FALSC UPDATE

FROM THE EXECUTIVE DIRECTOR

AUGUST 2017

See the curtains hangin' in the window, in the evenin' on a Friday night
A little light a-shinin' through the window, lets me know everything is alright
Summer breeze, makes me feel fine, blowing through the jasmine in my mind

Elijah Scott

Maybe you recognize those lyrics, but in case not, in 1972, Seals & Crofts released "Summer Breeze," which quickly rose to peak at No. 6 on the Billboard pop singles chart for that year, and which still ranks at No. 13 in Rolling Stone's "Best Summer Songs of All Time."

Coincidentally, I was also released in 1972, and even though I've never made it onto any of Billboard's charts (a complete and total lack of musical talent likely being to blame), I have always felt a dreamy appreciation of this summer ballad. Listening to the relaxed melody always takes me back to a childhood in the mountains of East Tennessee, where windows opened to soft summer breezes, and easy summer afternoons seemed to last forever.

Alas, summer never lasts forever, so I hope that many of our library colleagues across the state of Florida are enjoying some well-deserved vacation time. In my experience in academic libraries, summer was always the time to catch up on all of the projects that I couldn't quite get to in the flurry of activities of the spring semester. Here at FALSC, we're continuing to work on major projects, including the ongoing ILS implementation, preparations for our next major round of e-licensing, ongoing development for digital archives and digital preservation, along with our non-stop activities through our Help Desk and other areas of library support.

One current activity at FALSC that seems appropriate for summer is our work to market OAK – Online Access to Knowledge – as our new branding for the ILS. Oak trees are especially appreciated on a warm summer’s day, when cooling shade can be found beneath their spreading boughs. We’re currently designing a full suite of marketing materials for our member libraries who choose to use OAK in conjunction with the new ILS. Keep an eye out for more information on OAK over the next couple of months.

As we look ahead toward the end of summer, don’t forget that we’re hiring! FALSC is currently accepting nominations and applications for three key roles: Director of E-Resources, Director of Library Support and Training, and Director of Digital Services and OER. Each of these positions offers a unique opportunity to lead innovative initiatives to improve the resources and services that we offer to students, faculty, and staff across our state. Priority will be given to applications received by Sept. 1, so if you know professionals in our field who would be interested, please direct them to the FALSC website for more information.

Sweet days of summer, the jasmine's in bloom
July is dressed up and playing her tune

Inevitably, that tune ends, and August is upon us. I hope you have all had a chance to enjoy some sweet days this summer! The beginning of the fall semester is just around the corner, and all of us at FALSC are looking forward to working with all of you for another successful academic year.

– ELIJAH SCOTT, Executive Director, Florida Academic Library Services Cooperative

 

Governance and Advisory Processes

 

MCLS Executive Committee – June 21

The Executive Committee of the Members Council on Library Services met by conference call on June 21. Members discussed filling vacancies on the Collection Management and E-Resources Standing Committee and the Digital Initiatives Standing Committee, the establishment of two new standing committees as requested by FALSC Executive Director Elijah Scott, recommendations regarding MCLS Operating Procedures, follow-up items from the May 24 meeting of the Members Council on Library Services, and plans for upcoming meetings. The committee also heard updates on the ILS implementation project, the Legislature and budget, and FALSC hiring.

The Executive Committee meets next on Aug. 16.

 Find agendas and minutes for past Executive Committee and MCLS meetings here.

 

Members Sought for 4 Standing Committees, Including 2 New Ones

Serving on an MCLS standing committee is an excellent opportunity for professional growth and development, and there are currently such opportunities on four committees, including two new ones that are just being established. The deadline for nominations and applications for the open committee positions has been extended from July 31 to Aug. 18.

