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Created by Kirstie Genzel, Jessica Hartwigsen, and Ying Liu

Table of Contents

Background

Share Shared e-resources are negotiated, and in some cases paid for, by the Chancellor's Office Systemwide Digital Library Content (SDLC) department. E-collection and portfolio activations for shared e-resources are maintained in the Alma Network Zone by the Chancellor's Office Electronic Resources Manager. 

Please see the FAQ section below for more information on Shared E-Resources. 

Best practice recommendations

The chart below outlines problem reporting guidelines for various types of ERM issues, particularly as they relate to Shared E-Resources, and are intended to help you get support and a resolution to the problem as quickly as possible!

FAQ

  • Q:   What makes something a Shared E-Resource (ECC or Opt-in) vs. a local e-resource?
  • A:   The main factor that determines whether something is considered a “shared e-resource” is how it’s ordered/paid for:
  • Electronic Core Collection (ECC) e-resources are negotiated and purchased by the Systemwide Digital Library Content (SDLC) team based on decisions from the Shared Resources and Digital Content Committee (SRDC) and the Council of Library Deans (COLD), AND are paid for by the Chancellor’s Office (CO) on behalf of all 23 CSU campuses. Campuses do not contribute any of their own money for ECCs!
    • Opt-in

    to the purchase of ECC e-resources. The e-resources contained in the ECC are selected byShared Resources & Digital Content (SRDC) committee and approved by Council of Library Directors (COLD).

  • Opt-in e-resources are also negotiated and acquired by SDLC on behalf of campuses. However,

    but

    the

    CO

    Chancellor's Office does NOT pay

    using central CO

    for opt-ins using its own funds. Each campus chooses whether to “opt-in” to the available subscriptions and pay using their own

    funding. Campuses place their order(s) through SDLC and transfer money to the CO for the subscription fees instead of paying the vendor directly. SDLC then uses the funds received from “opt-in” subscribers to pay the corresponding invoice from the vendor.More information on ECC Criteria and ECC/Opt-in procedures and ECC/Opt-In Vendor Liaisons Committee (EVL)

 

  • Q:   Are “NZ Managed E-Resources” the same as “Shared E-Resources”?
  • A:   Mostly….but with a few caveats.
    • While the NZ managed e-resource activations are generally based on order information received from SDLC (for both ECC and Opt-In “shared e-resources”), any campus can choose to be added to an existing NZ e-collection at any time, even if they purchased the resource locally! The “NZ managed e-resources” are NOT restricted to just the campuses that “opted-in” and ordered through SDLC. 
    • There are also many Open Access e-collections managed in the NZ. More information on NZ Open Access Activation Criteria
    • There’s also going to be a shared Cal Docs collection in the NZ.

 

  • Q:   What about “Chancellor’s Office Managed E-Resources?” Is that the same as “Shared E-Resources?”
  • A:   This term has been used interchangeably with “Shared E-Resources” and “NZ Managed E-Resources” over the years, but its meaning has often varied depending on who you ask. Official description of this term:
    • This is an umbrella term to describe the main activities the CO is involved in related to shared e-resources (acquisitions and NZ management).
    • It does NOT mean that all aspects of these e-resources are managed centrally by the CO, especially when it comes to troubleshooting and access.
    • While the CO team is always available to assist with a number of access issues for shared e-resources (as outlined in the chart above), campuses are still responsible for the general administration of their shared e-resources beyond the acquisition and NZ activation stages. Each campus should establish and maintain their own institutional administration accounts for their e-resource subscriptions, even for Opt-Ins and ECCs! This is the only way to manage local platform configurations (i.e. OpenURL resolver, branding/logos, discovery/search settings, IP addresses, etc.) and also allows allowing for on demand access to information about their subscriptions (i.e. complete usage stats, SUSHI info, access entitlement lists, MARC records, etc.).

Examples of scenarios described in the chart above: 

Included are scenarios and answers for various troubleshooting issues for electronic resources. 

  • local funding. This collaborative acquisition of library resources allows the CSU system of libraries to leverage their buying power and minimize their administrative expenses. 

More information: Collection Development and Acquisitions Overview for Shared E-Resources (ECC and Opt-in)

Problem Reporting Recommendations

The chart below outlines problem reporting guidelines for various types of ERM issues, particularly as they relate to Shared E-Resources, and are intended to help you get support and a resolution to the problem as quickly as possible!

·         Or email Jessica Hartwigsen  directly

Alma NZ issues (portfolio linking problems, portfolio coverage dates, removing/adding portfolios, parser parameters, shared group settings, other technical issues related to the NZ….).

·         Submit an NZ ERM Problem Report Form

  • Email the Electronic Resource Manager, Jessica Hartwigsen (jhartwigsen@calstate.edu)

  • Subject Line: “NZ ERM”

Central Discovery Index (CDI

(local campus NZ

) NZ Settings - (changing your library’s NZ CDI settings)

·         **

  • Login to Alma using your NZ Alma CDI user credentials and update your library’s CDI settings as needed.

 

    • If you don’t have/know your NZ Alma CDI login credentials, contact the Electronic Resources Manager, Jessica Hartwigsen

(jhartwigsen@calstate.edu).

