Library West Selectors - Recently Updated Pages

WorldCat Analysis

BlakeLandor — Tue, 29 Sep 2009 12:17:31 CDT

Documentation from OCLC (lots of great information: helps you understand what all the numbers mean)
OCLC Conspectus
Comparison of HSS Collections with Average of 5 Peers (Powerpoint demo)
Comparison of HSS Collections with 5 peers in one on one comparisons (Powerpoint demo)
Comparison of HSS Collections with 5 peers in Future of the Libraries document (Excel workbook)

Library West Selectors Home

merriealynn — Fri, 14 Aug 2009 09:40:58 CDT

Our wiki is a place where we can communicate with each other about news, budgets, Blackwell, new databases, and unit business. We can discuss issues and exciting developments in the forum if we'd like to as well. Enjoy!

For our WorldCat Analysis, use the

Conspectus from OCLC

Aleph Reports

You can get all different kinds of reports from Aleph on this page.

Some examples: Encumbered Titles per Budget, Payments per Budget, and Active Serial and Standing Oder Lists

Aleph Arrow

The SFX Arrow page will give you reports about full-text materials used. You can see which journals are used and how often. It's wonderful!

SFX Arrow

You'll need to use your ALEPH username and password to access the page.

Also, Jack is producing a report that updates our funds daily. This report categorizes our funds by selector and replaces the one that Jack has been producing for the last few years by subject area. it'll be much more convenient for us!

Monographs and Serials use lots of codes that are helpful to us, especially when running the reports listed above and when searching for acquisitions information in Aleph.

Monographs codes

Minutes 3/12/2009 (Brittle Books)

merriealynn — Fri, 13 Mar 2009 11:29:44 CDT

Meeting to Discuss Phase II of Brittle Books Procedures

March 12, 2009, 1-2 pm.

Present: Cathy Martyniak, Delonda Strawn, Robert Parker, Dan Reboussin, Merrie Davidson, Shelley Arlen, Colleen Seale, Chelsea Dinsmore, David Hickey, Peter Malanchuk, Blake Landor

Cathy outlined the current brittle book procedures, some of which will be different than the backlog phase:

Books will be arranged on the shelf by the names of selectors instead of by discipline
The forms will indicate more clearly if volumes have multiple copies and if they are part of multivolume sets.
If there is more than one copy, selectors will need to go to the shelf and inspect the condition of the other copy or copies.
If the volume is part of a multi-volume set, selectors will need to decide whether or not to withdraw or replace the whole set.
If the decision is made to replace items with paper copy, selectors will be responsible for finding an appropriate vendor and for assuring the condition [non brittle] of the replacing copy.
The Preservation Department will contribute $150 to replace items with paper copies or $200 for Science material if there is NOT an c.2 indicated in Aleph. (This commitment will cease if the library endures 10% cuts in next year’s budget.) If there is a c.2 indicated in Aleph, and the selector still wants to purchase a replacement, they will need to use their own funds.
If selectors choose to replace with digital copies and:

a. copyright is still in effect,
i. the item will be sent to Internet Archive which will scan the book;
ii. a digital copy will be placed in the Florida Digital Archive, a service of FCLA, until the expiration of the copyright.
iii. No digital copy will be made available on the Web.
iv. A hard copy will be placed in the stacks and the brittle copy withdrawn.
v. This process is called Print on Demand (POD) and will only be implemented as resources allow.
vi. If there are no funds to support this POD service, the book will sit in a backlog.
b. If the book is out of copyright,
i. the item will be sent to Internet Archive which will scan the book; ii. a digital copy will be placed in the Florida Digital Archive, a service of FCLA for archiving purposes. iii. A digital copy will also be made available on the Web via the Internet Archive web site and a URL pointing towards the IA web site will be pasted into the Aleph OPAC record of the brittle book. iv. If there are no funds to support this scanning service, the book will sit in a backlog.
8. For all titles, prior to selector review, Delonda will search Internet Archive and Google Books. If an exact match is found, a link will be created in the catalog record to the digital copy on the Internet. If a similar match is found, the selector will be consulted to determine if the match is sufficient. If it is, the URL will also be added to the catalog.

