For Staff

CNY Listservs

CNY maintains the following email lists for communication:

  1. CNY Community: Open to anyone working at a CNY member library. This list can be used for asking questions and communicating events, articles, and other items of interest to the CNY community.
  2. CNY_cataloging: Open to any employee from a CNY member library that works in technical services and/or cataloging.
  3. CNY_collectiondev: Open to any employee from a CNY member library with collection development responsibilities.
  4. CNY_daily-processing: Open to employees from CNY member libraries that have responsibility for processing CNY requests.
  5. CNY-e-book-records: Open to employees from CNY member libraries that are responsible for the addition and deletion of e-book bibliographic records.
  6. CNY_site-coordinators: The individuals listed as site coordinators on the CNY website should subscribe to this list.
  7. CNY_systems: Open to any employee from a CNY member library with systems responsibilities.
  8. CNY_infolit: This list can be used for asking questions and communicating events, articles, and other items of interest related to instruction, reference, and information literacy.
  9. CNY_reshare: The individuals listed as site coordinators and daily processors on the CNY website should subscribe to this list.

Withdrawing Last Circulating Monographic Copy [1] Guidelines

April 8, 2013

ConnectNY member libraries are dedicated to sharing resources when appropriate to achieve economies of space and expand the range of materials available.  In order to provide this wide range of materials, withdrawal decisions are made carefully and collaboratively to preserve unique items in the union catalog. In light of this goal, the following guidelines (adopted from the Orbis Cascade policy) are recommended:

Procedure for offering last copy to other libraries

When considering an item for withdrawal, library staff must consult the ConnectNY union catalog to determine if the copy is the last one available [2] in the consortium. If the copy is found to be the last one available [3] in the consortium, reasonable efforts should be made to preserve the copy. If in the professional judgment of staff, the title is in usable condition it should be retained by the library or offered to other ConnectNY members.

  • Libraries should use the CNY Collection Developers listserv (cny_collectiondev@wnylrc.org) to communicate information about last copies that they no longer wish to retain.  Each member library should have a subscriber on the list.
  • Materials will be offered on a first come, first served basis.
  • The subject line of the message should read “Last Copy in ConnectNY”.
  • The body of the message should include a date by which libraries should respond.
  • If possible, message should cover offerings in a single discipline or be organized by discipline.

Last copy exceptions

  • Superseded editions: These may be discarded without consultation if, in the opinion of representatives of the owning libraries, the copies in question are equivalent in content and disposal of one copy would not result in any appreciable loss of information.
  • Textbooks: The owning libraries may use their best judgment when deciding whether or not to retain an outdated textbook.
  • Outdated Materials: Clearly outdated material that no longer adds value to the ConnectNY collection such as old computer manuals, career advice, etc., may be removed without consultation.
  • Special Collections: Because of their unique nature and value to each library, special collections owned by any of the ConnectNY libraries are not included.
  • Damaged Materials: Items damaged beyond repair may be discarded without consultation with the other libraries even if it is the last copy within ConnectNY. Review section 3 below when considering whether or not to replace the damaged copy.

Replacing unique copies which are lost or damaged, or discard due to poor condition

Libraries will respond to lost or damaged titles in a way that displays sound judgment in the context of the title and its availability to other libraries in the state.  In the following cases it may not be necessary to replace the title:

  • If the union catalog shows, and it is publicly verified, that at least one copy is owned by another participant library which agrees to include the title on its own retention list and treat it accordingly.
  • If the title is available in at least 100 libraries in the US or in the HathiTrust public domain collection.
  • If the title is available as a later edition that is obtainable from at least one of the participating libraries or at least three other libraries in the state.
  • If the cost of the replacement far exceeds the average cost of a book in that field.

Print replaced with an ebook version

Last copies of print materials may be replaced by electronic versions if there is assurance that the electronic version will be archived permanently and be available to other institutions in ConnectNY and with the agreement of the institution holding the print last copy. An institution objecting to the disposal of a print last copy in favor of an electronic version is required to accept placement of the print copy in its own collections.

