Instructions for creating licenses, updating license terms of use, and adding the RapidILL Lending Note to collections.
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When sharing our electronic holdings with Rapid ILL, we are required to include lendable statuses to ensure the items we own are permitted to lend per our vendor licenses. This was a process that already existed, it was previously at the backend of the RapidILL process. Now the lendable status is required at the beginning of the process in Alma.
Licenses may or may not mention "resource sharing" or "Interlibrary Loan". We need to know what the license allows. RapidILL distinguishes between 3 lending policies or Lendable Statuses.
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· LendableInternational: Lendable to all RapidILL libraries worldwide.
Note: If there is no language about "resource sharing" or "interlibrary loan" in the license, the assumption is "LendableInternational" would be acceptable -- not limiting Interlibrary loan in any way.
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Use online spreadsheet to determine RapidILL lending note for IZ licenses.
Run analysis report for collections with existing linked license terms to determine RapidILL lending note.
Create IZ licenses with InterlibraryLoan Terms of Use from NZ and determining determine the lending note needed for RapidILL. Doing this option also allows for a report to be run.
Pick the best option that will work for the library to begin this project. 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. 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 in the Internal Description. 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.
First Option:
(This option is for libraries that do not have license terms and have no plans of adding them.)
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.
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.
Second option:
Some (This option is for libraries that already have licenses with license terms set up in Alma and mapped to the corresponding collection in their IZ.)
An Analytics report [will be found in the shared CSU Analytics 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.
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Third option (longer term project):
If (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 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 above.
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