9. Colored flags will be inserted in the books to distinguish those that are a) published in the U.S. and in copyright; b) published in the U.S. and out of copyright; c) published abroad. The last are assumed to be in copyright.

Merrie brought up that it would be useful to have circulation data as part of the decision-making criteria. This was also agreed to. Delonda will add that data to the margin of the brittle book flag. A discussion took place about what is the minimum number of existing copies that should be registered in OCLC for selectors to withdraw a brittle book. The consensus opinion was that there should be at least 15 copies listed located in the United States. Delonda will search OCLC after selectors have made their withdraw/retain decision. If selectors choose to withdraw items that have fewer than 15 copies listed, their decision will be overridden. John Freund will review all brittle materials selected for withdraw to confirm that no first editions, rare, unique or monetarily valuable materials are being discarded. Cathy brought up that the current plan calls for retaining the brittle books in 8 in case the online access goes away. Chelsea suggested it would be prudent to purchase non-brittle backup copies for those items while disposing of the brittle copies. The question of how this might be paid for was further discussed. Revised by Cathy Martyniak, March 13, 2009

Selectors Minutes

merriealynn — Fri, 13 Mar 2009 11:26:34 CDT

Continuations Cancellations

merriealynn — Mon, 23 Feb 2009 12:14:06 CST

Please email me (merdavi@ufl.edu) your work on your continuations cancellations, if you wish. This way we can see what folks are thinking about.

I will put together one spreadsheet with all of our information, as I described in the email I sent to you.

However, instead of using the wiki, we will be using Google Docs. I will send an invitation for each file to each selector to enable you to access the shared spreadsheets there.

You will have to set up an account and sign in. Google, naturally, helps you along there.

Here are links to the Spreadsheets we'll be using:

First Priority -- 5%
Second Priority -- 10%

Step-by-Step Approvals Workflow

merriealynn — Tue, 10 Feb 2009 08:02:00 CST

Blackwell Virtual Approval Plan
Step-by-Step Selector Workflow

Each Tuesday, log into Collection Manager at http://cm.blackwell.com
From the Main Menu, choose “Reports”
Choose the “Review Reports” link
Choose the current week’s virtual approval report under the “Enotes Report Name” heading
The current week’s virtual approval title list will appear and title review can begin
To cancel a virtual approval order:
1. Choose the “Library Notes” link under the brief title detail
2. Type “cancel” in the notes field
3. Choose submit
To change fund and/or location data:
1. Choose the “Library Notes” link under the brief title detail
2. Type “Change! Fund: XXX… Location: XXX…” in the notes field
Once you’ve completed your review:
1. Choose the “Back to Review Reports” link in the upper right corner of the CM workspace
2. Delete the report you just reviewed.
3. If you are finished working in Collection Manager, sign-off

For more details, open attachment below.

Forms

merriealynn — Tue, 27 Jan 2009 12:03:21 CST

Blackwell Forms

E-Form Request for New Materials

Request for Electronic Resources

JANUS Core Collection

merriealynn — Wed, 08 Oct 2008 16:36:05 CDT

JANUS Task Force
Challenge 3 - Core Collection
Interim Report to CPC

(attached below)

Course Reserves Policy 9/24/08

merriealynn — Sat, 27 Sep 2008 12:55:29 CDT

As a follow-up to Friday’s selector meeting, I’ve included an updated draft of our course reserve purchasing procedures below. I hope that you will all feel free to respond to this message with any corrections or additions. The changes are in red. Deletes are in purple.

Thank you.

-Paul

Course Reserve purchasing, FY08-09

Effective immediately, course reserve requests will be purchased using a course reserve budget (funded by a contingency line), provided they fit within the following criteria:

$150 maximum cost per book, $200 maximum for SciTech titles
No theses, dissertations, conference proceedings, technical reports
No textbooks for courses

These guidelines were adapted from the criteria established by the advisory group to the Books on Demand project.
Unlike the Books on Demand project, course reserve purchasing will extend to videos and textbooks .

