FOR REVIEW ONLY: Policies, Recommendations and Best Practices
Analytics
| Policy/Recommendation | Description | Status |
|---|---|---|
| Working with NZ Analytics | Design Analytics role in the NZ Analytics instance should be extended to one user per campus | DRAFT |
Discovery
| Policy/Recommendation | Description | Status |
|---|---|---|
| 3rd Party Integration Priorities and Development Policy | Describes the make up and practices of the working group responsible for setting 3rd party integration priorities and leading development for these integrations. It addresses how requests for 3rd party integration development are submitted, considered and implemented. | DRAFT |
| Best Practices for Pipe Configuration and Publishing Schedules | Describes best practices for Primo publishing pipe configurations and schedules. It may address how changes are submitted, determined and implemented. | DRAFT |
| Norm Rule and Search Engine Configuration Procedures | Describes the make-up and practices of the working group for norm rule changes (both MARC and non-MARC data sources) and search engine (SE) configuration. It addresses how changes to norm rules and SE configuration at the installation level are submitted, determined, implemented and communicated. | DRAFT |
| Unified Discovery Name | Requests that COLD consider the adoption of a unified discovery system name. | APPROVED |
Fulfillment
| Policy/Recommendation | Description | Status |
|---|---|---|
| Default Replacement cost | Setting a default replacement cost for main stack items | NOT APPROVED |
| Eliminate daily accruing fines | Remove daily accruing fines for items residing in the main collection | RECOMMENDED |
| Allow all faculty and staff to check out local main stack items for a minimum of 1 year | APPROVED | |
| Semester long loan period for students | Allow all students to check out local main stack items for a full quarter or semester | APPROVED |
Resource Sharing
| Policy/Recommendation | Description | Status |
|---|---|---|
| Loan Period for CSU+ items | Advises a consistent loan period for CSU+ loans across all campuses | APPROVED |
| Renewals | No renewals for CSU+ items | APPROVED |
| Media Lending | Agreement for all campuses to loan media items through CSU+ | APPROVED |
| Overdue Fines | No overdue fines for CSU+ loans. Policy includes instruction for the intervals at which notices are sent and replacement fees are incurred | APPROVED |
| Loan Sequence | Encourages use of CSU+ over ILLiad or InnReach | APPROVED |
| Competing Needs | In a scenario where a local patron wants to check out material that is being paged for a CSU+ request priority goes to the local patron. | APPROVED |
| Reimbursement for Lost Books | Patron pays replacement fees to their home library, not the owning library. | APPROVED |
| Replacement Fee | Lost items charged at a flat rate systemwide. Acceptance of a replacement copy left to the discretion of local campuses. | PENDING |
| Holds and Recalls | No holds and recalls are to be placed for checked out items. Exceptions can be made for items required for course reserves and staff-mediated requests. | APPROVED |
| Course Reserves | CSU+ items are not to be placed on course reserves. | APPROVED |
| Visiting Patron | All CSU campuses should share minimal patron data to facilitate a seamless borrowing experience for the patron, regardless of what campus library they are using. | APPROVED |
| Fulfillment Response/Turnaround Time | Lending libraries will ship items within one business day where the resource sharing department is open. Requests will move to the next library in the rota if the request remains unfilled. | APPROVED |
Systems
| Policy/Recommendation | Description | Status |
|---|---|---|
| There are several functional implications related to the choice of Primary ID for Alma, particularly with regard to Shibboleth. This document outlines the rationale for campuses to choose, when possible the Employee ID (calstateEduPersonEmplID) from PeopleSoft as the Primary Identifier for External (SIS / PeopleSoft) loaded patrons. | APPROVED | |
| WorldCat (OCLC) Search External Resources for Network Zone Configuration | In order to use the "Search External Resources" function in the Alma Metadata Editor in the Network Zone, the external search profile must be set up in the Network Zone, which then makes the profile available to each institution. The NZ configuration is documented here for reference. Optionally, each institution can set up local credentials for using the Search External Resources function for importing records directly to their Institution Zone via Search External Resources. | APPROVED |
