CARLI News September 9, 2014

Subscribe to the "Announce" email list for the latest information on CARLI events, new and ongoing projects, product and service updates and upcoming deadlines. 

Save the Date: 2014 CARLI Annual Meeting and Directors' Meetings

The 2014 CARLI Annual Meeting will be held on Thursday, October 30 at the I-Hotel Conference Center in Champaign. The sessions will feature research findings from CARLI libraries, and annual project highlights from the work of CARLI committees in FY 2014. Staff at any CARLI member library is invited to attend.

A meeting of the CARLI Governing Directors will precede the Annual Meeting. More information about these meetings will be available in mid-September.

Susan Swords Steffen is the Illinois Academic Librarian of Year

Susan Swords Steffen, Director of the A.C. Buehler Library at Elmhurst College is the recipient of the Illinois Library Association Illinois Academic Librarian of the Year Award for 2014.

The award, presented by ILA's Illinois Association of College and Research Libraries Forum, recognizes an Illinois librarian who is making an outstanding statewide contribution to academic or research librarianship and to library development. CARLI provides financial support for the award.

Susan Swords Steffen has made a strong and vibrant mark on Illinois academic librarianship through her dedication, leadership, mentoring relationships, her highly active service to the profession, and her research. While leading the A.C. Buehler Library, Swords Steffen has developed and mentored a team of effective librarians who are dedicated in their service to their library, their college, and to the profession. Long before the practice became common, Susan Swords Steffen was placing “embedded librarians” into the teaching and learning infrastructure at Elmhurst College.

The Illinois Academic Librarian of the Year Award will be presented on Tuesday, October 14, at the Illinois Library Association Annual Conference Awards Luncheon in Springfield.

Apply by October 1 for Illinois History Digital Imaging Grant Program

The Illinois State Library is offering competitive grants for eligible libraries to carry out projects involving the selection, digital capture, storage and provision of Web access to their important historical and cultural collections. The first priority for funding will be original source materials. Newspapers and high school/college yearbooks are not eligible formats for this specific grant offering.
 
The materials selected for digitization must relate to historical or cultural trends or events on a local, regional, state, national or international level. The proposal must demonstrate the unique nature of the materials to be digitized, show how they can be characterized as original source, and explain what value or benefit will accrue to the citizens of Illinois and other patrons by making these materials available in digital format via the Web.

Successful grant projects will involve the production of both digital images and associated metadata in accordance with prescribed standards; and depending on the format, could also involve the production of audio descriptions and/or transcriptions to enhance accessibility and comply with state and federal law. Proposals also may address a targeted use for the digitized materials, such as the development of a curriculum, interactive community outreach programs or program development that adds value and encourages the use of the digitized items.
 
Digital Imaging grants support the creation of digital collections while at the same time expanding access to those collections via the Illiois Digital Archives. For more information about the application, required application supplement, eligibility, and specific requirements, visit the State Library's web site.

Digital Collections

Podcasts: Keep Up to Date on New Trends in Digitization and Digital Content

Subscribe to CARLI Created Content Committee podcasts to keep up to date with new trends in digitization and digital content. Podcasts are a convenient way to stay current since you can listen on your commute or while running errands. Episodes will come out frequently during the academic year. Listen to the first two episodes and subscribe.

CARLI Accepting Student Yearbooks for Digitization Through June 2015

CARLI is still accepting submissions for the yearbook and student newspaper digitization project. This project, supported by funds allocated by the CARLI Board of Directors, allows for CARLI Governing members to choose to have either yearbooks OR student newspapers digitized (or an alternative student-centered collection if there are no yearbooks or newspapers); institutions may not have both newspapers and yearbooks digitized through this program.

Yearbook project submissions will be accepted and items will be digitized on a first-come-first-served basis, but all submissions must be received by CARLI no later than the end of this fiscal year June 30, 2015. Yearbook projects that are submitted by the deadline and that meet the project criteria are guaranteed to be digitized as part of this funding project.

There are several steps to the yearbook digitization process. Please review all the information, including web forms, to get your submission started.