· If a title is above the price limit, selectors will be asked to purchase the title with their own budgets.
· If a title is excluded from immediate purchase because it is a thesis, dissertation, conference proceeding, or technical report, it will be purchased with the course reserve budget once the selector approves its acquisition.
· If multiple copies are requested, the first copy will be purchased with the course reserve budget (provided one copy falls within the criteria for purchase, above), and selectors will be consulted about purchasing additional copies with their own budgets.

All course reserve requests should be submitted through the Ares system. Those items owned by UF will be placed on reserve; titles not owned by UF will be purchased using the course reserve budget. Acquisitions will consult with selectors about purchases that fall outside of the above criteria.

As with the Books on Demand project, monthly lists of purchases will be distributed to the selectors list. made available through the Monographs website.

If you have any questions about reserve purchasing, please feel free to contact me directly.

Thanks,
Paul

Paul Lightcap
Monographs Unit
Acquisitions & Licensing Department
Ph: 273-2685

Technical Procedures

merriealynn — Thu, 25 Sep 2008 08:43:18 CDT

Searching Aleph to Avoid Duplicates

The folks who previously checked for duplicates for us kindly passed on their procedures for searching Aleph. The guidelines are attached below.

Selector Responsibilities

merriealynn — Fri, 12 Sep 2008 15:28:29 CDT

by Selector

by Subject

by LC Classification

by Dewey Classification

BBS Procedures

danrebo — Fri, 15 Aug 2008 11:40:36 CDT

BBS Procedures (primarily for form--aka slip--reports and firm ordering)

Sign In

To access Blackwell’s Collection Manager website, you will need to have a UserID and Password! (Contact Paul Lightcap if you do not have this information)
Go to http://cm.blackwell.com
Enter “jufg” in the Library Code box.
Enter your UserId (all lowercase) This box is case sensitive!
Enter your Password (all lowercase) This box is case sensitive!
Click the “Sign On” button.

Main Reasons for a Selector to Use Collection Manager

Review your “Book Form” (Approval) report(s). *You must review your new Book Form reports from Tuesday-Sunday each week!
Search for an item originating outside your BBS lists.
Select books from your “Form Form” (Firm Order) report(s).

Selecting Titles from Your “Form Form” Reports

On the main menu page, click “Reports.”
Click “Review Reports.”
You should see “Form Form” and “Book Form” reports for each E-Notes subscription you have sent to Collection Manager.
Choose a “Form Form” report to review by clicking on the “Report Name” NOT the “File Name.”
Check the boxes next to the titles you wish to request. *If you see a yellow box with a check mark ( ) or a box with a blue “O” ( ) under the title information, the book has already been requested or ordered! DO NOT REQUEST AGAIN!
To request all the items you have checked, first click “List all tagged titles” at the top of the report. *Do not click “Request All.” You will now only see a list of all the titles you have checked. Now click “Request All.”
A new screen will pop up:

o Check “Request.”
o In the customer code field enter your specific code (i.e. JUFG-F) (capitalize) This box is case sensitive!
o Enter the fund (i.e. 05020001-yyyy) in the fund field
o Enter the location (i.e. FLGA) in the location field. The location is the OCLC code for the appropriate library.
o Re-check all information entered. It is important that the information in this screen is valid for all the records selected, because this information will be overlaid on all the records. Make sure that the quantities requested, fund, and location are all the same.

Click only once on “Request!” at the top of the window.
A ( ) should appear next to the titles.

*** Be sure to click “untag all” at the end of each session or when you login in again since titles will remain in the “tagged titles” list until they are removed. Note: This function will not remove the “Requested” status from the titles, it will only remove the titles from the list.

Searching For an Item Originating Outside Your BBS Lists

Go to “Search for titles” in the “Searching” menu.
On the “Basic Search” screen enter title, author, ISBN, etc.
Click the “Search” button.
To select an item you wish to order, follow steps 5-7 from the above section Selecting Titles from Your “Form Form” Reports.