| OCLC Connexion - Alma Export Integration for Network Zone | Outlines match and merge methods, normalization, and management tags used, integration profile setup, credentials and configuration required to export from Connexion to the Network Zone (NZ) | APPROVED |
| Alma Daily OCLC Bib Record Updates & OCLC WorldShare Collection Manager | A policy / procedure document of the Tech Services Working Group Leads, with input from the joint Systems / Tech Services Working Group regarding import profiles used for daily bib updates. | DRAFT |
| Shared Import Profiles / Normalization Rules Naming Conventions | Outlines naming convention best practices to reduce confusion when sharing import profiles and normalization rules with the network zone. | APPROVED |
| Import Profiles for Loading Brief Order Records and WCP into NZ | Bibliographic records provided by vendors may contain order data to create PO lines and inventory info to populate the holdings and item records. Import profiles include specifications for loading WorldCat Cataloging Partners (WCP), including shelf-ready, bibliographic records. | DRAFT |
| The recommendation is to use "com.exlibris.repository.mms.match.uniqueOCLC" because these records are being imported from OCLC and have a OCLC number and therefore should be matched by unique OCLC identifier. The match method is set at each campus' instance of Alma. | APPROVED | |
| Recommended Merge Methods | Recommended merge methods for working with the Network Zone. | APPROVED |
| Network Zone Normalization | The normalization process, CSU Remove 029,936,938,948,984 removes the 029, 936, 938, 948 and 984 Marc fields from the NZ record. | APPROVED |
| Recommended Management Tags | Recommendations regarding the use of management tags that can be used to suppress bibliographic records from display in Primo and to synchronize holdings with OCLC. | APPROVED |
| Brief Record Level Configuration | Note: Acquisitions Task Force Document. This document describes the current configuration and default Brief Record Level rule being used in the CSU NZ account. Included here as it is relevant to Import Profiles. | APPROVED |
| Sample Authentication Scripts with Alma Users API | Many CSUs use customized scripts to enable authentication, including for ILLiad, EZProxy, and library computer login. This documents sample scripts that can be adapted for individual campus use cases. | APPROVED |
| Alma Letters Central Repository | While we understand that everyone has differing ideas of what their letters should look like, we recommend that everyone use this repository for help in editing their letters as it will provide a more cohesive look and feel for all CSU Libraries. This will make it easier for the group to troubleshoot any potential issues and provide resources for those who are not comfortable editing the letters on their own. | APPROVED |
| Alma and Bursar Integration for Exchange of User Fine/Fee Data | Some CSU libraries export user fine/fee data to campus bursar systems. Creating an automated process allows for greater efficiency and provides the opportunity for integration of online payment through a campus payment processing system. | DRAFT |
| Illiad Account Registration for New Borrowers | In order for the Illiad / Alma plugin to work, the Illiad user account must match the Primary Identifier in Alma (or at minimum must map to a designated identifier in Alma). | APPROVED |
| Illiad NCIP Plug-in Set Up Procedure | A description of best practices for installing and configuring the ILLiad NCIP plugin for integration with Alma. | APPROVED |
| Self-Check Alma Integration Best Practices | Best practices for self-check machine integration with Alma | APPROVED |
| RFID Alma Integration Best Practices | Best practices for RFID Integration with Alma | APPROVED |
Technical Services
| Bibliographic Record Policies | Description | Status |
|---|---|---|
| Requires use of OCLC as the common bibliographic utility to ensure that the records of CSU libraries can be merged and maintained with greater ease in a shared environment. | APPROVED | |
| Requires cataloging at the WorldCat level. Due to the technical architecture of the Alma NZ, changes must be entered into the WorldCat bibliographic record or they will be lost when the Alma record is overlaid. | APPROVED | |
