WorldCat NavigatorIndividual Library Questionnaire

WorldCat NavigatorIndividual Library Questionnaire

Marianne Bretz / Jimmy KuckelheimImplementation ManagersOCLC

IntroductionIntroduction

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.

Full Library NameFull 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.

Section I:Library Operations and PoliciesPart 1: Your Library’s Resource Sharing System

Section I:Library Operations and PoliciesPart 1: Your Library’s Resource Sharing System

In this section, you are asked about

• Your lending policies

• The libraries (entities) within your institution

Section I:Library Operations and PoliciesPart 1: Your Library’s Resource Sharing System

Section I:Library Operations and PoliciesPart 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.

Section I:Library Operations and PoliciesPart 1: Your Library’s Resource Sharing System

Section I:Library Operations and PoliciesPart 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.

Section I:Library Operations and PoliciesPart 1: Your Library’s Resource Sharing System

Section I:Library Operations and PoliciesPart 1: Your Library’s Resource Sharing System

The 2nd 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.

Section I:Library Operations and PoliciesPart 1: Your Library’s Resource Sharing System

Section I:Library Operations and PoliciesPart 1: Your Library’s Resource Sharing System

Your institution entities

The 3rd worksheet is called ‘Institution Entities’.

On this worksheet, you will list all the borrowing, lending or pickup places in your institution.

Section I:Library Operations and PoliciesPart 1: Your Library’s Resource Sharing System

Section I:Library Operations and PoliciesPart 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.

Section I:Library Operations and PoliciesPart 1: Your Library’s Resource Sharing System

Section I:Library Operations and PoliciesPart 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.

Section I:Library Operations and PoliciesPart 1: Your Library’s Resource Sharing System

Section I:Library Operations and PoliciesPart 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.

Section I:Library Operations and PoliciesPart 1: Your Library’s Resource Sharing System

Section I:Library Operations and PoliciesPart 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

Section I:Library Operations and PoliciesPart 1: Your Library’s Resource Sharing System

Section I:Library Operations and PoliciesPart 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

Section I:Library Operations and PoliciesPart 2 : ILLiad

Section I:Library Operations and PoliciesPart 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

Section I:Library Operations and PoliciesPart 2 : ILLiad

Section I:Library Operations and PoliciesPart 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?

Section I:Library Operations and PoliciesPart 2 : ILLiad

Section I:Library Operations and PoliciesPart 2 : ILLiad

Do you share the ILLiad server with another library?

The next few questions ask you for site codes from your ILLiad system.

Section I:Library Operations and PoliciesPart 2 : ILLiad

Section I:Library Operations and PoliciesPart 2 : ILLiad

Site codes in ILLiad can be found in:

Customization Manager Contact Information Contacts LocalInfo NVTGC

Section I:Library Operations and PoliciesPart 2 : ILLiad

Section I:Library Operations and PoliciesPart 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.

Section I:Library Operations and PoliciesPart 2 : ILLiad

Section I:Library Operations and PoliciesPart 2 : ILLiad

If you have multiple pickup locations, please indicate the ILLiad site code for each.

Section I:Library Operations and PoliciesPart 2 : ILLiad

Section I:Library Operations and PoliciesPart 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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

Section I:Part 3, Your Library’s Resource Sharing Workflow

Locally Held Items:

Section I:Part 3, Your Library’s Resource Sharing Workflow

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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

Section I:Part 3, Your Library’s Resource Sharing Workflow

Locally Held Items:

Section I:Part 3, Your Library’s Resource Sharing Workflow

Section I:Part 3, Your Library’s Resource Sharing Workflow

Duplicate requests:

Section I:Part 3, Your Library’s Resource Sharing Workflow

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

Section I:Part 3, Your Library’s Resource Sharing Workflow

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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

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

Section I:Part 3, Your Library’s Resource Sharing Workflow

Section I:Part 3, Your Library’s Resource Sharing Workflow

Section I:Part 3, Your Library’s Resource Sharing Workflow

Section I:Part 3, Your Library’s Resource Sharing Workflow

Unfilled Consortial Requests:

In each case, there are 4 options for handling unfilled requests:

1.Cancel the request and notify the patron

2.Send the request into your ILLiad system

3.Send the request to WorldCat Resource sharing

4.Send an email with request and patron details to your ILL staff for further processing

Section I:Part 3, Your Library’s Resource Sharing Workflow

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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

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.

Section II:Part 3, Your Library’s Resource Sharing Workflow

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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

Section I:Part 3, Your Library’s Resource Sharing Workflow

User notification:

When a requested item has been received

Section I:Part 3, Your Library’s Resource Sharing Workflow

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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

Section I:Part 3, Your Library’s Resource Sharing Workflow

User notification: - Lender reports an item overdue

Sample notification:

Section I:Part 3, Your Library’s Resource Sharing Workflow

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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

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

Section I:Part 3, Your Library’s Resource Sharing Workflow

Section I:Part 3, Your Library’s Resource Sharing Workflow

Section I:Part 3, Your Library’s Resource Sharing Workflow

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:

Section I:Part 3, Your Library’s Resource Sharing Workflow

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

Section I:Part 3, Your Library’s Resource Sharing Workflow

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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

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 6th worksheet.

Section I:Part 3, Your Library’s Resource Sharing Workflow

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

Section I:Part 3, Your Library’s Resource Sharing Workflow

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

Section I:Part 3, Your Library’s Resource Sharing Workflow

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

Section I:Part 3, Your Library’s Resource Sharing Workflow

Section I:Part 3, Your Library’s Resource Sharing Workflow

The availability terminology spreadsheet is worksheet 4 in the Additional Navigator Information spreadsheet.

Section I:Part 3, Your Library’s Resource Sharing Workflow

Section I:Part 3, Your Library’s Resource Sharing Workflow

Section I:Part 3, Your Library’s Resource Sharing Workflow

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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

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.

Section I:Part 3, Your Library’s Resource Sharing Workflow

Section I:Part 3, Your Library’s Resource Sharing Workflow

Navigator Patron Request form

The link will lead you to this survey:

Section I:Part 3, Your Library’s Resource Sharing Workflow

Section I:Part 3, Your Library’s Resource Sharing Workflow

Navigator Patron Request form

Section II:Library Systems InfrastructureSection 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.

Section II:Library Systems InfrastructureSection 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.

Section II:Library Systems InfrastructureSection 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?

Section II:Library Systems InfrastructureSection II:Library Systems Infrastructure

What authentication method will be used to authenticate your patrons in Navigator.

Section II:Library Systems InfrastructureSection 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.

Section II:Library Systems InfrastructureSection 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.

Section II:Library Systems InfrastructureSection 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.

Section II:Library Systems InfrastructureSection 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.

Section II:Library Systems InfrastructureSection 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.

Section II:Library Systems InfrastructureSection II:Library Systems Infrastructure

If you have a Z39.50 server, you will be asked to provide the connection and retrieval details.

Section II:Library Systems InfrastructureSection II:Library Systems Infrastructure

OCLC may use a Z39.50 connection to your catalog to display the location, call number and availability status.

Questions?Questions?

Do you have any questions about the individual library questionnaire?

Next StepsNext 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.