohibited; other options not needed)
Interlibrary loan note (free text; need standard language about any geographic limitations on lending)
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