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Workflow: Acquisition Journal & Database New Request Processes

Initial Steps


  • Users submit new e-resource requests using the E-Resource Request Form.
    • Library subject liaisons often submit requests on behalf of users (faculty, staff or students) with specific research needs. 
  • We monitor the Library Acquisitions queue in Libanswers to see if any new requests have come through this platform.
    • New Request look like this: 
  • Once we have a request, then we reach out to vendor(s) for information regarding pricing, authentication, timeline etc. The best way to do this is to use the vendor contacts spreadsheet or any other information the user has provided in their request. 
  • Add new requests to the Acquisitions meeting agenda/notes google document when you have information on institutional pricing, authentication method if the requester would like a trial & any other relevant information.  Add under the New Requests heading in the agenda. 

Next Steps

  • At the next Acquisition meeting, we’ll talk about the new requests that we receive. We’ll make a  recommendation based on the pricing, importance to the field, if this information can be found elsewhere or if it's unique to a particular resource. The authentication method is particularly important.   
  • Once CATSS makes our recommendations, Alexis will add new requests to the next SRS meeting agenda so that we can gather feedback from subject liaisons and formalize our decision. 
    • We’ll either recommend: Subscribe, Decline, Wishlist (for when we have more funds available), or Trial (for when we want to check out a resource or for a short-term user project).
    • Note: For trials, we reach out to the vendor after a liaison, student, or faculty member has requested access to a resource that we don't currently have access to. When reaching out to the vendor we double-check that the resource works with Open Athens authentication and confirm the dates we would like the trial for. Typically most trials run for 30 days. Wendy adds the trial information to the Database Trials page & e-mails, Laura Hibbler & Jennifer Giordano. Flynn or Wendy will reach out to the user once the trial is active.
    • We strongly encourage folks who have trialed the resource to submit feedback on this resource by filling out this trial evaluation form
  • Once new request decisions are made, we contact vendors for invoices.
    • If we have reached out to vendors about getting an invoice we typically forward the email to libacq so that we have a copy in libanswers. 
    • We typically don’t retain copies of the invoices in print or digitally (such as on a google drive or box) .
    • We ask vendors for an agreement & VPAT (VPATS are in the CATSS Google drive). 

Final Steps

  • Subsequently, we generate/process invoices in Alma and then submit invoices in Marketplace. These processes don’t necessarily need to be done in this order. See internal Acq libguide for a more detailed process 
  • We then update the Libinsight information. The most important sections to add information to are:
    • Status (Acquiring, Ready for SRS Review, Trialing, Deferred, Declined & Wishlist)
    • Cost 
    • Additional Comments about the resource  
    • Tip: Double-check that the resource is working before contacting the subject liaisons or users that the resource is available. It reduces confusion and trouble-shooting later on. 
    • New Resources are added/submitted to this page so users are aware of new resources we have acquired. 
    • We also update the list of Electronic Collections .