Minutes 8/07/2008

BlakeLandor — Mon, 11 Aug 2008 10:29:27 CDT

HSS Selectors Meeting August 7, 2007

Minutes

Present: Dan Reboussin, Richard Saltzburg, Matthew Loving, Ben Walker, Merrie Davidson, Peter Malanchuk, Michael Dietz, Colleen Seale, Chelsea Dinsmore, Paul Lightcap, Peter McKay, Michelle Foss, Alena Aissing

Paul Lightcap and Michelle Foss discussed procedures for handling Course Reserves (CR) material. The current process by which selectors, in response to a faculty request, tag CR books via Blackwell or the electronic request form is inefficient and may lead to duplicates, which Paul said is unlikely, or delay time. Instead, Michelle and Paul recommended that faculty initiate their CR requests through Ares and be directed by selectors to do so. This will allow for better tracking. A faculty request in Ares will trigger from Acquisitions an email notification to the selector copied to Blake. The selector should respond ASAP and the item(s) will be rushed through. Paul mentioned that the library is considering setting up a CR fund analogous to the Books on Demand program in ILL, which would entail safeguards and parameters for how the money will be spent. The discussion concluded with selectors agreeing the CR procedure currently spelled out on the wiki no longer applies and the description will be taken down. Selectors will now only be brought into the process after the faculty member submits an Ares request form. The schedule for Ares training in August was passed around and is on the wiki calendar.·
Paul then took a few questions about Blackwell ordering. He said that the revised version of Collection Manager is scheduled to be beta tested on August 20. UF is a beta test site. The new system will be integrated with Endeca. In response to a question, Paul said that the new system is supposed to indicate the discount prices of the items purchased. Paul went on to explain that there are three levels of pricing: books that receive an 18.5% discount, books that are sold at the list price, and books that are sold at the list price + a $6 fee. So far UF has not been charged a $6 fee for any books; about 80% of the books we have ordered with the new plan have received the 18.5% discount. (This figure will be reviewed later in light of more comprehensive data.) In response to another question, Paul indicated the need for selectors actively to manage our profiles so that the number of approval books being purchased fits the size of our budgets.
Ben discussed recommendations by the Shared Statewide Storage Taskforce. As part of their planning process the committee looked at how similar facilities around the country are set up. . The project has already received partial funding through 2010, and the prospects for full funding are favorable. The Storage Taskforce is requesting comments on their recommendations. The recommendations are as follows:

The storage facility will accept the following formats: paper-based, microforms, maps, blueprints, photographs, manuscript & archival materials, video & audio recordings; specifically excludes motion picture film, textiles, works of art, items that won't fit into trays
The storage facility will have an onsite reading room, but certain materials will be inaccessible (to be determined at the time of transfer to the storage facility by the home location). Further policies regarding the reading room will be a topic of future discussion.
The storage facility's initial capacity will be approximately 3 million volumes.
The storage facility will have a conservation unit attached. Further policies regarding this service will be a topic of future discussion.
Periodical use is allowed, with the following limitations: a) bound journal will be loaned only if document delivery is not available; b) document delivery will be utilized following ALA ILL guidelines; and c) limited onsite use for most materials.
The OCLC holdings/display will be a topic for future phone calls; this may be influenced by additional information from Generation Fifth.
Multiple copies will be limited based on the following guidelines: no print serial duplicate copies; no more than 2 monograph copies, and no nonprint duplicates (same format); some exceptions may be necessary for government documents.
Ownership is transferred to the storage facility but libraries which discard their copy b/c a shared copy is in the storage facility may continue to count ownership of material duplicated in the shared collection. There is no guarantee of continuation, therefore decisions regarding the maintenance of current local subscriptions will remain the decision of those institutions. However, material that is donated to the facility is expected to remain in the facility.
Uncataloged items will not be sent to the statewide storage facility. Facility staff should be able to process and shelve items upon arrival, without additional cataloging required. Cataloging is the responsibility of the depositing institution. Each library has a liaison who coordinates transfers/updates with the storage facility. Items will be cataloged using MARC format and AACR2, along with any specific policies that are adopted by the consortium. Government documents may require slightly different policies; further clarification is required and may be impacted by the choice of inventory control software.
The contributing library will supply volume holdings data prior to transferring items to the storage facility. Further details regarding the transfer of this information will be developed once Aleph and systems-related decisions are clarified.
Tabled until more information is gathered regarding the inventory control software. Call number search functions for each location are ideal, but further discussion is needed.
Circulation barcodes must be attached. On items with existing barcodes, those barcodes should be left in place, and it is the responsibility of the sending location to change item information to reflect that of the storage facility location.
Bibliographic records must conform to guidelines developed by the Statewide Storage Task Force.
See draft purpose statement.
Responsibilities of the Statewide Storage Facility include inventory control, access, and preservation of the stored collection. Additional information will be added as it becomes available.
The storage module will feature a high quality preservation environment with desiccant dehumidification, set points of 35% relative humidity and 50º F, air filtration, and low lighting levels.
Items sent to the storage facility are considered permanent transfers; these items are retained for use by the state university libraries and will be scanned electronically or loaned. Exceptions will be made only through a written request and after review by the Collection Planning Committee.
Items are loaned to the individual library and that library has responsibility for the item, notices, fines, etc. Monographs will be loaned for two months and journals will be loaned for two weeks. Items not picked up by patrons within one week after arrival at the borrowing library will be returned to the storage facility.
All material selected for storage must be inspected and deemed clean and pest-free BEFORE shipment to the storage facility. Each book or each item in a periodical run must be barcoded and have its record updated to reflect that it is held at the storage facility. The home library must take responsibility for the appropriate preservation of items sent to the storage facility. The storage facility retains the right to return contaminated material to the home library if that material poses a threat to items currently shelved in the facility.