The current application process is for the yearbook digitization only. Newspaper digitization will start once CARLI has contracted with a vendor. More information about how to apply for digitization of newspapers will be announced at that time.

If you have already digitized your yearbooks and student newspapers, or if your institution does not publish yearbooks or student newspapers, there is still time to submit a proposal to digitize alternative student culture-based materials (e.g., course catalogs, student handbooks, other student publications). Proposals may be emailed to CARLI support no later than December 19, 2014.

Expand Access to Your Digital Collections Through CARLI

If your library has not already done so, please consider contributing to the "Other CARLI Collections" portal. This initiative was designed to expose digital collections at CARLI libraries that are hosted outside of CARLI's installation of CONTENTdm. In addition to collections on locally hosted installations of CONTENTdm, these collections may be hosted on other platforms.

Users visiting CARLI Digital Collections are easily able to access these digital collection portals through a link to "Other CARLI Collections" that has been added to the CARLI Digital Collections home page. There is no fee to have information added to the "Other CARLI Collections" link.

If you would like to include your collection, please complete the Digital Portal Information Form.

If you have any questions, please email the CARLI Office.

Has Your Library Recently Renovated, Repurposed, or Added Space?

The CARLI Public Services Committee has created a web page for CARLI libraries to discover how peer institutions have created their successful spaces, and we'd love to include a video about your new library space.

All CARLI institutions that have created a new space, renovated an existing space, or have rearranged or repurposed an existing area are invited to participate in the project. Even if an existing space in your library has not been physically changed, but is now being utilized by patrons differently from how it was in the past, we would like to hear from you! We're interested in hearing both your successes and also your words of caution.

The overall goal for this project is to provide a way for CARLI libraries simultaneously to share and to be inspired by what other member libraries have done with their space without the need to travel to see the spaces in person.

You can view videos that have already been submitted as well as directions for submitting your own video on the CARLI web site.

CARLI EBL eBook Patron Driven Acquisitions Pilot Project Update

The CARLI EBL eBook Patron Driven Acquisitions Pilot Project went live for all CARLI Governing Member institutions in May 2014. The results of this pilot project, funded by the CARLI Board of Directors, will be used to assess the feasibility of a consortial eBook program.

Through August 30, patrons from 99 Governing member libraries have initiated 7,070 short-term loans, and purchased 102 eBooks through the pilot project.

The week of September 15, CARLI will provide Governing Member libraries with usage statistics from their institutions for the period May–August 2014. Statistics on usage from individual institutions will be available on a monthly basis.

Visit the pilot project web page for detailed information, including authentication, access for I-Share and non-I-Share libraries, and preview and loan length. EBL has also developed additional resources about using the EBL web site including a LibGuide, and a recorded webinar. Links to the LibGuide, webinar, and the webinar slides are available from the CARLI web page.

As always, please contact CARLI support@carli.illinois.edu if you have any questions.

CARLI Closing CY14 Purchase Orders

Due to University of Illinois processing requirements, CARLI must begin closing all of the Calendar Year 2014 purchase orders, covering the period January 1, 2014–December 31, 2014. These Purchase Orders must be closed to allow us to begin requesting purchase orders for the new calendar year beginning January 1, 2015. As a result, after September 10 we will be unable to accept new orders for the period ending December 31, 2014 for any of the following products:

• American Chemical Society: any of the journal collections or C&EN Online
• American Mathematical Society: MathSciNet
• ARTstor
• Association for Computing Machinery: ACM Digital Library
• Duke University: eDuke Scholarly collections
• eHRAF: Archaeology and World Cultures
• Johns
• JSTOR
• KCDL - KCDLonline
• Nature Publishing: Nature titles and Scientific American
• Sage Premier
• Springer Electronic Journals
• Wiley Electronic Journals

Libraries that need to request new subscription for these products September 11–December 31 2014 will need to work directly with the vendors. CARLI staff will be happy to assist you in contacting these vendors and ensure that you are offered the CARLI pricing.

