EMPOWERING COMMUNITY THROUGH COLLABORATION

For Staff

CNY Listservs

CNY maintains the following email list serves 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_scs_printarchiv: open to any employee from a CNY member library with responsibilities aligned with the shared print trust.
  7. CNY_site-coordinators: The individuals listed as site coordinators on the CNY website should subscribe to this list.
  8. CNY_systems: open to any employee from a CNY member library with systems responsibilities.
  9. 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.

View CNY Circ Statististics

CNY Title-level INN-Reach Reports
Contact Pam Jones at pjones@connectny.org for login information.

For access to NExpress statistics, contact Pamela Jones at pjones@connectny.org for the login information.


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:

  1. 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. [3] If the copy is found to be the last one available 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

 

Procedures:

  1. Libraries should use the CNY Collection Developers listserv to communicate information about last copies that they no longer wish to retain.  Each member library should have a subscriber on the list.
  2. Materials will be offered on a first come, first served basis.
  3. The subject line of the message should read “Last Copy in ConnectNY’.
  4. The body of the message should include a date by which libraries should respond.
  5. If possible a message should cover offerings in a single discipline or be organized by discipline.
  1. Last copy exceptions
  2. 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.”
  3. Textbooks: The owning libraries may use their best judgment when deciding whether or not to retain an outdated textbook.
  4. Clearly outdated material that no longer adds value to the ConnectNY collection such as outdated computer manuals, career advice, etc., may be removed without offering.
  5. Because of their unique nature and value to each library, “special collections” owned by any of the ConnectNY libraries are not included.
  6. Materials 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.
  1. 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:

  1. If the union catalog shows, and it is publically 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.
  2. If the title is available in at least 100 libraries in the US or in the Hathi Trust public domain collection.
  3. 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.
  4. If the cost of the replacement far exceeds the average cost of a book in that field.
  1. 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 42 days.

*  A 42-day loan renewal will be granted if other patrons have not placed a hold on the item or it has not been recalled by the lending library.

*  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 may check out items while visiting any ConnectNY library and may return items at any participating ConnectNY library.

*  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 (we need a number in this field), 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 CNY to cover the cost of replacement.

Procedure for Requesting Reimbursement for Lost Materials

ConnectNY can reimburse the cost for purchasing items lost in transit.  Before submitting an invoice for payment, please complete the following:

  1. Complete the “Missing Resources” form on the Empire Library Delivery site: https://www.esln.org/services/empire-library-delivery/
  2. Send a message to the CNY daily processing list to determine if the item was inadvertently delivered and shelved at another library.
  3. If the item is not returned within 30 days from the date of the email list message, submit an invoice signed by the library director to ConnectNY via email to Pam Jones (pjones@connectny.org).

RECALL FUNCTIONALITY

As of December 2, 2013, recall functionality was enabled on the INN-Reach Central server and all institutions’ loan rules were set to allow recall on day 29 of the loan period.  This allows recall between institutions to be invoked via INN-REACH once the 28-day time period allotted for initial recall is reached.

Approved June 7, 2016

CNY(ConnectNY)Inc. Bylaws

Download Bylaws

Summary of CNY Ebook Projects
=============================

Coutts MyILibrary Pilot Project

  • Company: Ingram Coutts
  • Status: Inactive
  • DRM: Yes
  • Short Term Loans: none, use directly triggered title purchase
  • Purchased Titles
    • Trigger: 2 uses trigger a purchase, upped to 3 2nd half of
      pilot
      Definition of use: Use of the book, except to TOC, cover,
      descriptive metadata. Book can be searched without triggering
      a use.
      Price: varied by publishers, but generally 2 X cloth price
      Simultaneous users: purchased titles initially had unlimited
      use; subsequently downgraded to 3 concurrent users
      Number of loans within an annual cycle: unlimited
  • Available on platform after end of project: yes
  • Annual platform fee: yes
  • Available on Portico?:

