Library questionnairewebinar7 2010
- 1. WorldCat Navigator Individual Library Questionnaire Marianne Bretz / Jimmy Kuckelheim Implementation Managers OCLC
- 2. Introduction Why do I need to fill out a questionnaire? To communicate to OCLC your decisions for how Navigator will act at your own institution. With this information, OCLC will configure Navigator to work with your ILS system and to act upon your patron’s requests according to your preferences. Who needs to fill out the questionnaire? The sections of the questionnaire may be answered by different staff at your library. Please appoint one staff member to be responsible for the questionnaire as a whole, to merge the answers together into one document and return it to your Library Implementation Lead.
- 3. Full Library Name Your library’s name is at the beginning of the questionnaire. If it is not correct, please change it. This is the name Navigator will use for your library.
- 4. Section I: Library Operations and Policies Part 1: Your Library’s Resource Sharing System In this section, you are asked about Your lending policies The libraries (entities) within your institution
- 5. Section I: Library Operations and Policies Part 1: Your Library’s Resource Sharing System Services you provide as a lender: Do you loan audio, video and microfilms? OCLC will use this information to configure your lending policies within the Navigator Request Engine. NRE can be configured to automatically respond negatively to a request for these types of materials if you do not lend them.
- 6. Section I: Library Operations and Policies Part 1: Your Library’s Resource Sharing System Additional Navigator Information As part of the questionnaire, you have been given an Excel spreadsheet (Additional Navigator Information.xls). This spreadsheet is divided into 8 worksheets. Some worksheets are instructions. Other worksheets are used to gather data about your library. Each worksheet can be accessed with using the tabs at the bottom left of the screen.
- 7. Section I: Library Operations and Policies Part 1: Your Library’s Resource Sharing System The 2 nd worksheet is an instruction sheet, which explains each field in the Institution Entities worksheet. Please refer to it while you are filling out the Institution Entities Worksheet.
- 8. Section I: Library Operations and Policies Part 1: Your Library’s Resource Sharing System Your institution entities The 3 rd worksheet is called ‘Institution Entities’. On this worksheet, you will list all the borrowing, lending or pickup places in your institution.
- 9. Section I: Library Operations and Policies Part 1: Your Library’s Resource Sharing System The data you enter on this worksheet is loaded into Navigator and forms the basis of the configuration of your institution. Even if you only have one library (no branches or other pickup places), please fill in the worksheet.
- 10. Section I: Library Operations and Policies Part 1: Your Library’s Resource Sharing System A comment has been added to the column heading for each column in the spreadsheet. This comment explains what should be entered in each field.
- 11. Section I: Library Operations and Policies Part 1: Your Library’s Resource Sharing System Your institution Correctly assigning the function(s) that each entity on the spreadsheet plays in consortial borrowing is important to the success of Navigator for your institution. There are 3 functions within Navigator. A single place may perform any or all of these functions.
- 12. Section I: Library Operations and Policies Part 1: Your Library’s Resource Sharing System Your institution Borrowing Requests items from lenders Receives items from lenders Returns loaned items to lenders Patrons belong to the ‘Borrowing’ library
- 13. Section I: Library Operations and Policies Part 1: Your Library’s Resource Sharing System Your institution Lending : Ships loaned items to borrowing libraries Manages the check-in of the material at the end of the process Pickup: Holds items for patron pickup Is included in a list of pickup places presented to patron when making a request
- 14. Section I: Library Operations and Policies Part 2 : ILLiad ILLiad integration: Requests that are not filled within your group can be sent directly to your ILLiad system for processing as ILL requests Your patrons can view and manage their ILLiad requests from the Navigator interface
- 15. Section I: Library Operations and Policies Part 2 : ILLiad What version of ILLiad do you have? Navigator requires ILLiad 7.4 or higher. If you have an ILLiad version lower than 7.4, when do you expect to update it?