The last 15 minutes of the meeting involved discussing the HSS wiki. No suggestions were made for new additions, but the understanding was expressed that content development will be a group effort.

Statewide Storage Facility

merriealynn — Sun, 10 Aug 2008 15:36:00 CDT

With Ben Walker's permission, I have attached the tentative recommendations for the Statewide Storage Facility. Please feel free to comment on them -- either here on this page or on a thread that I've set up at the bottom of the page. You can find the attachment at the bottom of the page.

Thanks!

Merrie

Blackwell Book Service

merriealynn — Thu, 07 Aug 2008 14:31:15 CDT

Humor

merriealynn — Mon, 04 Aug 2008 09:36:03 CDT

There is no abstract available for this page revision.

Responsibilities by Dewey Classification

merriealynn — Thu, 31 Jul 2008 10:39:54 CDT

Matthew Loving and Cathy Martyniak worked on assigning the selectors working with collections in Library West to their areas based on the Dewey Decimal Classification system. Their work is attached. If you would like to comment on it, please do. I've started a thread below.

Or you may change the actual attached table by signing in, clicking on the Easy Edit box at the upper left hand corner of the body of the page. Please mark your edit by changing the color of your cell. (If you need help with editing the wiki, just ask me or come to the class on Monday at 1 pm in room 419.)