CARLI will open the CY15 selection system in mid-October for subscriptions for the period January 1, 2015 through December 31, 2015.

I-Share

I-Share Voyager Software Upgrade Planned for June 2015

CARLI staff plans to upgrade our Voyager software next summer. On the weekend of June 13, 2015, we will upgrade from Voyager 7.2.5 to Voyager 9.  We have set a date well in advance to allow I-Share libraries a significant amount of time to plan and prepare for this event. This upgrade will include an upgrade to the Voyager software and to the Oracle database software, and new Voyager staff client software will need to be installed on your library staff workstations.

There will be two main phases of the upgrade project. In the first phase, we will be upgrading the software, and in the second phase we will be reindexing the databases.  While the software upgrade is running, Voyager will not be available for library staff to use, except for the offline backup circulation functionality. During the database reindexing, the bibliographic data will be "frozen." We don't yet know how long this will all take. Our best estimate at this time is that the upgrade will take a couple days, and the reindexing may take most of a week.

Over the next 8 months, we will be providing a lot of information about Voyager 9, the upgrade itself, and tips and best practices on preparing for the upgrade and what to expect during the upgrade itself.

You may contact us at CARLI support with any questions or concerns.

I-Share Next Task Force Update

The newly formed I-Share Next Task Force met in person for the first time on August 5. The task force had a great opportunity to get to know one another and to meet with members of the University of Illinois' Office of Business and Financial Affairs’ Purchasing Division to learn about public procurement policies and procedures. The Task Force will hold their next monthly meeting at the CARLI Office on September 11.

The task force roster and charge are available on the CARLI web site.

As we noted when the I-Share Next process was announced, CARLI Staff, ISN Task Force members, and other individuals involved in the process will post regular updates following team meetings, vendor presentations, and the completion of other significant tasks. New information will also be added to the page "Frequently Asked Questions About I-Share Next", as it becomes available.  

Chicago School of Professional Psychology to leave CARLI by December 2014

The Chicago School of Professional Psychology (CSP) will terminate its membership in CARLI as of December 31, 2014. CSP is currently a participant in I-Share and they have begun work with CARLI staff to plan for their withdrawal from the union catalog and consortial resource sharing program.

CSP's withdrawal from I-Share will continue to occur in phases through December 2014. Resource sharing in Voyager began to shut down for both CSP patrons and CSP items as of August 15. On that date, CARLI staff changed the I-Share Universal Borrowing (UB) settings to prevent any new UB transactions for CSP items and CSP patrons. That is, as of August 15, CSP patrons are no longer able to request, borrow onsite, or renew any items from other I-Share libraries. Also as of August 15, patrons of the other 85 I-Share libraries are no longer able to renew any items they have checked out from CSP, place any new requests in I-Share for CSP materials, or borrow items onsite at CSP. CARLI staff have also removed CSP from the Voyager "request promotion" feature, so no unfilled requests were redirected to CSP after August 15. Because CARLI staff are making these CSP setting changes for all I-Share libraries, your library does not need to make any changes to your UB policy settings.

In addition to the changes outlined above, which will prevent any new UB charges or renewals for CSP items and patrons, in September, CARLI staff will begin to place recalls on materials that are checked out on UB loans to CSP patrons, and to place recalls on CSP items that are on UB loans to other I-Share libraries' patrons. We will try to ensure that all borrowers have the opportunity to keep the items they have charged for a minimum of four weeks. As of September 5, there were only 110 CSP items out on UB loans, consortium-wide, and only 95 I-Share library items were on loan to CSP patrons. We have seenthese numbers decline as we began to prevent renewals. Nevertheless, some of these items may not be returned by the end of the year. Starting in October, CARLI staff will create reports of any lingering charges, for distribution to libraries whose materials or patrons are still involved in CSP UB transactions. Standard billing policies will apply for items that are lost and not returned.

CSP's bibliographic data will remain in the I-Share union catalog through the end of 2014, but we will add a note on their holdings to indicate that their materials are not available for patrons to request.

CSP will remain on the list of ILDS direct stops through the end of December.

