UPDATES FROM FLVC DIRECTOR OF

LIBRARY SERVICES

October, 2015

Image for Monthly Updates

Lucy Harrison

 

Organizational Updates

 

We have now begun the process of standing up the new Florida Academic Library Services Cooperative (FALSC), a process that will continue through strategic planning sessions with the Members Council on Library Services (MCLS) and discussions with the leadership of the Florida Virtual Campus, and that will culminate with the hiring of a permanent Executive Director of FALSC in 2016. We have branded the library services website as the new FALSC web presence, and these monthly updates will now come from FALSC, rather than from the FLVC Division of Library Services. We look forward to some good conversations with you on how to continue to best meet your needs with this new organization. 

 

Governance and Advisory Processes: 
The Executive Committee of the Members Council on Library Services (MCLS) met via conference call on September 16. The main purpose of the call was to debrief from the September 2 – 3 MCLS meeting. The group discussed the recommendation that FLVC begin paying for the OCLC Access Fee for the colleges, as we already do for the universities; Pam Northrup indicated that she is in favor of this idea, but it will take some time to work through the logistics. More information will be forthcoming soon. The group also discussed the process for vetting legislative budget requests (LBRs), next steps for the e-resources aspirational goal brainstorming that was done at the MCLS meeting, and the upcoming planning meetings with Kate Nevins (see details below). 

The next meeting of the Executive Committee is scheduled for October 21 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.

The Distance Learning and Student Services Members Council met in Jacksonville on October 9 - 10. The format and approach of the meetings has been changed to be more focused and to have an emphasis on using the expertise and experience of the members to work towards moving forward with key issues facing the institutions. The members council will be focusing its efforts this year on addressing issues relative to the iron triangle – namely quality, access, and affordability related to online education. Several working groups will be addressing 9 - 10 areas with a goal of having specific deliverables by our summer 2016 meeting. The next meeting is February 3, 2016, the day before the two-day symposium in Orlando. The symposium topic is adaptive learning and registration will begin soon.  

The Executive Advisory Council (EAC) held their quarterly meeting on October 12. MCLS Chair Anne Prestamo (FIU), and Chair Elect Ray Calvert (PHSC) attended that meeting as official EAC representatives. The committee received updates from FLVC on FALSC, Distance Learning and Student Services, and the organization as a whole, and from the MCLS and MCDLSS representatives on the activities of those groups. They also discussed the timeline and opportunities for input on the legislative budget request (LBR) process, and reviewed the final draft of the IT Strategic Plan.  There was also discussion around some specific issues that have been raised by the Learning Resources Standing Committee (LRSC) of the Council of Instructional Affairs (CIA); those conversations will continue at the upcoming strategic planning meetings, and with the LRSC. 
 
 
Engaging for the Future: FALSC Planning Meetings with Kate Nevins:  
Library administrators and key professional staff will be attending a discussion forum for the purpose of providing input into the standing up of the Florida Academic Library Services Cooperative (FALSC). Meetings will be held in two in-person locations: Palm Beach State College (Lake Worth Campus) on Wednesday, October 14; and at the FLVC Gainesville offices on Thursday, October 15. Those meetings will begin at 10:00 a.m. and end at 3:00 p.m. ET. There will also be one virtual session on Friday, October 16, which will begin at 10:30 a.m. and end at 3:30 p.m. ET.  
 
Some of the discussion questions include:
  • What are/should be the shared values for the membership and work of FALSC?
  • What are important guiding principles for input and decisions about the work of FALSC?
  • In what ways can the FALSC membership and staff foster a knowledgeable, connected academic library community in Florida?
  • What are the best mechanisms for FALSC membership to provide input and feedback to the organization on topics of interest?

 

We will also discuss current FLVC/FALSC program and service areas, consider priorities, and look at strategies for moving forward. 

Registration for the in-person sessions closed on October 9, but there may still be room in Friday’s virtual session. Contact Brenda Ferris (bferris@flvc.org) if you have any questions. 

 

IT Strategic Planning Working Group:
The working group, which includes MCLS representatives Lori Driscoll (GCSC) and Barry Baker (UCF), met on September 10 to review an almost-final draft of the strategic directions document, which takes into account feedback from the June Executive Advisory Council (EAC) meeting. The EAC reviewed the final draft of the document at their meeting on October 12, and we will send it out to the MCLS shortly.

 

MyCareerShines: 
FLVC has released MyCareerShines, a new education and career planning tool for K-20 students and adults. The online tool, developed by career guidance solutions company Kuder®, offers middle and high school students (and soon, post-secondary students and adults) research-based assessments and information to guide them through the process of developing a personalized education and career plan. 

FLVC launched the initial phase, aimed at middle and high school students, in September, and already almost 10,000 accounts have been created and 30,000 assessments have been taken. Early adopters will soon begin testing the post-secondary version of the tool, with a full production release at the end of October. In late November, the tool will also be made available to adults wishing to return to school or research career options.  

The tool is available at MyCareerShines.org, and from the FloridaShines website. 

