FOR REVIEW ONLY: Policies, Recommendations and Best Practices

Analytics

Policy/RecommendationDescriptionStatus
Working with NZ AnalyticsDesign Analytics role in the NZ Analytics instance should be extended to one user per campus

DRAFT

Discovery

Policy/RecommendationDescriptionStatus
3rd Party Integration Priorities and Development PolicyDescribes 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 SchedulesDescribes 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 ProceduresDescribes 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 NameRequests that COLD consider the adoption of a unified discovery system name.

APPROVED

Fulfillment

Policy/RecommendationDescriptionStatus
Default Replacement costSetting a default replacement cost for main stack items

NOT APPROVED

Eliminate daily accruing finesRemove daily accruing fines for items residing in the main collection

RECOMMENDED

One year loan for faculty and staff

Allow all faculty and staff to check out local main stack items for a minimum of 1 year

APPROVED

Semester long loan period for studentsAllow all students to check out local main stack items for a full quarter or semester

APPROVED

Resource Sharing

Policy/RecommendationDescriptionStatus
Loan Period for CSU+ itemsAdvises a consistent loan period for CSU+ loans across all campusesAPPROVED
RenewalsNo renewals for CSU+ itemsAPPROVED
Media LendingAgreement for all campuses to loan media items through CSU+APPROVED
Overdue FinesNo overdue fines for CSU+ loans. Policy includes instruction for the intervals at which notices are sent and replacement fees are incurredAPPROVED
Loan SequenceEncourages use of CSU+ over ILLiad or InnReachAPPROVED
Competing NeedsIn 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 BooksPatron pays replacement fees to their home library, not the owning library.APPROVED
Replacement FeeLost items charged at a flat rate systemwide. Acceptance of a replacement copy left to the discretion of local campuses.PENDING
Holds and RecallsNo 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 ReservesCSU+ items are not to be placed on course reserves.APPROVED
Visiting PatronAll 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 TimeLending 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/RecommendationDescriptionStatus

Primary ID in Alma

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 ConfigurationIn 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 ManagerA 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 ConventionsOutlines 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 NZBibliographic 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

Recommended Match Methods

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 MethodsRecommended merge methods for working with the Network Zone.

APPROVED

Network Zone NormalizationThe 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 APIMany 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 RepositoryWhile 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 DataSome 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 BorrowersIn 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 ProcedureA description of best practices for installing and configuring the ILLiad NCIP plugin for integration with Alma.

APPROVED

Self-Check Alma Integration Best PracticesBest practices for self-check machine integration with Alma

APPROVED

RFID Alma Integration Best PracticesBest practices for RFID Integration with Alma

APPROVED


Technical Services

Bibliographic Record PoliciesDescriptionStatus

Bibliographic Utility

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

Cataloging at the WorldCat Level

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

Alma Network Zone

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

Floor Bibliographic Standards

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

Single vs. Separate Records

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 AlmaPolicy 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 ZonePolicy ensures CSU libraries do not introduce duplicate records to the Network Zone.

APPROVED

Provider-Neutral Records & Use of Database-Level RecordsRecommends the use of Provider-Neutral records for electronic resources to eliminate proliferation of records describing essentially the same content.

APPROVED

Working in Alma and the Network Zone

Outlines the overarching principles regarding working in the Network Zone that CSU libraries must understand.

APPROVED

Alma Brief Record Level ConfigurationAlma 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 PoliciesDescriptionStatus
Bound-withsMandates 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 CollectionsMandates 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 IZEnsures 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 DataDefines 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

Language of Cataloging

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 FieldsDefines 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 RecordsCSU Libraries should manage e-collections via the CZ, if available, in lieu of loading vendor-provided bibliographic records in the NZ.

APPROVED

Numeric Character ReferencesGoverns 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 RecordsCatalogers 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 InventoryMandates that CSU libraries should suppress records at the holdings level only, not at the bibliographic level.

APPROVED

WithdrawalsPolicy 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 & WorkflowsDescriptionStatus
Alma Brief Record Level ConfigurationDescribes the current configuration and default "CSU Brief Level Rule" to be used.

APPROVED

Alma Daily OCLC Bib Record Updates & OCLC WorldShare Collection ManagerDescribes 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 RecordProcedures for creating a host bibliographic record for bound-withs. To be used in conjunction with the Policy: Bound-withs.

APPROVED

Cataloging E-Book Packages and Single Titles

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

Deleting MARC Fields in OCLC Record

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 bookplatesBest practices for adding digital bookplates in bibliographic records.

APPROVED

Electronic Resource Management (ERM)

Best practices, policies and procedures for Electronic Resource Management

APPROVED

Fixing Broken Bound-with Links in Migrated RecordsInstructions for fixing broken bound-with links in migrated records using normalization rules and create sets functionality in Alma.

APPROVED

Guidelines for Editing WorldCat Master Records

Provides clarification as to what can be edited in OCLC master records by member institutions.

APPROVED

How to Link Records to NZ that Multi-matched with NZ-CZ Records

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

Identification of Resource Types from MARC Bibliographic Records

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 NZProcedures 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 ShelvesRecommendations 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 OCLCProcedures for setting up a Data Sync Collection (WorldShare Collection Manager) and configuring Alma in support of "publishing to OCLC" functionality.

APPROVED

Suppression or Display of MARC Fields in OCLC Records in Primo

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 RecordsBrief procedures for suppressing records in Alma.

APPROVED