DEWEY Decimal call number list with selector assignments JULY 2008
tens with topics	selector
000 Computer science, knowledge & systems	Bennett, D.
010 Bibliographies	Seale
020 Library & information sciences	Carrico
030 Encyclopedias & books of facts	Seale
040 [Unassigned]
050 Magazines, journals & serials
060 Associations, organizations & museums
070 News media, journalism & publishing	Reakes
080 Quotations	Seale
090 Manuscripts & rare books	Van Ness
100 Philosophy	Landor
110 Metaphysics	Landor
120 Epistemology	Landor
130 Parapsychology & occultism	Landor
140 Philosophical schools of thought	Landor
150 Psychology	Davidson
160 Logic	Landor
170 Ethics	Landor
180 Ancient, medieval & eastern philosophy	Landor
190 Modern western philosophy	Landor
200 Religion	Landor
210 Philosophy & theory of religion	Landor
220 The Bible	Landor
230 Christianity & Christian theology	Landor
240 Christian practice & observance	Landor
250 Christian pastoral practice & religious orders	Landor
260 Christian organization, social work & worship	Landor
270 History of Christianity	Landor
280 Christian denominations	Landor
290 Other religions	Landor
300 Social sciences, sociology & anthropology	Davidson; Reboussin (Anthro)
310 Statistics	Dinsmore
320 Political science	Malanchuck, P
330 Economics	McKay
340 Law
350 Public administration & military science	Malanchuck, P; McKay (Mil Science)
360 Social problems & social services	Davidson
370 Education	Malanchuck, I; Ochoa
380 Commerce, communications & transportation	Buhler
390 Customs, etiquette & folklore	Davidson; Van Hook (Folklore)
400 Language	Davidson
410 Linguistics	Davidson
420 English & Old English languages	Van Hook
430 German & related languages	Aissing
440 French & related languages	Loving
450 Italian, Romanian & related languages	Loving
460 Spanish & Portuguese languages	Loving
470 Latin & Italic languages	Landor
480 Classical & modern Greek languages	Landor
490 Other languages 500 Science	Loving
510 Mathematics	Gonzalez
520 Astronomy	Gonzalez
530 Physics	Gonzalez
540 Chemistry	Newsom
550 Earth sciences & geology	Gonzalez
560 Fossils & prehistoric life	Cataldo
570 Life sciences; biology	Kisling
580 Plants (Botany)	Cataldo
590 Animals (Zoology)	Cataldo
600 Technology	Newsom; Bennett
610 Medicine & health	Cataldo
620 Engineering	Bennett; Buhler
630 Agriculture	Davis
640 Home & family management	Davis
650 Management & public relations	McKay, Reakes (pr)
660 Chemical engineering	Newsom
670 Manufacturing	Bennett, D.
680 Manufacture for specific uses	Bennett, D.
690 Building & construction	Bennett, D.
700 Arts	Caswell, Lindell
710 Landscaping & area planning	Caswell, Lindell
720 Architecture	Lindell
730 Sculpture, ceramics & metalwork	Caswell; Lindell
740 Drawing & decorative arts	Caswell; Lindell
750 Painting	Caswell; Lindell
760 Graphic arts	Caswell; Lindell
770 Photography & computer art	Caswell; Lindell
780 Music	Cornwell
790 Sports, games & entertainment	Wisnieski, M.
800 Literature, rhetoric & criticism	Van Hook
810 American literature in English	Van Hook
820 English & Old English literatures	Van Hook
830 German & related literatures	Aissing
840 French & related literatures	Loving
850 Italian, Romanian & related literatures	Loving
860 Spanish & Portuguese literatures	Loving; Phillips (Latin Am.); Losch (Latin Am.)
870 Latin & Italic literatures	Landor
880 Classical & modern Greek literatures	Landor
890 Other literatures	Van Hook
900 History	Dinsmore
910 Geography & travel	McAuliffe
920 Biography & genealogy	Seale
930 History of ancient world (to ca. 499)	Landor
940 History of Europe	Loving; Aissing
950 History of Asia	Hickey
960 History of Africa	Malanchuck, P; Reboussin
970 History of North America	Dinsmore
980 History of South America	Phillips; Losch
990 History of other areas	Dinsmore


created by Matt Loving
updated by Vernon kisling
maintained by Cathy Martyniak
valid as of July 2008

Helpful Links

merriealynn — Tue, 29 Jul 2008 09:45:43 CDT

E-Form Request for New Materials

AcqWeb

Jack's Budget

Fund Codes

Responsibilities by Selector

merriealynn — Mon, 28 Jul 2008 08:46:43 CDT

Selector	Subject Area
Alena Aissing	Central, Eastern, and Northern Europe & the Balkans
	German
	Slavic
Merrie Davidson	African American Studies
	Communication Sciences & Disorders
	Linguistics
	Psychology
	Sociology
Chelsea Dinsmore	American History
	British History
David Hickey	Asian Studies
Blake Landor	Classics
	Philosophy
	Religion
Matt Loving	Romance Languages
Peter McKay	Business
	Economics
Peter Malanchuk	African Studies
	Political Science
Heshem Monsef	Arabic
Dan Reboussin	African Studies (selects for West Africa only)
	Anthropology
Colleen Seale	General Reference
	Women's Studies
John Van Hook	English
	Film
	Theatre

Do Not Tag Items

danrebo — Fri, 25 Jul 2008 13:56:54 CDT

Out of Print (Out of Stock, Not yet Published)
Location not available in list supplied
Item with series or volume number in title (UNLESS you know this is an add to an existing record, in which case it can be tagged as an "add.")
Foreign materials (unless they have domestic distribution, such as Peter Lang, Brepols, Brill)
"Expedite" requests.

Formats that cannot be Tagged

DVDs
CDs
e-Books
Scores
Microform