- 16. Section I: Library Operations and Policies Part 2 : ILLiad Do you share the ILLiad server with another library? The next few questions ask you for site codes from your ILLiad system.
- 17. Section I: Library Operations and Policies Part 2 : ILLiad Site codes in ILLiad can be found in: Customization Manager Contact Information Contacts LocalInfo NVTGC
- 18. Section I: Library Operations and Policies Part 2 : ILLiad If you are on a shared server, indicate the site codes of the libraries that share the ILLiad server. This information will be used to insure that Navigator requests are sent to the proper ILLiad site.
- 19. Section I: Library Operations and Policies Part 2 : ILLiad If you have multiple pickup locations, please indicate the ILLiad site code for each.
- 20. Section I: Library Operations and Policies Part 2 : ILLiad When NRE sends a request to your ILLiad system without staff intervention, the user information from NRE has to be recognizable in ILLiad also. In the questionnaire, you will indicate the type of authentication you use in ILLiad.
- 21. Section I: Part 3, Your Library’s Resource Sharing Workflow Locally Held Items:
- 22. Section I: Part 3, Your Library’s Resource Sharing Workflow Locally Held Items: Stop the request for staff review Request will be held in Idle; Check manual category in Work Queue Log message in Request details will clearly state the name of the location which owns the item.
- 23. Section I: Part 3, Your Library’s Resource Sharing Workflow Locally Held Items: Staff can choose to Complete the request so that it is no longer active.
- 24. Section I: Part 3, Your Library’s Resource Sharing Workflow Locally Held Items: NRE can be configured to send a notification to your patron. The questionnaire includes sample text for this notification. You may modify it in any way you’d like to suit the needs of your institution. Request details can be added to the notification.
- 25. Section I: Part 3, Your Library’s Resource Sharing Workflow Locally Held Items:
- 26. Section I: Part 3, Your Library’s Resource Sharing Workflow Duplicate requests:
- 27. Section I: Part 3, Your Library’s Resource Sharing Workflow Duplicate requests: NRE considers a request a duplicate when all these conditions apply: Same title Same author Same patron Earlier request is still active
- 28. Section I: Part 3, Your Library’s Resource Sharing Workflow Duplicate requests: If you choose to stop the request for staff review, the request will be held in Idle; Check manual category in Work Queue of the Staff Interface. Log message in Request details will clearly state the request number of the original request.
- 29. Section I: Part 3, Your Library’s Resource Sharing Workflow Unfilled Consortial Requests: There are two conditions under which a request to members of your group may be unfilled: No library in your group owns the item Libraries in your group own the item but cannot supply it
- 30. Section I: Part 3, Your Library’s Resource Sharing Workflow
- 31. Section I: Part 3, Your Library’s Resource Sharing Workflow Unfilled Consortial Requests: In each case, there are 4 options for handling unfilled requests: Cancel the request and notify the patron Send the request into your ILLiad system Send the request to WorldCat Resource sharing Send an email with request and patron details to your ILL staff for further processing
- 32. Section I: Part 3, Your Library’s Resource Sharing Workflow If you choose option 4, you will provide OCLC with an appropriate email address for your ILL staff.
- 33. Section I: Part 3, Your Library’s Resource Sharing Workflow User notification: NRE can automatically alert your patron when requests have reached a particular state. This function requires the patron’s e-mail address in his user details or in the request.
- 34. Section II: Part 3, Your Library’s Resource Sharing Workflow User notification – requested item has been received: NRE may notify the patron Your circulation system may do this because of the hold placed on the item through circulation interoperability If you want NRE to notify your patron, you can specify the text of the email notification.
- 35. Section I: Part 3, Your Library’s Resource Sharing Workflow User notification: When a requested item has been received
- 36. Section I: Part 3, Your Library’s Resource Sharing Workflow User notification - requested item cannot be filled If you have selected: Cancel the Request or Send an e-mail with the request and patron details to the ILL staff You can specify the text of the notification to your patron or library staff.
