November, 2015

Image for Monthly Updates

Lucy Harrison


Organizational Updates


FLVC is continuing to work on standing up the new Florida Academic Library Services Cooperative (FALSC), a process that will continue through discussions with the Members Council on Library Services (MCLS), FLVC/FALSC leadership, and Executive Advisory Council. Efforts will culminate with the hiring of a permanent Executive Director of FALSC in 2016. 
The new FALSC web presence (libraries.flvc.org) will continue to be refined based on your feedback, and as we continue to fully stand up the organization. We are working on internal organizational changes that will better reflect the status of the new organization within the larger Florida Virtual Campus/Complete Florida Plus Program.
Governance and Advisory Processes
The Executive Committee of the Members Council on Library Services met via conference call on October 21, 2015. The main purpose of the call was to debrief from FALSC’s planning meetings with Kate Nevins (see next item, below), update on Next-Gen ILS negotiations, and provide input on the draft framework for Next-Gen ILS planning and implementation. The Executive Committee suggested that the Next-Gen ILS Negotiation Team and Workgroup provide an overview of its planning assumptions as they enter the negotiation process, to ensure a common understanding among the MCLS. 
The next meeting of the Executive Committee is scheduled for November 18, 2015, from 2:30-4:00 p.m. ET. The next meeting of the MCLS is scheduled for December 9 – 10, 2015, at the University of North Florida in Jacksonville. Once approved, agendas, meeting packets, and minutes for all MCLS and Executive Committee meetings are available here.
“Engaging for the Future” FALSC Planning Meetings with Kate Nevins
Thank you to everyone who participated in the “Engaging for the Future” discussion forums October 14-16, 2015. This was an opportunity for library administrators and key staff to provide input into the standing up of FALSC. Meetings were held in two in-person locations (Lake Worth and Gainesville) and as a virtual forum. Kate Nevins is now finalizing a report on the sessions. Those reports will be shared with you prior to the December MCLS meeting. Kate will be present at that meeting and will facilitate a discussion of the report and identification of action items. 
IT Strategic Planning Working Group
We are expecting that a final draft of the group’s report will be shared with the MCLS soon.
The MyCareerShines education and career planning tool, developed by career guidance solutions company Kuder®, has now been expanded to postsecondary students, in addition to middle and high school students. This tool provides free research-based assessments and information to guide students through the process of developing a personalized education and career plan. In late November, the tool will also be made available to adults wishing to return to school or research career options. 
We encourage you to explore the tool at MyCareerShines.org. 

