From the Executive Director, Elijah Scott
A new year, with new beginnings and endings
As I’m looking at my calendar, I’m reminded of a few lines from Dr. Seuss:
How did it get so late so soon? It's night before it's afternoon. December is here before it's June. My goodness how the time has flewn. How did it get so late so soon?
Somewhat to my surprise, it’s the end of the year, and what a year it’s been! In January of this Elijah Scott, year, we were at a major FALSC Executive Director decision point for what was at that point in time our largest project, the Integrated Library System (ILS) migration. After many meetings, conversations, and even more meetings, by February, we had reached a decision to terminate the project, leaving FALSC with one question: What do we do now? In football parlance, it was time to drop back and punt, and so we did, kicking the ILS ball back to Aleph and quickly shifting our attention to planning and implementing major upgrades. Along the way, we streamlined our integrated library system services by selecting a single discovery tool and a single mega index to support centrally, resulting in improved services and strategic use of resources.
In other areas of FALSC, the year has also brought substantial change. We’ve made major strides in our work with textbook affordability and OER, as exemplified by the OER Summit in February of this year and by our consortial membership in the Open Textbook Network. In the area of Library Support and Training, we’re offering enhanced services, such as the EZProxy project to connect data on e-resources usage with student success metrics. In Digital Services, major progress has happened on projects such as the Archon to ArchiveSpace migration and updates to Florida OJS and Islandora. In the area of E-Resources, FALSC staff did amazing work in a challenging budget year to maximize the value of a flat budget and provide the best possible resources to our members. In all areas of our work, FALSC staff have consistently gone “above and beyond” in the service of our member institutions.
Also in the theme of going above and beyond, I would like to recognize the extraordinary work done by our colleagues at Chipola College and Gulf Coast State College in the aftermath of Hurricane Michael. At the December meeting of the Members Council on Library Services, Jane Stephens (Chipola) and Lori Driscoll (GCSC) gave updates on the current status of their respective libraries and institutions. Although both institutions suffered drastic damage from the hurricane, their libraries and collections weathered the storm intact. At both institutions, the library staff have worked ceaselessly to meet the needs of their students, faculty, and staff. For many students, their college library is now their only source of internet access as well as other fundamental resources. More information about the remarkable support these two institutions are providing for their students is available on their websites. On this same topic, I’d also like to express my gratitude to EBSCO, who, at the suggestion of Roy Ziegler of FSU, has provided complimentary access to the Academic Collection of 170,000 e-book titles for Gulf Coast and Chipola during this time of recovery.
As we come to the end of December, we are scheduled to finalize the upgrade to version 23 of Aleph by December 27. We’re also expecting the ILS procurement process to begin anew very soon, which will launch another iteration of reviews and evaluations of library system platforms. All in all, 2018 was a successful year for FALSC, and we expect to continue to improve and enhance the services and resources we provide to our member libraries as we enter 2019.
With heartfelt regret, I find I must end this issue of the FALSC Update on a sad note. FALSC and FLVC sadly announce the passing of one of our dearest colleagues, Sharon Moskowitz, who passed away on Friday, December 7, after a lengthy illness. After beginning her library career at Leon County Public Library and Florida State University, Sharon joined CCLA in April 1997 as a Library Support Technician. For over 21 years, Sharon served CCLA, FLVC, and FALSC with dedication and professionalism by providing help to college and university library staff and patrons throughout Florida. Sharon truly loved the challenge of her job and working with others to solve their problems or provide them with the most pertinent information. On her LinkedIn profile, Sharon noted, “I love my job!Service desk positions are always fast-paced and challenging, but academic library staff and patrons are a delight to work with, and the constant technical change keeps things interesting.” She was cheerful, inquisitive, and always ready to take on the next new question. In her personal life, she was a devoted wife and mother, and she was active in the local theatre in Tallahassee. FALSC and FLVC staff are deeply saddened by this loss.
As we finish up another year, I would echo Sharon’s sentiment that “library staff and patrons are a delight to work with.” I couldn’t agree more, and I know that FALSC staff will continue to honor these words.
– ELIJAH SCOTT, Executive Director, Florida Academic Library Services Cooperative
Governance and Advisory Processes
MCLS Meeting Updates
The next MCLS Quarterly Meeting will be March 7 - 8, 2019, at SPC -Clearwater, FL. Registration information and agenda to come.
The Executive Committee of the MCLS will meet again on Dec. 19.
To download materials from past MCLS and Executive Committee meetings, go to FALSC.org.
Library Projects & Services
FALSC is in the process of finalizing new contracts with Elsevier, ProQuest, and De Gryuter. Purchase requisitions are being submitted and payment of invoices will continue for the next several weeks.