MCLS Chair Kathleen Miller outlined the open positions in a July 11 email to the Members Council:

  • Collection Management and E-Resources Standing Committee: Term begins immediately and ends Dec. 31, 2018
    • SUS vacancy, seeking applicants from all SUS institutions
  • Digital Initiatives Standing Committee: Term begins immediately and ends June 30, 2018
    • Vacancy, seeking applicants from all FCS and SUS institutions
  • Library Assessment Standing Committee: Number of members and terms to be determined   
    • Seeking applicants from all FCS and SUS institutions
  • Textbook Affordability and OER Standing Committee: Number of members and terms to be determined
    • Seeking applicants from all FCS and SUS institutions

For anyone interested in applying for any of the committees: A completed application must include signatures from the applicant’s Campus Library Administrator and from her or his institution's Members Council Representative. Current committee members may apply for reappointment. Send applications to Standingcommittee@flvc.org

Download a Standing Committee Application (Word)

Download Committee Descriptions (PDF)

Please save a downloaded application form to your desktop, then open and complete the saved copy. 

 

Details on the Two New Standing Committees

The Library Assessment Standing Committee (LASC) will:

  • Assist and advise the FLVC MCLS regarding methods and tools for library assessment to be used in Florida’s public colleges and universities.
    • Create a centralized repository to house examples of best practices for assessment methods and activities
    • Identify and promote examples of effective library assessment methods
    • Create a shared repository of examples of library assessment practices for SACS and other accreditation
  • Provide recommendations to the MCLS for resources and activities to support assessment in all FLVC libraries.
  • Provide regular reports to the MCLS.

The Textbook Affordability and OER Standing Committee (TAOSC) will:

  • Assist and advise the FLVC MCLS regarding creation, development, adoption, and use of affordable textbooks and OER in Florida’s public colleges and universities.
  • Collaborate with the Digital Initiatives Standing Committee (DISC) and Collection Management and E-resources Standing Committee (CMESC) to use existing digital platforms, initiatives, and e-resources collections in support of textbook affordability and OER.
  • Identify and share current trends and best practices in textbook affordability and OER, with an emphasis on the role of the academic library.
  • Provide recommendations to the MCLS for resources and activities to support textbook affordability and OER initiatives in all FLVC libraries.
  • Provide regular reports to the MCLS.

The number of members and term length for each of the new committees are being determined. Members are nominated by MCLS deans and directors, with representation from colleges and universities. A FALSC staffer will serve as an ad hoc member for each group. The Textbook Affordability and OER committee also will include a member from the Distance Learning and Student Services (DLSS) office of FLVC. Nominated members will be reviewed and approved by MCLS Executive Committee.

 

Sierra/Encore Duet Implementation

A NOTE ON WIKI ACCESS: Many items in this section refer readers to wikis for more information. Since there is proprietary information on the wikis, a generic password is required to view content. Access is available to staff at Florida’s public higher-education institutions. Please contact your local ILS Coordinator or the Help Desk, help@flvc.org or (877) 506-2210 (toll free), to request login information.

 

Project Status and Next Steps

Library and technology staff from the Florida Academic Library Services Cooperative (FALSC), Florida Virtual Campus (FLVC), system vendor Innovative Interfaces, and the colleges and universities are moving ahead on an agreed-upon timeline with development and testing for the implementation, which is scheduled to Go Live in July 2018.

Testing of the newest beta versions of the ILS and discovery tool software, Sierra 3.2 and Encore 4.6.2., has been under way on our project servers for several weeks. The Production server became unavailable July 26 as Innovative began a fresh reload of millions of records from the colleges and universities, and will remain unavailable for testing and changing data until the reload is complete, on Sept. 30. Workflow testing and changing data continues on the Sierra Test and Training servers, and on the union statewide Encore Test suite.

On Aug. 30, the Test server will be loaded with a new version of the Sierra software, 3.3 Beta. Check the status and availability of the servers at any time on the project wiki.

FALSC and FLVC staff and Innovative are currently working through a list of 21 development issues that are scheduled to be resolved by December. Twelve of those issues are resolved – firmly scheduled, delivered, or closed. Other issues will be addressed in upcoming software releases throughout the remainder of the year.

