Denise D. Novak, Acquisitions Librarian, Carnegie Mellon University No MLS? No Problem: Acquisitions Essentials for the PhD Subject Specialist Denise D. Novak, Acquisitions Librarian, Carnegie Mellon University Claire Eichman, Collection Development Manager, GOBI Library Solutions from EBSCO Ashley Fast Bailey, Director, Collection Development and Workflow Solutions, Central US, GOBI Library Solutions from EBSCO

Agenda History Carnegie Mellon Workflows Presentation and Training Ongoing Consultation and Follow Up Assessment and Long Term Plans Questions

Traditional Selector Model PhD Subject Specialist Model Librarian holds an MLS Prior selection experience Understanding of Library environment Offer training on the processes at Carnegie Mellon University Libraries No MLS Subject specialty in particular field Lack of library experience as a practitioner More in-depth training needed on selection and University libraries’ processes

Who to go to for What in Acquisitions Library Associate for Ordering Questions about book requests, firm orders, the status of firm orders & firm order receipt in his subject areas. Questions about replacement orders, status of replacement orders & the receipt of replacement orders for Hunt, E&S, MI. Library Associate for Ordering - Sci Tech Questions about book requests, firm orders, the status of firm orders & firm order receipt in her subject areas. Questions about ordering Standards. Electronic Resources Discovery Manager Questions about serials, particularly about their records in Cameo/Unicorn and their links for electronic access. Comprehensive questions covering serials problems with multiple aspects, or that defy categorization. Tech Svcs Associate for Acquisitions - Library Associate in T.S./ Acquisitions Questions relating to the receipt of standing orders, return of materials, and the approval plan as it concerns the physical books and the Review Area.  Acquisitions Librarian and Team Leader Acquisitions questions no one else in the department can answer; license agreements, OverDrive, Administrator of the Approval Plan as it relates to the Profile or GOBI, HGEN Fund, Special Funds, Vendors, Publisher/Vendor catalogs, Acquisitions personnel matters.

Who to go to for What in Acquisitions Electronic Resources Discovery Manager Questions about serials, particularly about their records in Cameo/Unicorn and their links for electronic access. Comprehensive questions covering serials problems with multiple aspects, or that defy categorization.  Library Associate in T.S./ Acquisitions Questions relating to the receipt of standing orders, return of materials, and the approval plan as it concerns the physical books and the Review Area. Digital Collections Associate Questions about serial subscriptions, claims, damaged journal issues, micro- subscriptions. Journal Check-in/Mailroom Supervisor Questions relating to journal and newspaper check-ins and claims. Questions about serials bindery; routine maintenance of the unbound and microform serials collections at E&S (removing old and cancelled titles, adding new titles, etc.); U.S. and Campus mail, in- and outgoing UPS, FedEx, DHL, and Airborne Express packages, office and library supplies ordering for Cataloging and Acquisitions  

New database or other e-resource, excluding current standing orders/continuations Head of Acquisitions places the order, handles the license details and makes sure the invoice is sent to the proper person Once license agreement is complete and invoice is received/paid, Head of Acquisitions will notify appropriate persons. Acquisitions staff will continue to use the print record for the serial. If an archive copy of the e-resource is sent, that URL is sent to Ken Rose in LIT. When a print Standing Order is moved to electronic format, acquisitions will be contacted and the print will be cancelled if the e-resource can be supplied. If it cannot, then we will contact the publisher of the standing order and order it from them. License agreements will be forwarded to the Head of Acquisitions who will move it through the approval process. Once the license is approved and the invoice received/paid, the Head of Acquisitions will notify via email the appropriate persons. In the event an e-resource is canceled or discontinued, the following people will be notified via email. E-Resources Workflow

Work flow for License Agreements for Electronic Materials in University Libraries Acquisition License is sent to Acquisitions Librarian from Vendor. Review by Acquisitions Librarian and license is sent on to University Contracts Office. License is reviewed by UC Office. Emailed back to Acquisitions Librarian with suggested changes/revisions. Returned to Vendor. The vendor either accepts the changes or a dialogue is begun between the Acquisitions Librarian, CMU Contracts Officer and the vendor/publisher to reach an agreed upon decision. Once the changes/revisions are complete, the revised document is signed by the UC Officer The Acquisitions Librarian sends paperwork to the vendor/publisher along with a letter requesting that one fully executed copy be returned to the Acquisitions Librarian. Fully executed copy is sent to University Contracts.

Preparation Worked with CMU to create a focused training agenda Basic overviews of tools needed to effectively collect for the subject areas Goals were to have the training focus on practical aspects of Collection Development Hands-on and Interactive Equipped PhD Subject Specialists to embark on selection

Training Session Part 1: Approval Methodology Part 2: Hands-on GOBI training Part 3: Workflows specific to CMU Best ways to implement changes Tools in GOBI that fit within those workflows

Approval Methodology Approval plans The profiling process What are they? The profiling process Pre-publication Hand-in-book profiling Approvals Analysis of CMU’s various approval plans

GOBI Training Overview of tools and features How to view eOnly titles Ensure tools and features fit within CMU’s workflow How to view eOnly titles Searching Notifications

Ongoing Consultation and Follow Up Regular contact and feedback to insure skills taught during training are refined and used Available for questions and post-training follow up for any PhD Specialists that need one-on-one help Work with Denise to craft a return, more in-depth training and profile revision meeting after the PhD Specialists work in GOBI for 2-3 months Return in January for a profile review and advanced training

Assessment

Questions?