How Depauw got control of the permission process, saved money for the university and for students all while making faculty think we are the awesomest thing ever Managing Coursepacks and the Permission Process Using Ares

Small (2,300 students) liberal arts college The library includes 800,000 volumes, 20,000 electronic journals, and about 200 subscription databases. Reserves represent almost 30% of our circulation to students. Electronic reserves are also very popular, we had almost 3,000 last year.

Coursepacks at DePauw Long history... A small local shop called Fine Print used to make them and everyone was happy. Then Ernie, the proprietor had a stoke Right before a semester was about to start oAnd chaos ensued So, a new system was needed... Fast Under the new system (which was really a little used old system) each faculty member (or departmental secretary) managed their own permissions All by themselves oDePauw had the only “umbrella” CCC account My predecessor had the master password and the CCC created accounts for faculty on her request

Coursepacks at DePauw This went poorly... Sometimes faculty and secretaries got permissions for the wrong thing Do a search for “Journal of a Plague Year” in the CCC. If you don’t understand the concept of public domain and you don’t know much about literature, you could easily pay $ for 20 students to read 40 pages of... Parrish, John A. Journal of a Plague Year. [London]: Fontana, Instead of paying nothing for 20 students to read all of the better known... Defoe, Daniel. A Journal of the Plague Year. London: J.M. Dent, 1966.

Coursepacks at DePauw They got (or at least tried to get) permissions for things they didn’t need permissions for... Public domain items, including gov docs, Project Gutenburg texts, etc Things they removed from their coursepacks at the last minute Things they really should just offer links to, like articles from subscription databases They didn’t get permissions for things they needed permissions for... Works not in the CCC database, especially foreign works Poems– what is it about poems that makes people assume they are public domain? Articles in subscription databases

Coursepacks at DePauw And on top of that... There was no easy way for me to see what my faculty were doing... Until I got the bill. There was no way to make sure each faculty member checked in with the bookstore and adjusted their order to make sure that DePauw wasn’t paying royalities on destroyed coursepacks Some faculty didn’t even seem to realize that many of their coursepacks were going unsold I spent hours and hours each semester helping faculty and departmental secretaries process their permissions.

Enter Ares... I pitched Ares to my administration as a way out of the course pack morass, in addition to a reserves system. Having had extensive experience with ILLiad, I felt confident I could create routing rules and custom queues to make Ares process coursepack requests. Luckily, I was right! Most importantly, our Printing Services department was thrilled to have the permissions issue off of their plate. They viewed this not as usurpation, but as a genuine help.

Setting up the workflow... The coursepack workflow includes... Custom web pages Custom format Custom queues Routing rules To simplify things... The item format is embedded in the webpage and that is then used to trigger the routing rule to route to the custom queues

Custom webpages Let’s go look and see...

Custom web pages Note that the item formats come through from the webpages We found that offering a different link “Make a Coursepack” made the website easier for faculty to find. Faculty have reported that the website is easy for them to use, but they wish they could use SFX to submit.

Custom queues and routing rules The custom queues trigger the custom routing rules When a request comes in to goes to... Coursepack item to print Coursepack awaiting instructor supply Because...

Coursepack Awaiting Instructor Supply

Copyright Clearance Processing CCC gateway only prices for electronic reserves, so the workflow in Ares cannot be used to price and submit orders So, we use the website instead

Custom queues and routing rules From there we manually route it to... Coursepack items to assemble If the coursepack is still waiting on more items, we route it to... Coursepack items awaiting additional submissions We almost always know if the coursepack we are working on is complete or not Once the coursepack is complete it goes to... Coursepacks completed and awaiting faculty review I call or from my personal accounts to let faculty know the coursepack is done

“Mandy’s Queue” CCC special orders sit in “Mandy’s Queue” until we get a response Non-CCC items also go to ‘Mandy’s Queue” Anything else out of the usual workflow goes to “Mandy’s Queue” I check on items in my queue at least a few times per week to see how things are going.

Working with Printing Services Forms! Forms! Forms! In Quadruplicate! The Printing Services folks take their forms very very seriously.forms Sometimes faculty are hard to track down, so I decide the color etc for the coursepack Printing services is FAST. They have a less than 48 hour turnaround time.

Finishing the coursepack process Coursepacks completed and awaiting faculty review I call or from my personal account to let faculty know the coursepack is done Then... When we send the coursepack over, we route it zCoursepacks sent to Printing Services Lastly, I check in with the bookstore to see how many coursepacks were sold vs. destroyed and update the CCC to reflect the number sold.