Other recent work includes:

  • Reconfiguration of acquisitions data and holdings records for several libraries that want multiple accounting units
  • Ongoing EBSCO harvest of bib records from FALSC Test Server into EDS
  • Initial creation of staff user accounts
  • Continued discussions with Innovative and the libraries for Authentication setup
  • Production Verification Test Plan for the October testing and review
  • Patron data migration and ongoing patron loads meetings with Innovative
  • Continued discussions with Innovative on necessary requirements for OAI-PMH Harvesting

For more details on current project status, please see the newest edition of the Sierra/Encore Duet Implementation Update newsletter on FALSC.org, or visit the project wiki.

 

Opportunities for Participation

Discuss! Library staff who aren’t already involved with the implementation are encouraged to join a Discussion Group to offer feedback on the new ILS. For those unfamiliar with the project’s Organizational Framework, there are eight Working Groups directly involved in helping develop various areas of new ILS. Each of those has a corresponding Discussion Group following and commenting on the work. The Discussion Groups are a great way to monitor developments in areas that interest you, and offer library staff a chance to weigh in on specific aspects of the implementation – Acquisitions/Serials, Cataloging/Authorities, Circulation/Resource Sharing, Discovery Interface, E-Resource Management, Joint Use, Systems, and Training. To learn more or find links to sign up, visit the Discussion Groups page on FALSC.org.

Put that training to work: Library staff who have been through training can begin reviewing data and practicing workflows on Sierra Test. After the reloading process on the Production server is completed Sept. 30, trained staff can access that server to review, test, and customize local loan policies, review records, and customize templates and other functions in the new system.

Brush up on the system: For the first time in months, there is no active in-person training to talk about, and there won’t be until refresher classes start in Spring 2018. Right now, we encourage staffers to review the documentation and recordings accessible on the Training Tracks wiki.

 

Staying Informed

There are many paths for finding more information about the ILS project:

  • The Sierra/Encore Duet Implementation Wiki, which includes links to training recordings and to wikis for the Working Groups, Implementation Team, ILS Coordinators, and ILS IT Contacts
  • The monthly Sierra/Encore Duet Implementation Update newsletter, which is sent via Listservs to all library staff and posted on this website
  • This website's ILS Implementation section, including Information Technology pages intended to help library staff communicate with institutions’ IT departments. 

 

Other Library Projects

E-Resources

Since our last update, the budget has been signed by the governor, and our allocation for the 2018 statewide collection of e-resources is unchanged, as expected. FLVC has agreed once again to supplement the budget for e-resources with a contribution of $245,000. This will allow the FCS collection to remain intact, while the universities will face a shortfall. The CMESC has made a recommendation on the necessary cut to meet the budget, and it has been voted on and approved by the university representatives of the Members Council. So barring any last minute changes or recommendations by the CMESC, the statewide collection of resources should be set for 2018. FALSC will begin to request pricing from vendors next month.

The FALSC group licensing process will kick off next month. In this process, FALSC will act as agent on behalf of institutions wishing to join a shared license, using local funds, in order to take advantage of group participation discounts and single invoicing. We are scheduling webinars that will set expectations for the process, and they are likely to be held in the last week of August. The survey of interest will go out Sept. 1. Look for more information soon. 

 

Centralized Data Loads, Extracts, and Reports

SUS Aleph record counts for May and June are complete.

FCS annual reports have been released. Ad hoc reports for various institutions were prepared on:

  • Listing of accounts from Aleph for use in creation in Sierra
  • Items with data in enumeration A or B
  • List of ISSN in PER collection
  • Active items on suppressed HOL records
  • PDA01 list of titles in JStor
  • Extracted a MARC file to send to Bowker
  • List of items in 4 specific collections
  • Reviewed ARROW circulation reports for specific collection
  • Report of all titles in vocational guidance
  • Assisted college in producing report of large part of a damaged collection
  • Items without call numbers (excluding eBooks)
  • All titles with subject ‘graphic novels’
  • Report of items with call number type that is not LC
  • Report of items with a temporary location set

Recent data loading projects include:

  • Periodic loads: Ebook Central, Overdrive, Credo, Rittenhouse, FMG, Springer
  • July loads: SUS GPO and Serials Solutions e books
  • MARCit! load for July for USF
  • Serial Solutions load for July for FAMU, FGCU, FIU, FSU & UF
  • Added vendor One Click Digital for IRC, JSTOR for MJC , Kanopy PDA plan for PKC, Ovid for GCC, FMG PDA for UCF
  • all colleges and universities migrated from EBL & eBrary to Ebook Central
  • Completed CRCnetBASE eBook PDA load for FIU
  • Completed Films on Demand PDA load for UCF
  • LC authority loads complete through 1728
  • RAPIDILL Yearly Book Chapters Update: Done for all participating SUS libraries (Florida Poly not a participant)
  • FCS annual borrower purge complete
  • Periodic subscription loads: Ebook Central, Overdrive, FMG, Springer
  • PDA Updates: YBP, Ebook Central, Kanopy, Wiley, Harrassowitz
  • Genload profiles were created for UCF Sage, USF Cambridge, USF Alexander Street Music Reference

In other work:

  • PDA records for Primo were fixed to show unique IDs.
  • Batch extract of bibs/holdings were sent to EBSCO for Gulf Coast State College to test EDS displays.

FALSC also extracts data from Aleph, on regular schedules, for shipping to outside parties (e.g., institutional financial systems, third-party discovery systems). 

 

Digital Services

Islandora:

  • Status of the Florida Islandora Institutional Repository Transformation (FLIIRT) project: FLIRT builds on Islandora and includes extra tools for better presenting and representing faculty and student research. For institutions new to Islandora, basic tools for uploading PDFs and sharing out metadata are already available today on all sites. For institutions interested in exploring the new software development, a test site with all institutional repository software development installed is available at https://ir-test.digital.flvc.org and basic instructions for the software are available at https://fliirt.wiki.flvc.org/wiki/index.php/FL-Islandora_IR_Documentation. The new functionality relates to things like new embargo functionality, authority control for author names, better statistical reports, and better metatags for search engine optimization. Most software development was completed in Fall 2016, and now as institutions incorporate FLIIRT code into their Islandora sites instructions and best practices are being developed. Any institution can request an account on the test site to explore new functionality. Email the Help Desk for assistance. At this time, the FLIIRT project is focused on working with individual institutions to do builds and develop best practices for using the new software. Some modules have begun moving to production sites
  • Islandora statistics: As the end of the fiscal year passes, and libraries prepare annual reports, here is information on how to get statistics for an Islandora site. All Islandora sites are set up with Google Analytics collecting information about users. Access to Google Analytics is shared out to any librarian who needs the access with regard to statistics for your institution’s site, but not with regard to PALMM Islandora statistics. Instructions on pulling reports are posted to the Florida Islandora Guides (FIG) wiki at https://fig.wiki.flvc.org/wiki/index.php/Using_Google_Analytics_with_FL-Islandora. For assistance in pulling reports, or to get set up with access to pull reports, email help@flvc.og .
  • Status of batch MODS updates in Islandora project: This project was not begun and is still on hold, because programmers are instead assisting with the ILS launch.
  • Islandora forms with fields new to MODS 3.6: A code review should be completed by September. At that time, new form fields can go out on sites. 

Florida OJ:

  • Migration services are available for journals wishing to move back issues into Florida Online Journals (Florida OJ). In order to receive migration services, a journal should have articles already in digital form (pdf, docx, txt, etc.), should have basic information about each article (at a minimum title and list of authors for each article), and should be able to provide staffing or volunteer time to assist with quality control of uploaded back issues.
  • In June and July, FLVC complete an initial load of back issues for the Proceedings of the Florida State Horticultural Society. This journal has run continuously since 1888, and 10,008 articles are now available through Florida OJ. In the coming months, FALSC will work with the journal to check loads and make any necessary changes. This spring, FLVC worked with the journals Tropical Lepidoptera and Holarctic Lepidoptera to migrate back issues to Florida OJ.
  • Florida OJ continues to run on Open Journal Systems (OJS) 2.4.8. OJS 3.0 was released in Fall 2016, but does not yet support embargoes. Once OJS 3 includes this required functionality, FLVC will plan for an upgrade of Florida OJ.
  • In June 2017, Florida OJ experienced significant downtime during business hours. This was related to an inefficient SQL query when responding to OAI-PMH requests. The response is related to information about deleted items, and the problem started when a staging area was deleted and there were suddenly a large number of deleted item records. FLVC has disabled the ability to share out records by OAI-PMH pending a code fix. There is currently a code fix on the development server, and that is ready for testing and then can be moved out to Florida OJ. It is anticipated OAI-PMH will be enabled again by September. Downtime affected the system for about a two-week period in June. At this time, with OAI-PMH disabled, this issue does not affect performance on the site.

Florida Digital Archive:

  • The Florida Digital Archive Survey was completed, and a report is being compiled based on user responses. Thanks to all for your thoughtful responses.
  • A major storage disk refresh project is well under way. This involves copying of all disk archival masters to new storage hardware and a set of checks to ensure that all migrated copies are correct and complete. 

Archon/ArchivesSpace:

  • The ArchivesSpace Working Group met on June 29.

Professional involvement:

  • Amanda Yesilbas attended the Annual Meeting of the Society of American Archivists (SAA), July 23-29 in Portland, Ore.
  • Wilhelmina Randtke presented with Matt Hunter (FSU) on “Collecting Collections: An Overview of two recent Florida digital collections” at the 2017 Southeast Florida Library Information Network (SEFLIN) Regional Conference, July 27 in Miami.

 

We Want Your News!

We’d like to make FALSC.org a prime source for news on the libraries and library staff of Florida’s public colleges and universities. To that end, please email us your items! No need to write a whole article – short news tips are fine. We would appreciate information on hires, promotions, presentations, publications, awards, notable library initiatives and events, renovations and building projects, and other items of interest that you would like to share.

Your news may be shared in FALSC’s newsletters and on Facebook, and will be posted on FALSC.org in one of two spots:

People in the News

Institutions in the News

Over the coming months, we plan to do a little redesigning of the website’s news display to give items more prominence on the Welcome page and elsewhere. We will be happy, however, to get your news right now.

Send in news

 

Help Desk Hours

Beginning Aug. 5, the Help Desk will offer email and chat support on Saturdays from 9 a.m. to 6 p.m. EDT. Our new hours of operation, all times EDT:

• Mon.-Thurs., 8 a.m.-8 p.m.

Friday, 8 a.m.-5 p.m.

Saturday, 9 a.m.-6 p.m.

Sunday, closed

Visit our recently redesigned Help Center website at https://www.flvc.org/help-center.

 

Staff Update

Susan Rodgers recently joined the FLVC team as an Administrative Specialist, primarily providing support for FALSC. Susan brings with her a strong background in administration in state and government agencies, including higher education. She will be helping out with our meetings and events, so please say hello to Susan at the next MCLS meeting if you attend.

FALSC is in the process of interviewing candidates for an open Library Services Analyst position in the Gainesville office, and we hope to have a person in place soon.

Three FALSC leadership positions also are open, with applications and nominations requested by Sept. 1 for preference in consideration. As FALSC Executive Director Elijah Scott would tell you, help is very much wanted! If you’d like to apply or make a nomination, please do. For more information, see the position “Profiles” on the website of search firm Myers McRae:

 

Upcoming Events

Help make Florida a leader in using open educational resources (OER). The first-ever Florida OER Summit, scheduled for Sept. 7-8 in Daytona Beach, will feature an impressive roster of national and campus leaders involved in driving and defining OER strategy and initiatives, and is intended to help participants explore the potential for systematic implementation of OER programs. We hope to see many library colleagues there. For a full line-up of speakers or to register, visit https://www.flvc.org/oersummit.

The MCLS will meet Sept. 13-14 at New College of Florida, Sarasota, and Dec. 7-8 at FLVC headquarters, Tallahassee.

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