[1] The term “copy” refers to a manifestation of a work that given professional judgment, contains equivalent content.

[2] “Available” means the material is accessible to other CNY libraries.  “Local” copies or “unavailable” copies do not count.

[3] Different ConnectNY bibliographic records might need to be consulted to determine if the item in question is truly a last copy.  For example, if different printings have been cataloged on different bibliographic records, the withdrawal of one printing would not trigger the last copy policy.

CNY Circulation Policies

Loan Policies for Patrons

  • Circulating items are loaned for 84 days with no renewal.
  • All loans are subject to recall by the lending institution at any time and must be returned immediately. Fines will be imposed for recalled items not returned promptly.
  • Borrowers will be billed for replacement cost of overdue items 30 days after loan expiration.
  • The replacement cost amount will be rescinded for return of overdue items.

Replacement Fee Policy

Effective January 7, 2014, libraries will bill each other replacement cost of lost or unreturned items.

The default cost loan rule parameter will be set to $100, and the text of the bill notice patrons receive will be:

“This item is overdue and has not been returned.  You will be billed the following amount or replacement cost (which may or may not be higher), at the lending institution’s discretion, unless the item is returned. Please contact your library for the amount due.”

Lending libraries will bill borrowing libraries at full replacement cost.  As always, the borrowing libraries are responsible for collecting fines from their patrons as per their individual processes and policies.

Items Lost in Transit Policy

Items lost in transit will be replaced at the discretion of the lending institution. The lending institution may request funding from ConnectNY to cover the cost of replacement.

Procedure for Requesting Reimbursement for Lost Materials

  1. The process for submitting claims for reimbursement is detailed here: https://docs.google.com/document/d/1BLIAQCg_Rn73_3w000bcAJvQYIloTi9r82zVBzzJNo4/edit?usp=sharing.
  2. If an item is lost in transit, please complete the “Report Missing Resources” form on the Empire Library Delivery site: https://www.esln.org/services/empire-library-delivery/.

CNY Circulation Stats

CNY 2001-2020 INN-Reach Statistics
CNY Current ReShare Statistics

From March 2020-September 2020, all borrowing and requesting was suspended due to the pandemic shutdown.

From March 2021-August 2021, all borrowing and requesting ceased while ConnectNY moved from INN-Reach to ReShare.


Request reports display the total number of received requests – which includes both filled requests and cancelled requests.


Fulfillment reports display the number of requests that were fulfilled.


Cancellation reports display the total number of requests cancelled and the reason why they were cancelled.

Codes for cancellations:

  1. Item not on shelf.
  2. Item has extended due date (may not be recalled).
  3. Item long overdue.
  4. Item still being processed (please request later).
  5. Item too fragile/large to loan.
  6. Local data error (item does not circulate).
  7. Other.


Transfer reports display the number of requests that were transferred to another institution for fulfillment.

Please contact Janelle Toner at janelle@connectny.org with any questions.

CNY E-book Program Stats

The CNY E-book Committee prepares quarterly reports; quarters correspond to the CNY Fiscal Year calendar, which runs July 1 – June 30. Reports are available for download from the Programs page.

ProQuest usage reports are available from: http://www.connectny.eblib.com/EBLWeb/libCentral/
Login is required.

Questions regarding e-book statistics or issues can be addressed to Janelle Toner, CNY Member Services Coordinator, at janelle@connectny.org.


CNY creates and distributes a monthly digital newsletter – CNY News. The newsletter is distributed via CNY’s listservs, Facebook, and Twitter.

Click for current issue or visit the CNY News Archive.

Logos & Letterhead

Please contact Janelle Toner at janelle@connectny.org for logo files, letterhead templates, and CNY style guide.