| Policy sets outs principles regarding working in the Network Zone that CSU libraries must follow (NZ as the shared bibliographic environment, avoid adding duplicate records, and types of records to be excluded from NZ). | APPROVED | |
| The purpose of a floor standard for bibliographic records is to specify minimum standards for completeness, providing CSU libraries expectations on quality and reducing the need for editing and re-editing of records. | APPROVED | |
| Mandates the use of separate bibliographic records for each format of a single title (print vs. electronic). Libraries are not required to convert migrated records using single-record approach. | APPROVED | |
| Overlaying Bibliographic Records in Alma | Policy and methods for replacing (overlaying) individual bibliographic records in Alma with records exported from OCLC Connexion client or brought into the Network Zone (NZ) from daily OCLC loads. | APPROVED |
| Overlaying Brief Bibliographic Records in the Network Zone | Policy ensures CSU libraries do not introduce duplicate records to the Network Zone. | APPROVED |
| Provider-Neutral Records & Use of Database-Level Records | Recommends the use of Provider-Neutral records for electronic resources to eliminate proliferation of records describing essentially the same content. | APPROVED |
| Outlines the overarching principles regarding working in the Network Zone that CSU libraries must understand. | APPROVED | |
| Alma Brief Record Level Configuration | Alma supports 10 levels (often referred to as “Encoding Levels”) of brief bibliographic records. This policy, adapted largely from the Orbis Cascade Alliance, requires a Brief Bib Level of "06" for records in the NZ, and recommends the same for records in the NZ. | |
| Operational Policies | Description | Status |
| Bound-withs | Mandates CSU libraries use the standard method for bound-withs to ensure linking information is stored in the Institution Zone and immune from overlay. Host bibliographic records in the Institution Zone should be suppressed. | APPROVED |
| CKB Descriptive Records for Shared Electronic Collections | Mandates suppression of bibliographic records (descriptive records) from Central KolwedgeBase (CKB) for shared electronic collections from discovery. | APPROVED |
| Deleting Network Zone Records without Inventory from an IZ | Ensures operators working in an Institution Zone do not delete Network Zone records that appear to be without inventory, but in fact may be linked to bound-with titles in a local Institution Zone. | APPROVED |
| In-Process Brief Bibliographic Records & Minimum Acquisitions Data | Defines minimum acquisitions data elements for order records and mandates that in-process brief bibliographic records for orders be created or imported to the Network Zone. | APPROVED |
| Requires the use of English as the 'Language of Cataloging' in MARC records. CSU libraries should not use OCLC records with a 'Language of Cataloging' other than English for acquisitions or cataloging. | APPROVED | |
| Local Fields | Defines use of "local bibliographic extensions" to protect local data. To be used in conjunction with the procedures Local Fields in Alma & Primo. | APPROVED |
| Managing E-Collections in Alma: CZ Records vs Vendor-Provided Bibliographic Records | CSU Libraries should manage e-collections via the CZ, if available, in lieu of loading vendor-provided bibliographic records in the NZ. | APPROVED |
| Numeric Character References | Governs the use of Numeric Character References in MARC cataloging records in OCLC (and hence Alma). All settings for Alma should be UTF-8 Unicode. | APPROVED |
| Ordering Using the Network Zone | Recommends using NZ records for ordering materials that will ultimately be shared in the NZ. | APPROVED |
| Retaining and Deleting MARC Fields in OCLC Records | Catalogers must retain all MARC fields in OCLC records when exporting from Connexion with the exception of the 029 field, which must be deleted. | APPROVED |
| Suppression of Records for Physical Inventory | Mandates that CSU libraries should suppress records at the holdings level only, not at the bibliographic level. | APPROVED |
| Withdrawals | Policy governing the withdrawal of physical items in Alma. CSU libraries are required to follow the procedures as outlined in this policy. | APPROVED |
| Best Practices, Procedures & Workflows | Description | Status |
|---|---|---|
| Alma Brief Record Level Configuration | Describes the current configuration and default "CSU Brief Level Rule" to be used. | APPROVED |
