The Acquisitions Department has developed a series of email templates relating to the status of UCB electronic resources that are under negotiation by CDC/CDL. The intent of these templates is to standardize communications to make it easier for selectors to quickly understand the information that Acquisitions staff is requesting and for Acquisitions staff to obtain standardized, complete responses to facilitate processing.
In each case the selector will be given two weeks to respond to the email. Should there be no response during that time, Acquisitions staff will proceed to the default option that is stated in each template. However, if, at the point Acquisitions staff send the email request, an automated email response is returned stating that the selector is out of the office, an additional two weeks will be added to the response time.
These templates were implemented on April 25, 2011.
The four templates to be used are the following:
Template 1 – Online may go to CDL – cancel local online and/or print?
This template is used when Acquisitions staff have become aware that a specific UCB title is under negotiation for inclusion in a CDC/CDL package and the local subscription has come up for renewal. This notification gives selector the option cancel the local print, online or print+ online order for the title to avoid potential double payment should CDC/CDL include the title in its license.
The selector will be given two weeks to respond. If there is no response, the default will be to cancel the local title in all formats
Template 2 – Online going to CDL-is archived – cancel print?
This template is used when Acquisitions staff have become aware that a particular UCB title will be included a CDC/CDL package and the electronic version is archived in Portico or LOCKSS. This notification gives selector the option cancel the local print order for the title with the assurance that the electronic format is archived.
If there is no response in two weeks, the title will be canceled at the point of the next renewal.
Template 3 Online going to CDL – in NOT archived – cancel local print?
This template is used when Acquisitions staff have become aware that a particular UCB title will be included in CDC/CDL package and that the electronic version of the title is NOT Archived. This notification gives selector the option cancel the local print order for the title at the point it is renewed.
If there is no response in two weeks, the title will be canceled at the point of the next renewal.
Template 4 – Online going to CDL – Canceling local online.
This template is used when Acquisitions staff have become aware that a particular UCB electronic resource, with no associated print, will be included in a CDC/CDL package. No decision is required by the selector.
This notification is simply a FYI informing the selector which local online titles are being canceled in favor of the CDC/CDL access.
We sincerely hope that this new form of communication using templates will significantly improve communication between Acquisitions staff and selectors and go a long way to expedite processing of selector decisions with relation to these titles.
Cheryl Cook