- 37. Section I: Part 3, Your Library’s Resource Sharing Workflow User notification - requested item cannot be filled Sample notification: You may modify as needed. If the notification is being sent to library staff, it is recommended that all the request details be included in the email.
- 38. Section I: Part 3, Your Library’s Resource Sharing Workflow User notification: - Lender reports an item overdue NRE may notify the patron The circulation system may notify the patron if the item was checked out to the patron on your local circulation system.
- 39. Section I: Part 3, Your Library’s Resource Sharing Workflow User notification: - Lender reports an item overdue Sample notification:
- 40. Section I: Part 3, Your Library’s Resource Sharing Workflow User notification: When you choose to have NRE send notifications, an email address from your institution can be used as the ‘from’ address.
- 41. Section I: Part 3, Your Library’s Resource Sharing Workflow Navigator will interface with your library’s catalog at various points in the requesting process. Your patrons may see holdings and availability from your catalog if it is one of the following: Ex Libris Aleph Ex Libris Voyager Sirsi/Dynix Horizon Sirsi/Dynix Unicorn Innovative Millennium
- 42. Section I: Part 3, Your Library’s Resource Sharing Workflow
- 43. Section I: Part 3, Your Library’s Resource Sharing Workflow NRE will use the holdings and availability from your catalog to build a lender string:
- 44. Section I: Part 3, Your Library’s Resource Sharing Workflow Shelf locations: When Navigator searches for an item in your catalog, the results will indicate: What collection or shelf location is associated with the item If the item is available
- 45. Section I: Part 3, Your Library’s Resource Sharing Workflow Shelf locations: NRE will match the shelf location to a place from the Institution Entities spreadsheet. IF: a match can be found the place will lend THEN: That place will be included on the lender string.
- 46. Section I: Part 3, Your Library’s Resource Sharing Workflow Shelf locations: The shelf locations are the text that shows in the Location column in your OPAC.
- 47. Section I: Part 3, Your Library’s Resource Sharing Workflow Shelf locations: In the Additional Navigator Information spreadsheet, you will find a Shelf Locations worksheet. It is the 6 th worksheet.
- 48. Section I: Part 3, Your Library’s Resource Sharing Workflow This worksheet is used to: Collect the shelf locations from your institution Indicate the library (entity) from the Institution Entity spreadsheet that will manage requests for items from each shelf location
- 49. Section I: Part 3, Your Library’s Resource Sharing Workflow Instructions for completing this worksheet are included in the spreadsheet as worksheet #5, Shelf Location Instructions
- 50. Section I: Part 3, Your Library’s Resource Sharing Workflow Availability terminology: In order to accurately determine if a requested item is available for loan, Navigator must be aware of: All the possible availability terms used in your catalog (such as On Loan, On Shelf, etc.) Whether items with a particular availability status can be requested by other members of your group A specific location to which the availability rule applies, if significant
- 51. Section I: Part 3, Your Library’s Resource Sharing Workflow The availability terminology spreadsheet is worksheet 4 in the Additional Navigator Information spreadsheet.
- 52. Section I: Part 3, Your Library’s Resource Sharing Workflow
- 53. Section I: Part 3, Your Library’s Resource Sharing Workflow Availability terminology: You do not have to list all the shelf locations in this worksheet. Only enter a shelf location that is significant for determining availability.
- 54. Section I: Part 3, Your Library’s Resource Sharing Workflow Request limits You can limit the number of requests that your patrons can have at any one time.
- 55. Section I: Part 3, Your Library’s Resource Sharing Workflow Navigator Patron Request form You are able to select the fields that you want on your patron request form from a group of available fields. You can also specify some fields as required fields. This is done through an online survey. Please click on the link in Section I, Part 3 h in the questionnaire to design your request form.