Total number of titles purchased: 643

EBL Project – Multiplier Model

  • Company: EBL – Ebook Library; subsequently purchased by
    ProQuest
  •  Status: Inactive
  • DRM: Yes
  • Short Term Loan use triggered eventual purchase of title (actual
    number of short term loans controlled by CNY, moved from 4th use
    to 5th use to adjust ration of purchases/short term loan expenses
  • Short Term Loans:
    • Trigger : use of content outside TOC, index, or cover page
      for more than 5 minutes per day; printing; downloading
    • Price: set by publisher, some % of list price
    • Simultaneous Users: no limit on number of users who can
      access the book at the same time, but each user triggered a
      loan
  • Purchased Titles:
    • Trigger: number of short term loans, set by CNY, varied from
      4th use to 5th use
    • Price: List times 3
    • Simultaneous Users: no limit on number of users who can
      access the book at the same time, but each user used a loan
    • Number of loans within an annual cycle: 325 X 3 (multiplier)
      = 975 divided by loan period (loan period set by CNY); loans
      refreshed annually to original 975; if all loans used within
      a year, access denied until start of new cycle or another
      copy could be purchased
  • Available on platform after end of project: yes
  • Annual platform fee: none
  • Available on Portico:?

EBL Project – Limited Loan (NovaNet model)

  • Company: ProQuest
  • Status: Active
  • DRM: Yes
  • Short Term Loan use triggered eventual purchase of title (actual
    number of short term loans controlled by CNY, currently set to the
    5th loan)
    Short Term Loans:
  • Trigger : use of content outside TOC, index, or cover page for
    more than 5 minutes per day; printing; downloading
  • Price: set by publisher, some % of list price
  • Simultaneous Users: no limit on number of users who can access the
    book at the same time, but each user triggered a loan
  • Purchased Titles:
    • First copy of title:
    • Trigger: number of short term loans, set by CNY,
      currently 5th use
    • Price: List
    • Simultaneous Users: no limit on number of users who can
      access the book at the same time, but each user
      generates a loan
    • Number of loans within an annual cycle: 98 loans to be
      taken as 14, 7-day loans. Loans refreshed annually; if
      all loans used within a year purchase of another copy is
      triggered
  • Subsequent copies of title:
    • Trigger: use of all loans available to the title within
      the annual cycle (number of loans available increments
      with each copy purchase)
    • Number of loans within an annual cycle: 98 loans to be taken
      as 14, 7-day loans X the number of copies. Loans refreshed
      annually; if all loans used within a year purchase of another
      copy is triggered
  • Available on platform after end of project: yes
  • Annual platform fee: none
  • Available on Portico: No

JSTOR Project

  • Company: JSTOR
  • Status: Active
  • DRM: No
  • Short Term Loans: none, use directly triggered title purchase
  • Purchased Titles
    • Trigger: 60 chapter views or 35 chapter downloads
    • Definition of use:
    • Price: list X 8
    • Simultaneous users: unlimited
    • Number of loans within an annual cycle: unlimited
  • Available on platform after end of project: Yes
  • Annual platform fee: Yes – but only if individual library does not
    maintain a JSTOR subscription after CNY cancellation
  • Available on Portico: yes

Project Launch: October 20, 2012

Goal: To further our collaboration through greater mutual reliance on our respective circulating print book collections, and in the process relieving pressure on both library shelf space and storage space. To that end we will:

  1. Provide access to the maximum range of print resources while reducing the level of redundancy among low-use titles while carefully drawing down portions of our individual print collections.
  2. Equitably allocate the deselection & retention of titles.
  3. Identify uniquely held titles and establish a last copy policy for the consortium.

ConnectNY Libraries participating in the project

  • Adelphi University
  • Bard College
  • Canisius College
  • Cazenovia College
  • Colgate University
  • Hamilton College
  • Le Moyne College
  • Medaille
  • Pace
  • Saint Lawrence University
  • Union College
  • Vassar

Project Coordinators: Emily Hutton-Hughes (Colgate) and Deb Bucher (Vassar)

Project partner: Sustainable Collection Services

Criteria for titles included in the ConnectNY Circulating Monograph Project

  • focus on low use circulating monographs. We agreed that two copies of each title would be retained for ten years with a data driven review at some mid point.
  • data set includes:
    • titles that are currently held by 3 or more institutions in the group
    • published or added to the collection prior to 2000
    • last circulation before 2007
    • Titles with 3 or fewer circulations

Facts about the participating libraries

Total number of circulating print books 3,364,553
# published prior to 2000 2,512,126
% pub41%
# unique copies within the group 924,962

Project data

Number of allocable titles which will be retained 852,995
Number of titles which can *potentially* be withdrawn.
Each library determines local criteria for their withdrawal process
632,352

Key Document

The Last Copy Guideline Policy can be found under “Policies and Statistics”.