| Alma Daily OCLC Bib Record Updates & OCLC WorldShare Collection Manager | Describes WorldCat Collection Manager that is used to create the daily files of new and updated WorldCat records for CSU libraries, and the Alma NZ import profiles to be used to load the updated records into the NZ. | APPROVED |
| Bound-withs: Creating a Host Bibliographic Record | Procedures for creating a host bibliographic record for bound-withs. To be used in conjunction with the Policy: Bound-withs. | APPROVED |
| General outline of procedures for cataloging e-book packages (collections) and single e-book titles (portfolios). Procedures apply to both e-book and e-media packages and single titles. | APPROVED | |
| Create a Set of All Bound-with Records | Creating a set of all bound-with records in Alma is a necessary first step for two potential clean-up processes: 1) when cleaning up bibliographic records that don’t have inventory attached, bound-with constituent records should be excluded, and 2) determining whether any migrated bound-with records failed to link. | APPROVED |
CSU Migration of Local Bibliographic Data to Alma Local Extensions | Identifies local fields to be used as local extensions, mapping of local fields for migration of local bibliographic data to ensure data is protected, and procedure for marking local fields for migration. | APPROVED |
| Brief procedures for deleting 029 field(s) from OCLC records. | APPROVED | |
| Deleting Network Zone Records without Inventory from an IZ (Best Practices) | Best practices recommendations to ensure operators working in an Institution Zone do not delete Network Zone records that appear to be without inventory. | APPROVED |
| Digital bookplates | Best practices for adding digital bookplates in bibliographic records. | APPROVED |
| Best practices, policies and procedures for Electronic Resource Management | APPROVED | |
| Fixing Broken Bound-with Links in Migrated Records | Instructions for fixing broken bound-with links in migrated records using normalization rules and create sets functionality in Alma. | APPROVED |
| Provides clarification as to what can be edited in OCLC master records by member institutions. | APPROVED | |
| Document outlines brief steps describing the process for each institution to analyze their multi-match report after final data load and assess if re-importing records process is required. | APPROVED | |
| Document provides relevant MARC values to identify resource types. The list of resource types were selected as the “facets” to represent resource types in Primo. | APPROVED | |
| Import Profiles for Loading Brief Order Records and WCP into NZ | Procedures and settings for importing MARC records provided by vendors into the NZ. This document will specifically discuss using YBP/Gobi but the considerations and setup will apply to other vendors. It also describes the match settings to use when importing MARC records with or without OCLC numbers. | APPROVED |
| Local Fields in Alma & Primo | Provides best practices for adding local fields in Alma. Provides a list of local fields in Alma and Primo and decisions about the display of local data. To be used in conjunction with the policy Local Fields. | APPROVED |
| Marcive Gov Docs: Documents without Shelves | Recommendations for a consortium subscription and management of Documents without Shelves centrally in Alma. | APPROVED |
| Numeric Character References (Best Practices) | Provides best practices for dealing with numeric character references in records using non-Latin scripts. | APPROVED |
| Local Field for Course Reserves (Restricted) | Recommends use of default-system local field (999) to encode course reserves restricted resources (personal copies). | APPROVED |
| Overlaying Bibliographic Records in Alma (Procedures) | Detailed procedures for overlaying records in Alma Network Zone. To be used in conjunction with the Policy: Overlaying Bibliographic Records in Alma. | APPROVED |
| Publishing to OCLC | Procedures for setting up a Data Sync Collection (WorldShare Collection Manager) and configuring Alma in support of "publishing to OCLC" functionality. | APPROVED |
| Identify MARC fields in OCLC master record that should be suppressed from display in Primo (e.g., foreign language subject headings, FAST headings, local notes input by Library of Congress, etc.) | APPROVED | |
| Suppression of Records | Brief procedures for suppressing records in Alma. | APPROVED |