- 56. Section I: Part 3, Your Library’s Resource Sharing Workflow Navigator Patron Request form The link will lead you to this survey:
- 57. Section I: Part 3, Your Library’s Resource Sharing Workflow Navigator Patron Request form
- 58. Section II: Library Systems Infrastructure Navigator is a patron interface from which your patrons will place consortial borrowing requests. Before placing a request, your patron will be asked to identify himself.
- 59. Section II: Library Systems Infrastructure Navigator will authenticate your patrons with a user name and password that your patron already knows. This may be: An ID and password from a campus registry A user name and password from your circulation/patron registration system. All authentication is done through EZProxy.
- 60. Section II: Library Systems Infrastructure If you are integrating Navigator with your circulation system, the patron credentials from your library system will have to be retrieved. What type of circulation/ILS system does your library have?
- 61. Section II: Library Systems Infrastructure What authentication method will be used to authenticate your patrons in Navigator.
- 62. Section II: Library Systems Infrastructure EZProxy Navigator uses EZProxy to work with your library’s authentication method. This requires that your institution install and maintain a local instance of EZProxy. Your local instance of EZProxy communicates with a master EZProxy at OCLC.
- 63. Section II: Library Systems Infrastructure EZProxy You may already be using EZProxy for other products. The questionnaire asks if you already have EZProxy installed at your library.
- 64. Section II: Library Systems Infrastructure EZProxy If your institution does not currently use EZProxy, a license will be provided as part of Navigator. Your institution will provide a server on which EZProxy will be installed.
- 65. Section II: Library Systems Infrastructure Once you have submitted your answers to the authentication questions, you can expect: An initial call from OCLC to discuss your authentication method. Occasional follow-up calls as the authentication work progresses Some work will need to be done at your library to install/modify your EZProxy and prepare for Navigator authentication. You may need to create a file of your patron data.
- 66. Section II: Library Systems Infrastructure Z39.50 Z39.50 is a protocol that allows a client to search for and retrieve bibliographic records from a library catalog using a standard syntax. Because Z39.50 is a standard protocol, it can be used to search all types of library catalogs that support the protocol. It eliminates the need to know search terms and methods unique to a particular vendor’s product.
- 67. Section II: Library Systems Infrastructure If you have a Z39.50 server, you will be asked to provide the connection and retrieval details.
- 68. Section II: Library Systems Infrastructure OCLC may use a Z39.50 connection to your catalog to display the location, call number and availability status.
- 69. Questions? Do you have any questions about the individual library questionnaire?
- 70. Next Steps If you have not yet received your questionnaire, OCLC will send you the WorldCat Navigator : Individual Library Questionnaire via email. You will return the questionnaire to your OCLC Implementation Manager. You may receive a secondary circulation questionnaire and may be invited to a follow-up meeting to discuss the details of your circulation integration method. OCLC will configure Navigator according to your preferences.
Editor's Notes
- #6: Emphasize that this is on the lending side only.
- #10: On this spreadsheet, you will list the places within your institution which will play a role in the consortial borrowing process. These may be a main library and its branches; service desks within a single library, etc.
- #12: Because the functions you provide on the spreadsheet becomes the basis for NRE, I will spend a little time discussing this piece of data.
- #13: If library staff at a particular library will do these activities, it is a borrowing library.
- #14: If library staff at a library will do these lending functions, that library will be a lender. If your library system allows users to specify where they will pick up an item from a list of possible places, each of those places is a pickup location. Remember that any one library can be perform any of all of these functions.
- #15: In this part of the questionnaire, you respond to questions about your ILLiad service. The responses to these questions provide OCLC with the information needed to establish integration between Navigator and ILLiad. If you do not have an ILLiad system, you do not have to respond to this section.
- #16: Navigator requires ILLiad 7.4 or 8.0. If you have an earlier version, you will need to update it.
- #18: The site codes are the codes in the NVTGC column in the Local Info section of the customization manager.