CNY Shared Print Trust Management Committee

Charge:  The Trust Management Committee reports to the CNY Council on the operations and projects of the CNY Shared Print Trust. Working in cooperation with the CNY Executive Committee, the Shared Print Trust Management Committee will form sub-committees and/or project task forces as needed to work on specific projects and functions related to the Trust.

One of the important tasks of the CNY Shared Trust Management Committee will be the development of a process of assessment including appropriate metrics and statistics that will allow the consortium to assess the effectiveness of its shared print trust program. Another important role of the Trust Management Committee will be to track developments and emerging trends in this field and to share new ideas about best practices with the CNY community. Finally, the Trust Management Committee will be responsible for coordinating and communicating retention and review decisions for each CNY Trust project.

Composition of the CNY Shared Print Trust Management Committee

  • The Trust Management Committee will have five members, including two library directors appointed from the CNY council; CNY ED will serve as an Ex-Officio member.
  • The Trust Management Committee shall select one member to be chair;
  • The four members shall serve for three years; (CNY may stagger membership at the beginning to achieve some continuity and overlap);
  • Project task forces and sub-groups may include a representative of the Trust Management Committee but will also reach out to other CNY library staff members as appropriate, depending upon the nature and specialization of the project or task.

Members of the Committee, appointed June 2014

Jeff Katz, Bard College, Co-Chair

Deb Bucher, Vassar College, Co-Chair

Brian Lym, Adelphi University

The CNY (ConnectNY), Inc. logo is to be displayed as illustrated on this page. For different file extensions or sizes, please contact Christopher McDermott at cmcdermo@medaille.edu.

Letterhead

Letterhead templates can be requested from Pam Jones at pjones@connectny.org.

Logos

This a transparent PNG version of the logo, suitable for web use:
Transparent PNG

Resized versions of the logo:


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

CRL FAQ

What is the Center for Research Libraries (CRL)?
Why did many ConnectNY libraries join this collection development collaborative?
Who can borrow Center for Research Libraries (CRL) materials?
What about patrons at nonmember libraries?
How can I tell if an item is owned by CRL? 
How long are the loan periods?
How long do shipments from CRL take?
How are materials shipped?
How is it going to work?
What about requests of materials that are held as large microform collections?
Should we use ConnectNY labels on CRL materials?
What about access to CRL digital projects?
What is the cost of replacing lost items?

In addition to this FAQ, CRL member libraries are urged to read the information available at CRL.

What is the Center for Research Libraries (CRL)?

CRL is a member-governed consortium of North American research libraries, colleges, and universities that was formed over 50 years ago to build and share collections of primary research materials that support original scholarly research.

Highlights of the over 4.5 million volumes held at CRL in Chicago include the following:

  • Over five million pages of digitized resources, with the ability to deliver print or microfilm monographs as well as articles digitally;
  • 800,000 foreign dissertations; many from Western Europe are in English;
  • 11,000 newspapers, covering all regions of the world, many dating back to the 1700s, including US ethnic newspapers;
  • Foreign scientific journals infrequently owned by US libraries;
  • Area Studies – Major collections from Africa, Latin America, Slavic and Eastern Europe, Asia, Southeast Asia, and the Middle East; many of these are in English;
  • A JSTOR print archive is also part of the CRL collection.

Why did many ConnectNY libraries join this collection development collaborative?