The CMESC will work on evaluating the statewide collection and make recommendations for 2020 in the upcoming months. FALSC will begin obtaining price quotes from vendors in January 2019, instead of waiting until July 2019. Please note this could take a few months as all vendors may not have pricing available in early 2019.
The FALSC group licensing process is almost complete. We currently in the midst of receiving round two letters, and anticipate that letters of commitment will need to be returned by January 7. We received assurance from our vendors there will be no disruptions in service.
FALSC/SUS Negotiation Team Partnership
The contract negotiation teams are still working on agreements for Cambridge Online Journals, Clarivate Web of Science, and they anticipate the Clarivate Web of Science agreement is close to being fully executed.
Library Support & Training
FALSC is facilitating an exploration of OpenAthens for authenticating library resources to replace our augment IP and EZProxy authentication. OpenAthens can best be described as a single sign on (SSO) “toolkit” that allows libraries to manage e-Resources access from a dashboard environment, as well as collect and analyze usage statistics at a granular level – by individual user ID as well as by customizable groups. Not only does it offer improvements to e-Resources management and security, but also powerful assessment tools to better ascertain the relationship of library use and student success as well as to better target e-Resources budgets. To this end, FALSC is arranging a web-based Q & A session with OpenAthens for our members to ask granular questions about the product to help decide if it might be deemed a valuable upgrade for our institutions. Meeting information will be forthcoming. Librarians especially interested in Systems, e-Resources, IT Security, or Assessment are encouraged to attend and ask detailed questions.
FALSC is bringing back the Spring Regional Meetings in April 2019 and would like to encourage staff at our member libraries to participate by presenting at your preferred location on any topics that would be of interest to other FALSC members. We are in the early stages of planning, but dates/locations are as follows:
UWF - April 2
Seminole State College - April 16
St. John's River College St. Augustine - April 18
Florida Southwestern State College - April 30
Broward College - May 2
The meetings will generally occur from mid-morning to mid-afternoon to allow for driving time and we are trying to arrange lunch at each site. A registration link will be forthcoming with only a small registration fee to cover lunch. There is a planning LibGuide with information that is being updated as planning progresses.
We are styling the meetings as “User Symposia” as we would like to achieve a mini-conference or “users group” feel with presentation contributions from our members to compliment information and presentations from FALSC staff. Presentation ideas on any areas of library service that would be of interest to FALSC users are welcome and FALSC staff would be happy to co-present if you have any idea that lends itself to such collaboration. All ideas are welcome!
Please send your presentation proposals to Brian Erb with your name, topic, institution, and at which location you would like to present.
Integrated Library Services
Aleph Upgrade to Version 23
We will begin the upgrade process on December 21 beginning at 6:00 p.m. ET. Aleph will be down from December 21 to the morning of December 27. For those libraries open during the upgrade while Aleph is down, you can use Offline Circulation in the v.23 PROD Client. For information, go to Circulation on the Aleph v.23 Upgrade LibGuide.
The Mango catalogs will be available, although patron empowerment features such as placing holds, renewing loans, real-time availability, and patron account information will be turned off when we begin the upgrade at 6:00 p.m. ET on December 21. During the downtime, all college libraries will have access to E-Resources and university libraries that have SSO will also have access to E-Resources. Please note patrons authenticating using barcode/pin on secondary “Courtesy or Library Account” logins will not.
As a reminder, both TEST and PROD clients are available for download on the Aleph v.23 Clients web page and the Aleph v. 23 Upgrade: New Features and Functionality LibGuide. You will need a valid Aleph username and password to download the executable file. REPT clients will be posted soon. Please ensure you have the PRODUCTION client installed on your workstations before leaving for Winter Break.
For Version 23 documentation and functionality workflow videos, go to the LibGuide, Aleph v.23: Features and Functionality. FALSC hosted two webinars on “Aleph version 23: New Features”, which covered the highlights of the new features in all modules. The recordings of the repeated webinar can be found on the Aleph v.23 Updgrade LibGuide.
FALSC will be hosting “Open Office Hours” on January 2, from 9-11 am ET and 2-4pm ET for any staff to ask questions about the new version.
On November 13, we hosted a webinar, “Mango Course Reserves, Digital Collections, New Books List Location Maps, Hathi Trust”. The recordings and presentation for all Mango webinars can be found on the Mango LibGuide.
Enhancements to Mango will be released on a quarterly basis. Stay tuned for announcements with more information on the additional features soon to be available.
On November 28 the IPEDS packets were emailed to MCLS representatives and the institutional reports coordinators for all FCS schools. In order to facilitate communication to all FCS institutions regarding the survey, FALSC has established a new listserv (FLVC Academic Libraries Survey Discussion List). The list will be used to send reminders of dates regarding the survey; information for specific schools will be emailed to those schools directly.