Changing the ConnectNY logo in Sierra

  • Log into Sierra
  • Select Web Options
  • Choose a file from the “Select a File” drop down box
  • On the left side, click on Content Linking and Other Resources
  • In the main part of the window look for the WEBADDRESS entry
  • In the text of that entry there will be code that points to an image for the result listing and for the item listing
  • It will look something like this:
    • img src=”/screens/butconnectny.gif” border=”0″ alt=”Other Resources”
  • To change it to the new ConnectNY logo change the link in the quotes after src= to this:
    • http://connectny.org/wp-content/uploads/2015/11/cnylogo200x181.png
  • There are other logo sizes to choose from if the 200×181 size does not work for your system:
    • http://connectny.org/wp-content/uploads/2015/11/cnylogo75x68.png
    • http://connectny.org/wp-content/uploads/2015/11/cnylogo100x95.png
    • http://connectny.org/wp-content/uploads/2015/11/cnylogo200x181.png
    • http://connectny.org/wp-content/uploads/2015/11/cnylogo300x272.png
    • http://connectny.org/wp-content/uploads/2015/11/cnylogo400x362.png
    • http://connectny.org/wp-content/uploads/2015/11/cnylogo585x530.png
  • NOTE: There are two images links in the WEBADDRESS entry, be sure to change both.
  • In the top right of Web Options, click on the Save icon
  • In the top right of Web Options, click on the Restart icon

Bag Labels

For your convenience, linked below are bag labels formatted to fit in the Empire Library Delivery (ELD) blue bag windows. These labels should be printed on regular paper or card-stock. MS Word documents have been provided so labels may be altered based on member needs and usage.

Members are not required to use the bag labels provided by ConnectNY, but any labels used must conform to ELD specifications in order to ensure prompt, accurate delivery. Please visit ELD’s website for further information.

If you prefer, you may create your own labels using this template and this list of addresses.

Any shipping or labelling questions may be sent to Janelle Toner at janelle@connectny.org.

Bag Label Files

Adelphi University Libraries
Bard College Libraries
Canisius College Libraries
Le Moyne College Library
Marist College Library
Medaille College Libraries
Pace University School of Law Library
Pace University at Pleasantville Library
Pace University Library
Pratt Institute Brooklyn Library
Pratt Institute Manhattan Library
Rensselaer Polytechnic Institute Research Libraries (RPI)
Rochester Institute of Technology Libraries (RIT)
Siena College Library
United States Military Academy Library
Vassar College Libraries

CNY Shared Print Program Database

As institutions withdrew their membership in ConnectNY, but elected to stay in the Shared Print Program, retention commitments that were previously discoverable through the shared catalog became inaccessible. To help remedy this issue, Sarah Probst (CNY) and Chris McDermott (Medaille College) began building a database to house all Shared Print Program retention commitments in Summer 2019.

The database presently includes data about retention commitments as they were originally allocated by SCS. Institutions interested in updating their retention commitment information should email Janelle Toner at janelle@connectny.org for specifications.

Records in the database may be searched for by:

  • Title
  • Enumeration
  • Edition
  • Publisher
  • OCLC #
  • Publication Year
  • Author
  • Owning Institution

Visit cnysharedprint.org or click the button below to explore the Shared Print Program database.

Shared Print Search

CNY ReShare Support Process

  1. CNY’s Member Services Coordinator will triage all support issues for the ReShare service and will create a ticket with Index Data for anything requiring their expertise.
  2. The CNY listserv for ReShare, available here, is the method to communicate with CNY staff and CNY members to ask questions and report minor issues. 
  3. If any part or all of your library’s ReShare is not working, please send an email to janelle@connectny.org, copying julia@connectny.org. Please include “Urgent” in the subject line, and a full description of the problem in the body of the email.

Library staff members can view reported issues via these links:

CNY reported issues: click here

PALCI reported issues: click here

Full backlog of Enhancements: click here

Current submitted tickets with IDclick here

ReShare release notes can be found in the ReShare wiki.