- #22: Your patrons may request an item that is available in your library. In the questionnaire, we will ask you how NRE should handle such requests. Your decision will be applied to all requests for locally held items
- #23: If you choose to have the request stop for staff review, this is what will happen in NRE. The request will be in a ‘Check Manual’ status, alerting you that staff attention is needed. From the request details, you can see that the item was found locally and what library owns the item.
- #24: You can choose to complete the request so that it is no longer an active request or you could choose to remove your location from the lender string and allow the request to progress.
- #25: NRE can be configured to send a notification to your patron if you choose to complete the request. In the questionnaire, you will be given sample text for this notification. You may modify it in any way you’d like to suit the needs of your institution. Request details, such as author, title, request number, patron name, etc. can be added to the notification.
- #26: This is a sample. The subject line and the text can be modified.
- #27: Your patrons may create duplicate requests for the same item. In the questionnaire, we will ask you how NRE should handle such requests. Your decision will be applied to all requests for duplicate items.
- #29: If you choose to have the request stop for staff review, this is what will happen in NRE. The request will be in a ‘Check Manual’ status, alerting you that staff attention is needed. From the request details, you can see the request number of the earlier request.
- #31: You can indicate in the questionnaire what should happen to unfilled requests.
- #33: This is usually a generic ill email. Because of staff changes, we discourage using an individual’s email address. Using a generic email eliminates the need to maintain this configuration as staff changes.
- #34: In this section of the questionnaire, you will specify the text you want to send to your users when a request reaches a particular stage in its life cycle.
- #35: You can choose to have NRE send a notification to your patron when you have received a requested item.
- #36: If you choose to have the notification sent from NRE, you can specify the text of the email sent to your user. The questionnaire includes some standard text which you may modify as you wish. The notification can include details from the request, such as the title and the pickup location.
- #40: This is a sample notification for overdue items. Modify it according to your preferences.
- #41: Setting a ‘From’ address that is specific to your library allows your patron to reply to the email. It is also less likely that the email will be considered spam by the mail server.
- #43: In this example, the Navigator user interface is accessing Austin Public Library’s catalog to display the location, call number and real-time status information.
- #44: When a request is made, NRE searches local catalogs to create a lender string of libraries that own the item and have it available for borrowing.
- #50: You may be able to get a list of all of your shelf locations from your OPAC system administrator or vender. DO NOT include a shelf location if all items housed in that location are non-circulating.
- #53: In this table, indicate the Availability Status from your OPAC and whether items in that status can be loaned.
- #54: The shelf location column is to indicate if the shelf location is significant when determining availability. For example, an item that is ‘On Shelf’ is generally available for circulation. However, if that ‘On Shelf’ item is in Special Collection, it cannot be loaned. In this example, the ‘On Shelf’ status must be defined differently for the Special Collections shelf location. In this case, the shelf location is significant for determining availability for borrowing. However, a status like ‘On Loan’ does not require further definition because, no matter what shelf location the item has, it is not available.
- #55: If you want to limit patron requests, please indicate how many requests a patron can have at one time. Then indicate what ‘one time’ means. For example, if a patron is limited to 5 requests per month, answer question 3 as ‘30’.
- #58: Your responses will be used to configure the form your patron will fill out to request an item from Navigator.
- #61: In the questionnaire, please indicate what system and version you use . If you click ‘Other’, please include the system name
- #62: It is common for colleges and universities to use a campus directory as the first authentication step. Public libraries tend to use the patron file associated with their circulation system.
- #63: In Texas, special arrangements have been made for a hosted ‘local’ EZProxy. If you are part of the hosted EZProxy, you will not have to maintain a local instance of EZProxy.
- #68: Note that a Z39.50 server is not required for access unless you do not have one of the 5 supported ILS systems (ExLibris Aleph; ExLibris Voyager; Innovative Interfaces Millennium; SirsiDynix Horizon; SirsiDynix Unicorn).
- #69: If you do not have a Z39.50 server, OCLC may be able to use screen-scraping for this information.