Library Project Updates

Next-Gen ILS Task Force
We are planning to move forward with negotiations for a Next-Gen ILS and related products from Innovative Interfaces, Inc.; although there are many details that still remain to be worked out. The Negotiation Team has been tasked with responsibility for those negotiations, and will engage with the larger Negotiation Workgroup, as appropriate. We are anticipating that formal negotiations with Innovative will begin in late November or early December, and hope to reach agreement on negotiation points by the end of the calendar year.
As we move into this next phase, the Negotiation Team and Workgroup has asked the MCLS to provide input on several high-level planning assumptions from which we are operating at this point. The Negotiation Team and Workgroup will discuss all comments at a meeting on November 12, 2015, and will adjust these planning assumptions, as necessary, in order to ensure that we are moving forward with a common agreement and understanding. Should there be any significant concerns, the Executive Committee will discuss those issues at its November 18, 2015, meeting and provide the Negotiation Team with a final recommendation from the MCLS at that time. 
At the September 2015 MCLS meeting, FLVC also shared and received feedback on a proposed organizational framework for planning and implementation. We asked library deans and directors to discuss the framework with their staffs, and to provide us with additional feedback. We are now incorporating that feedback into an updated framework, and plan to share that with the Executive Committee, MCLS, and standing committees soon. This Next-Gen ILS Planning and Implementation Framework is expected to be finalized at the December 2015 MCLS meeting, or shortly thereafter. 
Once negotiations are complete, we will work with the MCLS and the working groups to plan for, and implement, the new system.
The e-resources group licensing process is currently in its second round of pricing. We expect to send out each institution's revised pricing, based on first round responses, early the week of November 9, 2015. Because we are behind schedule this year, we ask that each institution respond to this pricing with final decisions about next year's licenses. We will follow up with a letter of intent, the signing of which will commit the institution to joining the licenses indicated. 
We have also been working closely with a CSUL negotiation team on the contract for the Wiley database model, and hope to finalize that soon. 
We also continue to review broken link reports for SFX, and are investigating a new feature that was introduced to SFX several months ago which enables the person clicking the “report broken link” link on the SFX menu to request feedback or other assistance. We also recently deactivated approximately 200 Gale e-book records in SFX that no longer linked properly. This was in response to a request from Miami Dade College. These records were deactivated from all 28 colleges, the statewide SFX instance, and Florida Polytechnic’s SFX instance, for a total of around 6,000 records deactivated. 
We continue to work with several colleges (Miami Dade, FSCJ, Hillsborough, Central Florida, and Pensacola) during their transition from materials vendor Baker & Taylor to Yankee Book Peddler. Several colleges receive MARC records from B&T that FLVC batch loads into Aleph, and others do EDI ordering/invoicing. If you need assistance and have not yet contacted us, please do so. 
Resource Sharing
Work continues on an updated UBorrow Policies document that will apply to all 40 institutions. We activated automated renewals for colleges on November 3, 2015. If a patron originally requested an item through the statewide discovery tool and catalog (the union/Uborrow interface), and then asked for a renewal through My Account in the same interface, the item will be automatically renewed for 30 days with no staff intervention. This will reduce the number of transactions that need to be handled manually, but will not eliminate them, since renewal requests that occur outside the statewide discovery tool and catalog will not be automated.
HathiTrust Access
On November 2, 2015, we released HathiTrust access changes in the production Mango discovery interfaces:  There is now a facet titled “Accessible Resources” that will limit searching to only the appropriate, in-copyright HathiTrust resources, and a note that directs university students to contact their library for full access to these items. These options will not display for college students, since they do not have access to these materials. We continue to investigate how best to keep these records up to date.
Centralized Data Loads and Extracts
FALSC continued regular monthly loading of records into the FCS (FCC01), SUS (UXU01), and PDA01 bibliographic libraries, and the LCA10 authority library in Aleph. Patron data was also loaded regularly for the FCS and SUS libraries per their requested schedules.
Data loading projects of note include:
New PDA/DDA/xDA plans for PDA01: We have now completed Rittenhouse for FGCU.
E-book monthly updates: We recently loaded Gale Lit Crit. and SWETS.
LCA10: For 2015, we have loaded records through week 42. We have now completed work on the process for loading these records in a more automated manner.
EJournal Serial Solutions:  October is complete.
EJournal MARCit!:  November is complete.
GPO Marcive SUS e-books:  October is complete.
FSU Law Microform Holding Deletes:  We are working to identify and delete around 71,000 holdings for FSLAW MICR with call number “Mif 6.”  All holdings have been suppressed. 44,441 bibs with one holding for FSLAW MICR holding have been deleted. Around 26,000 records with multiple holdings for FSLAW remain to be deleted. 