Tom McFadden of Union College once asked this question about ConnectNY:  Are we a library collection or just a collection of libraries?  The mission of ConnectNY is to share collections, leverage resources, and enhance services through cooperative initiatives and coordinated activities.  The addition of the CRL collections to the ConnectNY union catalog enriches the combined collection by making available to users unique materials that support both advanced undergraduate and faculty research.  The materials available to members of the consortium compose a kind of special collection of primary materials that can support a broad range of scholarly activities across the humanities, social sciences, and also across many interdisciplinary programs such as Asian Studies and European Studies, etc.  So the answer to Tom McFadden’s question posed above is that with the addition of collections such as those held by CRL, ConnectNY is becoming more than a collection of libraries.  We hope to be able to enrich the union catalog in the future with collections that enhance the individual collections held by all the CNY libraries.

Who can borrow Center for Research Libraries (CRL) materials?

Faculty, students, and staff at libraries who are CRL members may borrow materials from CRL, and CRL loans everything they have.

What about patrons at nonmember libraries?

Faculty, students, and staff at nonmember libraries may order materials to borrow at a cost of $175 per request.  Some materials in CRL are, of course, not unique to CRL so a Worldcat search may turn up another library with the item who is willing to loan.

How can I tell if an item is owned by CRL?

Each item pages displays holdings information, in addition the patron verification forms will display a warning if you are not a CRL member.  A patron trying to request a CRL at a nonmember library will be denied after completing the patron verification form.

How long are the loan periods?

Three months with renewals for students and faculty at member libraries; four weeks with no renewals for people at nonmember libraries.

How long do shipments from CRL take?

Staff at CRL report that requests to them should reach the requesting library in two to three days.

How are materials shipped?

Materials are shipped through UPS.

How should they be returned?

Materials should be returned through UPS.

How is it going to work?

The plan is that, except for how materials are shipped, it should work the same as other ConnectNY requests, and be integrated into each institutions ConnectNY workflow.

What about requests of materials that are held as large microform collections?

It is recommended that patrons not request microform collections through ConnectNY.  Patrons should make requests through the individual library Access Services and/or Interlibrary Loan department.  For example, patrons can make request for microform sets through ILLIAD, if you use ILLIAD as your ILL system.  In ILLIAD, the “free text” option can be used to fill in the request for the exact range and number of the microform sets needed.  CRL will contact any library if there is a request of more than 75 boxes so that librarians at that institution can double check and confirm the number of actual boxes needed.

Should we use ConnectNY labels on CRL materials?

No.  CRL material has proper identification on each item.  It will be clear to the requesting library that the material is owned by CRL and therefore should be returned to CRL.

What about access to CRL digital projects?

At member libraries, when patrons access a digital item from CRL that they would like to see, they will simply click on the link for the item, and they will be asked for authentication the same way they would when requesting any ConnectNY monograph.  Once they provide it, they will be able to open the link and access the item.  In some cases of materials subject to copyright, the user will be required to click on a form agreeing to follow fair use practices.

CRL member libraries will need to provide CRL with the appropriate range of IP addresses so that digital materials can be made available to their students and faculty. Please contact Patricia Xia at xia@crl.edu concerning the IP addresses for your individual library.

What is the cost of replacing lost items?

CRL has indicated that the $100 replacement fee is not going to be sufficient for many items.  Libraries will have to negotiate with CRL in the event that items are lost.

For your convenience, linked below are book cover labels for loans. They are formatted for Avery 6464 White Removable Multipurpose Labels.
There is a generic template that you may edit, or download the label sheet that has been created for your institution.
Feel free to edit the sheets. We tried to find the best logo for each institution but you may want to change them.
To change the logo:

  • Open the sheet in Word
  • Right click on the image of the current logo
  • Select “Change Picture” from the menu
  • Select the image you wish to use for your logo
  • Click the Insert button
  • Repeat this for the other five labels on the sheet

Blank Template

Adelphi University Libraries
Bard College Libraries
Canisius College Libraries
Colgate University Libraries
Hamilton College Library
Hobart & William Smith Colleges Library
Le Moyne College Library
Medaille College Libraries
Pace University Libraries
Pratt Institute Libraries
Rensselaer Polytechnic Institute Research Libraries (RPI)
Rochester Institute of Technology Libraries (RIT)
St. Lawrence University Libraries
Siena College Library
Skidmore College Library
Union College Library
United States Military Academy Library
Vassar College Libraries