 

Library Project Updates

Next-Gen ILS Task Force
As a reminder, the model for ILS Contract Negotiations consists of two tiers of participation: a Negotiation Team that will be communicating directly with the vendor to negotiate contract terms and conditions, and a larger Negotiation Workgroup who will not participate in negotiations with the vendor, but will be informed of those conversations and will advise the Negotiation Team on issues to be resolved with the vendor; provide answers to technical questions posed by the Negotiation Team; and act as representatives of the partner community on issues where a consensus decision is needed. 

The Negotiation Team and Negotiation Workgroup met with the vendor, Innovative Interfaces, Inc., for an overview meeting on September 29. During this meeting, the vendor provided a detailed overview of their final proposal, incorporating additional items that have been requested by FLVC or that have been further identified by the vendor since their initial response. They also responded to some of the specific questions that were developed by the Negotiation Team/Workgroup, based on the earlier negotiation points supplied by the ITN Evaluation Team. Additional questions were identified, and the vendor will be responding to those soon. This was not a negotiation meeting, but rather an opportunity for clarification and level-setting of the proposal from Innovative.

Once we have received the answers requested from Innovative, and have in turn provided them with some additional clarification of our needs, we will then schedule a meeting to begin formal negotiation discussions.

At the September 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 staff, and to provide us with additional feedback. We have extended the deadline for feedback to 5:00 p.m. on October 20. 

 

E-Resources:
The e-resources group licensing process is underway. We continue to pursue pricing from the vendors, and while most have already provided that information, we are still waiting for EBSCO and ProQuest, who account for over a third of the products on the survey.  As soon as we have all pricing, we will send each institution the pricing information for those products in which you indicated an interest. 

Because the timeline is shortened this year, we ask that each institution respond to the first round of pricing with commitments to license products that are as close to final as possible.  Of course, some pricing will change based on participation, but we would like to get as close as possible to final commitments in the interest of wrapping up the licensing process on time.  More information will be sent with the first round of pricing this week. 

 

Acquisitions:

We are working with several colleges 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.  We sent a reminder email on September 24, asking libraries to contact FLVC with information we need to edit various Aleph configuration tables and to adjust our processing activities for this transition. If you need assistance and have not yet contacted us, please do so. 
 
 
HathiTrust Access
FLVC staff have met with the User Interfaces Standing Committee (UISC) over the past couple of months to discuss adding accessibility options to HathiTrust in-copyright resources in Mango. We have successfully created a facet that displays only the appropriate, in-copyright HathiTrust digital resources for which there is special access for students with disabilities.  The state university library deans and directors also provided some feedback, including some specific suggestions on the language that will display to their users. 
 
We have now confirmed those recommendations with the UISC:  there will be 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 plan to move the changes into the production Mango interfaces by the end of October. 
 
 
Centralized Data Loads and Extracts:
FLVC continued the 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 JSTOR for FIU.
  • E-book Monthly Updates: We recently loaded eBrary, Credo, and Gale Lit Crit.
  • LCA10: For 2015, we have loaded records through week 39. We are also working on a process for loading these records in a more automated manner.
  • EJournal Serial Solutions:  October is complete.
  • EJournal MARCit!:  September is complete.
  • GPO Marcive SUS E-books:  October is complete.
  • Bloomberg Law Loads & Reloads: We have loaded or updated the following record sets  for FSU Law and UF Law: 
o American Bar Association Books & Treatises
o American Bankruptcy Institute Books & Treatises
o Bloomberg BNA Books & Treatises
o Bloomberg BNA Law Reports (Bloomberg Law only)
o Bloomberg BNA Law Reports (Bloomberg Law and BNA access)
o Practising Law Institute
o Wiley Press
 
  • FSU Law microform holding deletes:  We have identified and suppressed 71,000 holdings for FSLAW MICR with call number “Mif 6.” We are now working to permanently delete the holdings.
  • EEBO Record Reloads: We continue to work with UCF, FSU, and USF to load the replacement records for Early English Books Online.
FLVC continues 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 for FAMU; CABI eBooks and EBL for UF; JSTOR DDA purchased for FSU; Swank Digital Campus Streaming Movies for FGCU; and Oxford Bibliographies Online for FAU.
 
Recently approved or revised profiles include YBP Firm Orders and OCLC/OCLC Skipped for FIU; CRCNET for FGCU; Project Muse PDA for USF; and American Pamphlets 1 for UCF.
 
FLVC also extracts data from Aleph on regular schedules for shipping to outside parties (e.g., institutional financial systems and third-party discovery systems).  We are currently working on the yearly update of print journal holdings and book chapter holdings to be extracted and sent to RapidILL.
 
Also, FAU’s patron photos are now live in production. 
 
 
Bibliographic Database Quality:
In addition to the usual manual and automated cleanup (for example, the recently completed quarterly “invalid URL report” for the colleges; providing ad hoc title count reports to FSU), 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 457,389 records so far. Our analysis indicates that there are around 150,000 records remaining to be updated in this initial phase, so we hope to complete this phase of the project by mid-October. We will provide a final analysis at the end of the project. We have already begun some initial analysis into the records that will be cleaned up in the next phase of this project. 
     