EEBO record reloads: We continue to work with UCF, FSU, and USF to load the replacement records for Early English Books Online.
We continue to consult with SUS libraries to develop and approve GenLoad profiles for library staff to use for ongoing data loads into UXU01. We are currently working on Credo Reference and E-Books for POLY; Psychotherapy.net and EBL for FAMU; ASP Women and Social Movements for UF; Rittenhouse purchased for FGCU; Swank Digital Campus Streaming Movies for FGCU; and Oxford Bibliographies Online and OECD for FAU.
Recently approved or revised profiles include CABI eBooks for UF.
FALSC also extracts data from Aleph on regular schedules for shipping to outside parties (e.g., institutional financial systems and third-party discovery systems). We recently completed South Florida State College’s yearly OCLC extract and sent it to The Marc of Quality. We also recently complete the yearly update of print journal holdings and for all SUS institutions and sent that to RapidILL, and are working on a yearly book chapter holdings update.
Also, we have now completed an automated process for notifying institutions when their patron photos are loaded. We now have three institutions in production with patron photos:  UWF, TCC and FAU. 
Bibliographic Database Quality
In addition to the usual manual and automated cleanup, the following efforts are also underway: 
Cleanup of existing records: work with FLVC to identify non-OCLC record sets with OCLC numbers in the 035. This project was divided into Phase 1 (single holding) and Phase 2 (multiple holdings) cleanup. 
We have worked on a number of Phase 1 record sets and have updated 473,056 records so far. We continue to identify additional record sets that meet these criteria, and our latest analysis indicates that there are still around 160,000 records remaining to be updated in this initial phase. We are targeting the end of the calendar year to complete this phase, and will move immediately into work on Phase 2. We will provide a final analysis at the end of Phase 1. 
NetLibrary eBooks:  We recently added barcodes to 51,062 items for older Net Library eBooks as part of database cleanup for Broward, Eastern Florida, Chipola, and Daytona State colleges.
Work with FLVC to document progress on centralized batch load records for SUS and FCS. Phase 1 of the TSSC-approved project to better communicate to the libraries the bib records loaded by FALSC is in place. The spreadsheet has been created and is manually updated on a daily basis. We are now working with developers in order to automate the process. 
Clean up holdings records converted from DRA to Aleph for the colleges. FALSC is reviewing methods for accomplishing this task. This will be an ongoing process for the next few months. 
Consistent definition of format types in bibliographic records across the FCS and SUS (e.g., book, e-book, streaming video, serial, etc.). A subcommittee of TSSC is continuing to work on suggestions for merging the format types in the SUS and FCS systems. FALSC is currently testing these recommendations to see if they will work properly in each environment. 
Digital Services
FALSC staff have been focused on supporting and improving existing Islandora functionality, and are working on replacing DigiTool feeds into Mango. Current areas of work include investigating some issues with validation of MODS files, creating training and documentation, and working with UWF and Gulf Coast State College to convert and load their materials. We continue to work with the Digital Initiatives Standing Committee (DISC) and its Islandora SubGroup (ISG) to determine next areas of focus, and with the newly-formed DISC PALMM Subcommittee to determine the future direction of the PALMM project. We’ve also begun planning for FL-Islandora presentations and meetings at the March 9-11, 2016 Islandora Camp at FGCU.
During the month of October, the Florida Digital Archive (FDA) ingested 2,015 GB of new data, consisting of 4,388 packages and 527,756 files. The FDA currently contains 207.44 TB of data, 491,631 total packages/AIPS, and 60,246,335 total data files.
Fourteen new ETDs were loaded into the ETD hosting service for UWF.
Lydia Motyka (FALSC) recently attended the Digital Library Federation Forum and participated in the presentation “More than Metadata: Where the rubber meets the road in DLS migration,” along with staff from FIU, FAU, and UCF.
Single Sign-On
FALSC is working with several colleges to implement Single Sign-On (SSO) capabilities between FALSC and local institutional platforms. Chipola State College and State College of Florida, Manatee-Sarasota have now gone live with SSO in their Canvas implementations. We are also in the initial stages of talking to North Florida Community College about SSO with their D2L implementation. If your institution would like to work with us on SSO, please contact the FLVC Help Desk at Help@flvc.org

Upcoming Events

Members Council on Library Services Executive Committee Conference Call:  November 18, 2015, 2:30–4:00 p.m. ET (and again at the same time on December 16, 2015)
Members Council on Library Services:  December 9–10, 2015, University of North Florida (Jacksonville)
Florida Educational Technology Conference (FETC): January 12, 2016, Orange County Convention Center,
Members Council on Distance Learning and Student Services Meeting and Executive Committee Meeting: February 3, 2016, Caribe Royale, Orlando
Members Council on Distance Learning and Student Services – Symposium: February 4-5, 2016, Caribe Royale, Orlando
FLA 2016 Annual Conference: “Florida Libraries…Why Not?”: February 29–March 3, 2016, Daytona Beach, FL. 
The FALSC/FLVC Member Group Meeting and Update at FLA is tentatively scheduled for Tuesday, March 1, from 2:15–3:30 p.m. ET,