CDI/GTI (metadata, display, and/or linking issues from PrimoVE)

·        

Central Discovery Index (CDI)/Global Title Index (GTI) Metadata, Display, or Linking Issues

  • Check portfolio/e-collection settings in IZ/NZ.

·        

  • If the problem persists, submit a Salesforce case directly with ExLibris.

o   

Vendor indexing and/or metadata issues (incorrect indexing in a vendor’s database, article missing from particular issue, article is missing pages, incorrect metadata being passed through outgoing OpenURL link…)

·        

  • Open a local support case with the relevant vendor.

o   
.o    Copy eresourceshelp@calstate.edu on the case if desired

    • .

Technical database errors (platform outages, connection timeouts, local admin configuration settings not working, proxy issues …).

·        

  • Report on and/or check Slack to help determine if it’s a local issue or is widespread to other campuses.

·        

  • If it’s a local issue, open a local support case with the relevant vendor.

o   
o   

    • Copy

eresourceshelp@calstate
·        

  • The CO team monitors Slack and will also open cases on behalf of the consortia for widespread outages

.

 

  • , but individual campuses are welcome to open cases at any time locally as well!

Access to content is denied (your library is not being recognized as a subscribed institution – being asked to pay for content you subscribe to).

·        

  • Report on and/or check Slack to help determine if it’s a local issue or is widespread to other campuses.

·        

  • If it’s a local issue, open a local support case with the relevant vendor.

o   
o   

    • Copy

eresourceshelp@calstate
·        

  • The CO team monitors Slack and will also open cases on behalf of the consortia for widespread outages

.****

  • , but individual campuses are welcome to open cases at any time locally as well!

Generally, these types of access issues are

related to delays

caused by one of two things:

  1. Titles that you do NOT have access to are mistakenly activated.

  2. Delays in renewals, payments, or issues with vendors not processing new orders correctly (less common).

 

  1. If this is the cause, the CO team

hears about them (either via Slack or email),

  1. we will help reach out to vendors on your behalf

!

  1. to fix the problem.

Other ERM related questions about shared ECC/Opt-In resources not listed above (license terms, title lists, usage stats, content details, vendor account numbers, institutional admin accounts, etc.).

·        

  • Email

eresourceshelp@calstate

Questions about subscription pricing, renewals/orders, technical problems with Consortia Manager, and other acquisitions related questions about ECC/Opt-Ins.

·         Please email

...

When in doubt, you may also email eresourceshelp@calstateeresourceshelp@lists.calstate.edu directly and we will help you identify the best course of action and/or will help escalate your existing case!

The eresourceshelp@calstate eresourceshelp@lists.calstate.edu email reaches 3 people at the Chancellor’s Office, all of whom have various roles in the acquisition or management of Shared Consortia E-Resources: i) Jessica Hartwigsen, the Electronic Resources Manager, ii) Kirstie Genzel, the Systemwide Digital Library Content (SDLC) Program Manager, and iii) Ying Liu, Library Services Specialist in SDLC.

 

 

FAQs

 

...

FAQs

  • Q:   What makes something a Shared E-Resource (ECC or Opt-in) vs. a local e-resource?

  • A:   The main factor that determines whether something is considered a “shared e-resource” is how it’s ordered/paid for:

 

  • Q:   Are “NZ Managed E-Resources” the same as “Shared E-Resources”?

  • A:   Mostly….but with a few caveats.

    • While the NZ managed e-resource activations are generally based on order information received from SDLC (for both ECC and Opt-In “shared e-resources”), any campus can choose to be added to an existing NZ e-collection at any time, even if they purchased the resource locally! The “NZ managed e-resources” are NOT restricted to just the campuses that “opted-in” and ordered through SDLC. 

    • There are also many Open Access e-collections managed in the NZ. More information on NZ Open Access Activation Criteria

    • There’s also going to be a shared Cal Docs collection in the NZ.

 

  • Q:   What about “Chancellor’s Office Managed E-Resources?” Is that the same as “Shared E-Resources?”

  • A:   This term has been used interchangeably with “Shared E-Resources” and “NZ Managed E-Resources” over the years, but its meaning has often varied depending on who you ask. Official description of this term:

    • This is an umbrella term to describe the main activities the CO is involved in related to shared e-resources (acquisitions and NZ management).

    • It does NOT mean that all aspects of these e-resources are managed centrally by the CO, especially when it comes to troubleshooting and access.

    • While the CO team is always available to assist with a number of access issues for shared e-resources (as outlined in the chart above), campuses are still responsible for the general administration of their shared e-resources beyond the acquisition and NZ activation stages. Each campus should establish and maintain their own institutional administration accounts for their e-resource subscriptions, even for Opt-Ins and ECCs! This is the only way to manage local platform configurations (i.e. OpenURL resolver, branding/logos, discovery/search settings, IP addresses, etc.) and also allows allowing for on demand access to information about their subscriptions (i.e. complete usage stats, SUSHI info, access entitlement lists, MARC records, etc.).

Examples of scenarios described in the chart above: 

Included are scenarios and answers for various troubleshooting issues for electronic resources.