  • Work with the Technical Services Standing Committee to set up tables in Aleph and configure Primo to accommodate the use of local fields in bibliographic records for the college system. We held a Talking Tech webinar on these changes on September 29, which 30 people attended. The link to the recording has been posted on FLVC Learn and sent to the attendees.
     
  • 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 FLVC 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. FLVC is reviewing methods for accomplishing this task. This will be an ongoing process for the next few months. 
     
  • Clean up old ACQ-Created and CIRC-Created records for the colleges. This work is now complete. 
     
  • 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. FLVC is currently testing these recommendations to see if they will work properly in each environment.

 

Digital Services
As of September 30, the FLVC-hosted DigiTool platform is no longer publicly accessible, and the FLVC-hosted PALMM site has been moved to the Islandora platform.

The old PALMM landing page and related directories have been updated to point to the current hosts/institutions for various PALMM collections no longer hosted by FLVC.  Users attempting to access the old interface directly will be presented with information and links to either http://palmm.fcla.edu or to a Mango union catalog digital collections search box.  However, there are some materials previously on DigiTool that are no longer accessible online or via Mango by owning institution’s choice, or, in the case of Archives Florida, by consensus of the Finding Aids Working Group. 

In addition, the Mango catalog no longer contains metadata from DigiTool; instead, metadata is being contributed directly from FL-Islandora institutional sites and the FLVC site.

In other Islandora news, Lake-Sumter State College went public with their new site on October 9. We have also started working with Gulf Coast State College to load their materials into Islandora, and have done some analysis on moving UWF’s collections from a LYRASIS-hosted Islandora site to one hosted by FLVC. 

We have also updated the MODS to MARCXML transformation file to improve the Islandora to Mango feeds; continued to work on updating old DigiTool metadata; compared the old DigiTool inventories to the records migrated to Islandora; and are planning to upgrade to the latest version of Fedora. Other work to document and improve system performance also continues.

For the Electronic Theses and Dissertations (ETD) service, 14 new ETDs have been submitted and loaded onto the test server pending review by UWF. 

The Florida Digital Archive (FDA) ingested 1,080 GB of new data, consisting of 2,485 packages and 306,521 files. The FDA currently contains 205.68 TB of data, 488,676 total packages/AIPS and 59,871,638 total data files.

 

Library Staff Resources/FALSC Website:
The new library staff resources website was released for an early preview on September 24 and linked live from the FloridaShines website on October 7. You can now find library staff resources as the first option under the “Partners” area, or access the site directly at: https://libraries.flvc.org

This is the first step in standing up the new Florida Academic Library Services Cooperative (FALSC), and we have added some branding to mark the website as such. This new site replaces the legacy staff.lincc.net and fcla.edu websites, though links to content on those legacy sites will continue for some time. We will continue to make changes based on your feedback over the coming months, so please continue to provide feedback on the new website. We have already received some good comments, and hope to receive more.

The additional new functionality in the CRM (Customer Relationship Management) portal that will allow registered users to see all the cases submitted by their institution will be available on the FALSC website soon. 

 

Help Desk:
The FLVC Help Desk received 9,819 cases via email, chat, and phone in the first nine months of 2015 (3,691 of those cases were from institutional staff).  Over 97% of those cases were resolved as of October 10. In September alone, we received 890 new cases, 798 (90%) of which were closed that same month, and conducted 85 live chat sessions.  

 

Single Sign-On:
FLVC is working with several colleges to implement Single Sign-On (SSO) capabilities between FLVC and local institutional platforms. Pensacola State College and Seminole State College have gone live with SSO in their Canvas implementations. We are also in the final stages of testing Canvas integration with Chipola State College and State College of Florida – Manatee/Sarasota (who also uses SSO with their Banner/Luminis systems). 

Also, we have now completed setting up FIU’s patron authentication via Shibboleth. On September 1 Mango patron authentication was implemented, followed by the successful implementation of course reserve authentication via Shibboleth on October 8. Three universities now use Shibboleth in production: UF, UCF and FIU.  

If your institution would like to work with us on SSO, please contact the FLVC Help Desk at Help@flvc.org

 

Upcoming Events

Engaging for the Future: FALSC Planning Meetings with Kate Nevins:  
October 14, 2015, 10:00 a.m. – 3:00 p.m. ET, Palm Beach State College (Lake Worth Campus)
October 15, 2015, 10:00 a.m. – 3:00 p.m. ET, FLVC Gainesville Office
October 16, 2015; 10:30 a.m. – 3:30 p.m. ET, Virtual

Members Council on Library Services Executive Committee Conference Call:  October 21, 2015, 2:30 – 4:00 p.m. ET (also meeting November 18 at that same time).

Members Council on Library Services:  December 9 – 10, 2015, University of North Florida (Jacksonville)