The definitions for determining how items are included come from The IPEDS Survey Material Instructions.The survey is open for institution submission and review from December 12 to March 15. If you have questions or need assistance with the materials contained in this survey information packet, contact the FLVC Help Desk.
The following EZProxy database definitions have been added/updated:
- Ovid for more colleges
- PNAS for Santa Fe College
- Safari Books Online for Palm Beach State College
Centralized Data Loads, Extracts, and Reports
SUS Aleph record counts for through November are complete. Monthly reports for FCS for November were released.
Ad hoc reports for various institutions were prepared on:
- Report of all journals in a particular collection; due to the variety of call numbers used, the Aleph reports do not provide the needed information
- Report of bibs with no 035 field, with holdings for specific location that are either BOOK or SERIAL record format
- Report of reserve room items for Provost
- Report of items with specific text in certain note field
- Report of load counts for titles in a collectin (including in the list of those that have not been loaned)
- Created a new print format for HOL records
Recent data loading projects include:
- EBSCO HLM monthly MARC updates for November
- Serial Solutions MARC updates for November
- Genload profile for ACM Books
- Deleted 6,269 FCS bibliographic records without obligations attached and were created before the current year.
- Rittenhouse PDA updates
- November GOP MARCIVE
- Credo e-Resources updates
- Gale Literary Criticism e-Resources updates
- Kanopy e-Resources updates
- FMG e-Resources updates
Florida Digital Archive
- On December 7 the Members Council of Library Services approved a motion to officially sunset the Florida Digital Archive. We will work with all current affiliates to transition their content to the location of their choice by June 30.
- All affiliates should now have a list of current packages to compare against their local preservation systems. Please contact us if you have not received your package list.
- We will be in touch with each individual affiliate shortly to discuss next steps if we have not reached out to you already.
- Institutions have received information about RightsStatements.org values through the Islandora SubGroup (ISG), and are encouraged to return completed spreadsheet reports. In January, FLVC plans to comprehensively check PALMM Islandora materials for RightsStatements.org values.
- Islandora will proceed with an upgrade in the New Year. This will include upgrades to back end software services that support Islandora, which should increase response time and decrease current reoccurring issues.
Archon to ArchiveSpace
- All librarians, archivists, and others working directly with the Archon or ArchivesSpace are encouraged to join the Archives Migration listserv: FLVC-ARCHIVES-MIGRATION@LISTSERV.FLVC.ORG. To join, email firstname.lastname@example.org and request to be added.
- A website with checklists and links to resources regarding the migration is available at http://falsc.libguides.com/ArchonToArchivesSpaceMigration.
- All libraries, other than FAU and FGCU, should be comparing records or have compared records in Archon against the test loads in ArchivesSpace. When a difference exists, options are: modify the record in Archon, request Lyrasis change an auto filled value, or decide to leave the record as is and plan to change it later in ArchivesSpace.
- At this time, FAU and FGCU have requested the final load to ArchivesSpace.
- We encourage the remaining institutions to contact us with a timeline for their final transfer.
- We expect all institutions to migrate from Archon to ArchivesSpace by March 29.
- The upgrade from OJS 2 to 3 is underway. At this time, we are still working on development servers. FLVC will then work on the test server, which will allow librarians and journal editors to see what current Florida OJ journal content will look like in OJS 3. We expect the test server to be available early next year.
- Join the Open and Affordable Learning Community for the State of Florida discussion list, FLVC-OPEN-AFFORDABLE@LISTSERV.FLVC.ORG, by subscribing.
- Register now for the 2019 OER Summit at the Sheraton Orlando North, Feb. 27-28.
- Call for Poster Presenters:
The Florida OER Summit Executive Advisory Committee is pleased to invite proposal submissions for the OER Summit 2019 Poster Session. The 2019 summit will be held February 27 and 28 at the Sheraton Orlando North (600 North Lake Destiny Rd., Maitland, FL 32751) and is designed for attendees to learn how to implement the use of OER at their college or university. Accepted posters will be featured during the evening reception of the first day.
Topics of interest for this year’s summit:
- How institutions implemented and organized OER through grants, partnerships, etc.
- Staff and Faculty OER training
- How to locate and organize library OER resources
- How to locate peer reviewed ancillaries
- Develop ancillary materials to track OER usage
- Key instructional design issues related to the development of OER courses
OER Summit: FLVC's 2019 Open Educational Resources (OER) Summit will be Feb. 27-28 at the Sheraton Orlando North.
MCLS: The Members Council on Library Services will tentatively meet March 7-8 at St. Petersburg College.
If you have any news that you would like to share in this newsletter and on our website, email us!
See Previous Updates
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University Library Reports
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Aleph Clients and Permissions
Members Council on Library Services
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Library Services Guidelines
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