If your library has any local documentation that references the number of I-Share libraries, you will want to edit it to reflect that the I-Share participant count will now be 85 institutions.

Please contact the CARLI Office at with any questions.

ILLINET Requests

In FY2014, approximately 4% of resource sharing through I-Share came from requests placed by non-I-Share ILLINET Libraries. (data source: UB Stat 2: Incoming ILL FY 2014). CARLI has offered this “direct loan” option to ILLINET libraries since the 1980’s to support statewide library resource sharing.

When I-Share libraries fill a Voyager UB request from a non-I-Share ILLINET library, there is one extra step in the workflow that must be completed before sending the item, which is, to charge the items to the non-I-Share ILLINET library's borrower ID.

Please make sure the appropriate library staff know the correct workflow to process those requests and that they are trained to recognize an ILLINET Library request when received via the Call Slip Client.

A complete set of instructions for processing ILLLINET Library requests is available on the CARLI website.

Other Library News

Illinois State Library Seeks Meeting Agenda Survey Reponses

The Illinois State Library has been working with staff from the Digital Public Library of America (DPLA) to establish a service hub for Illinois digital content. The State Library will identify Illinois libraries and cultural heritage organizations that would provide content to the DPLA and coordinate the aggregation of descriptive metadata for harvest into the DPLA.

Adding the DPLA means greater exposure of digital content and enhanced access to collections through “maximally open data.” The State Library will manage the coordination and administrative aspects of the project. The Consortium of Academic and Research Libraries in Illinois (CARLI) has agreed to assist the library by providing technical support and computer hosting.

The next step is to convene a meeting with Illinois cultural heritage organizations that have digital assets, including libraries, museums, historical societies and archives. The goal of the meeting is to develop a robust action plan that will map out aggregation of the metadata from all interested Illinois cultural heritage organizations. Illinois cultural heritage organization representatives and staff members who are familiar with their organization’s digital assets and associated metadata are encouraged to attend this meeting. Please limit your organization’s representation to a maximum of two staff members. The meeting will be held on Thursday, November 13, 2014, 10 a.m.–3 p.m. at the Newberry Library in Chicago.

To help plan the meeting and ensure inclusion from across the spectrum of cultural heritage organizations, please complete the Illinois Plans: DPLA Pre-Stakeholder Meeting Survey. Registration information for the meeting is included in the survey.

Apply by November 7 for Scholarships to ACRL 2015 Conference

ACRL is offering approximately 175 scholarships, worth more than $110,000, for the ACRL 2015 Conference to be held March 25–28, 2015, in Portland, Oregon. The deadline to apply for ACRL 2015 scholarships is November 7, 2014. Complete details, including requirements for all six scholarship categories and the application information, is available in the scholarships section of the conference website.

Upcoming CARLI Meetings and Events

Forums, Workshops and Training

September 25    Voyager Cataloging Training, Day 1, CARLI Office, Champaign
September 26    Voyager Cataloging Training, Day 2, CARLI Office, Champaign

October 24    Voyager Circulation Client Training, CARLI Office, Champaign
October 30    Governing Directors' Meeting, I-Hotel Conference Center, Champaign
October 30    CARLI Annual Meeting, I-Hotel Conference Center, Champaign

Meetings

September 10    SFX System Committee
September 11    I-Share Next Task Force, CARLI Office, Champaign
September 11    Public Services Committee, CARLI Office, Champaign
September 12    CARLI Board, CARLI Office, Champaign
September 19    Instruction Committee
September 19    Commercial Products Committee
September 23    Created Content Committee

October 7    Preservation Committee
October 8    SFX System Committee
October 9    Public Services Committee
October 14    Technical Services Committee
October 17    Commercial Products Committee
October 17    Instruction Committee
October 17    I-Share Next Task Force
October 28    Created Content Committee

Consult the CARLI calendar for the most current list of meeting times and locations.

Contact Us

Please direct all questions and comments about the e-newsletter to CARLI support. Subscribe to CARLI email lists to receive the latest news on topics of interest to you.