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FOR STAFF2019-08-29T00:47:22+00:00


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_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.

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 ( 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 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.
  • 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

ConnectNY can reimburse the cost for purchasing items that were 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:
  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 (

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.

CNY Circulation Stats

CNY INN-Reach Circulation Reports


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.

CNY Title-level INN-Reach Reports

Please contact Sarah Probst at 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:
Login is required. Please email for username and password.

Questions regarding e-book statistics or issues can be addressed to Sarah Probst, CNY Member Services Coordinator, at


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 Sarah Probst at 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:
  • There are other logo sizes to choose from if the 200×181 size does not work for your system:
  • 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


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 and 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 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.

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 Sarah Probst at

Bag Label Files

Adelphi University Libraries
Bard College Libraries
Canisius College Libraries
Colgate University 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)
St. Lawrence University Libraries
Siena College Library
United States Military Academy Library
Vassar College Libraries

Pickup Anywhere for INN-Reach

The Pickup Anywhere (PUA) for INN-Reach module enables patrons to pick up and return items to any participating institution. CNY members went live with PUA on May 22, 2019.

Participating Institutions

  • Adelphi University Libraries
  • Bard College, Stevenson Library
  • Canisius College, Andrew L. Bouwhuis Library
  • Le Moyne College, Noreen Reale Falcone Library
  • Marist College, James A. Cannavino Library
  • Pace University Libraries
  • Pratt Institute Libraries
  • RPI, Folsom Library
  • RIT, Wallace Memorial Library
  • St. Lawrence University, Owen D. Young Library
  • Siena College, Standish Library
  • Vassar College Libraries


Please email Sarah Probst ( for system setup and processing documentation; be sure to specify your system – Millennium, RSB, Sierra.