How do I see open commitments in Tableau?

Follow the steps in this document.

How do I read the Ledger balances?

Explanation of Fund summaries in Voyager

Allocations - show the Original Allocation in the fund at the after the fiscal year rollover. Increases and Decreases indicate amounts added to or subtracted from the original allocation. Net indicates the total amount for the current fiscal year's allocation to date. 

Total commitments = approved purchase orders. Pending commitments = pending purchase orders. Pending commitments are not included in the total commitments, cash, or available balances.

Total expenditures = approved invoices. Once an invoice is approved, the invoice amount is deducted from Total commitments and added to Total expenditures. Pending expenditures are pending invoices that are not included in the total expenditures, cash, or available balances. Pending invoices do not rollover into the next fiscal year. 

Balances -  Available  = Net allocation - (Total Expenditures + Total commitments). Does not include pending amounts. Cash = Net allocation - (Total Expenditures only). This represents only paid invoices. (no commitments or pending invoices).

How do I get Tableau Fund Report training or a refresher?

Contact Amauri Serrano (amauri.serrano@yale.edu)

How should I get pricing from major vendors (e.g. Springer, ProQuest, Gale, etc.)?

Please send pricing requests for major vendors to Amauri Serrano (amauri.serrano@yale.edu). Before sending a request, check to see if current pricing is available in Box, Vendor Pricing.

Contact small, subject specific, or region specific directly. When in doubt, contact your departmental CD manager.

How do I order individual e-books?

Selectors can order individual e-books on various publisher platforms in GOBI. Submit the Online Request Form for individual e-books not available in GOBI.

I was getting a discount, so why was my requested vendor not used?

Ordering staff have established workflows with preferred vendors. Although you may be offered a discount or lower price as an incentive for working with a new vendor, we have found the cost of adding new vendor setups and having to establish new working relationships with unknown vendors may not be cost effective. Please let ordering staff know if you have been offered a discount and we can try to negotiate a similar deal from one of our preferred vendors, excluding Amazon.   

How long will it take to license a resource? Who should I ask for an update?

Licensing times vary and are dependent on several factors such as:

• Direct or consortial licenses - we license a significant amount of content through consortia such as NERL. In these cases, although we may participate in the negotiation, we do not control the process.
• Vendor may be uncooperative which can vary from being unresponsive to refusing to compromise.
• License is not meant for an academic institution or the language itself is unclear, e.g. licenses meant for the corporate market or foreign licenses that are poorly translated or incorrectly use legal terminology.

Please contact your departmental collection development librarian or manager all of whom serve on the License Review Team (LRT). For those departments without representation on LRT, contact Amauri Serrano (amauri.serrano@yale.edu).

How do I know if we already have a license on file?

Ask your departmental collection development librarian. For those departments without representation on the License Review Team, contact Amauri Serrano (amauri.serrano@yale.edu).

Are licenses only necessary for e-resources?

No, anything that has terms or conditions must be reviewed by the License Review Team. For example, DVDs sold for educational use with or without public performance rights usually have terms and conditions. After review, the terms are archived.

How do I choose an e-book platform?

E-book selection guidelines (will be updated spring 2020)

How do I set up a trial?

Complete the trial request form. ERSM will set up the trial, request pricing, and provide trial access information.

Where can I obtain a list of Yale University's IP addresses?

A list of Yale University's IP addresses is available online at https://web.library.yale.edu/departments/e-resources/ip (requires CAS log-in).

Please contact Jennifer Bazeley (jennifer.bazeley@yale.edu) for information about Yale University's IPv6 addresses.

I placed an order request for an e-resource. When will I have access?

The amount of time between requesting an e-resource and receiving access can vary widely, due to a number of factors

• New vs Existing Vendor - note that if the content provider is a vendor that YUL has not worked with in the past, a new license agreement will most likely be needed. The Library Business Office will also need to collect and process documentation to set the new vendor up for payment. This can add to the overall time it takes for resource activation.
• Licensing - the License Review Team works to ensure that all YUL contracts maximize the rights of library users without imposing unnecessary restrictions. The license negotiation process can be time-consuming, particularly when working with vendors who do not typically count libraries or educational/non-profit institutions among their customers.
• Domestic vs International Vendor - vendors outside the United States are typically paid through wire transfer, which can add to the overall turnaround time for processing payments. Additionally, communication via email may be drawn out longer when there are significant time zone differences with vendors.

Where can I access usage statistics for YUL's e-resources?

Publisher provided COUNTER files can be found at http://www.library.yale.edu/ecollections/access/usagereports.html
A Tableau site for e-journal statistics will be rolled out soon.

Requesting or reporting information pertaining to the online access and activation of e-resources:

Requests or reports about the activation of and online access to e-resources should be sent by email to ecollections@mailman.yale.edu.

Reporting e-resource access problems:

All e-resource problems should be reported by email to e-resprob@mailman.yale.edu. The e-resprob list provides expert support and troubleshooting for users experiencing immediate problems accessing licensed resources. The service schedule for this listserv is Monday - Friday, 9:00 am - 4:00 pm; closed on weekends and holidays.

How long will it take for a newly acquired e-resource to be cataloged?

E-resources are submitted to the E-Resources Access Team for cataloging by the E-Resources Acquisitions Team after the order and license processes have been completed. Cataloging times vary and are dependent on a variety of factors, such as:

• The number of records required to represent the e-resource
• Whether the vendor creates and/or provides MARC records for our use
• The quality of the available records

If you included your email address in the Acquisitions Online Order form, a member of the E-Resources Access Team will contact you when the e-resource has been cataloged.

I received a file of MARC records from a vendor for a Yale University Library e-resource. What should I do with it?

Please send MARC record files by email as an attachment to marc-files@mailman.yale.edu.

How do I submit a request for an electronic resource to be cataloged?

Use the form at http://services.library.yale.edu/ecollections/catalog-only-resource-request. Requests to catalog open access (freely available) e-resources will be reviewed against YUL's Guidelines before being cataloged.

If you include your email address in the form, a member of the E-Resources Access Team will contact you when the e-resource has been cataloged.

How do I submit a request for a database to be reviewed for addition to the Databases A-Z List?

Use the form at http://web.library.yale.edu/form/database-z-list-review-request-form. Requests to catalog open access (freely available) e-resources will be reviewed against YUL's Guidelines before being cataloged.

If you include your email address in the form, a member of the E-Resources Access Team will contact you when the request has been reviewed and completed.

How do I know if something is coming in on approval?

Most online vendors will provide a note in the bibliographic record if we will receive a title on approval. If information isn’t available from the online site, send an inquiry to orders_team@mailman.yale.edu.

How long will it take for a book to arrive when it's labeled as "shipping" in GOBI?

If an item has shipped it should only take a week to arrive. Send a message to mst@mailman.yale.edu requesting the title be rush processed and to have a hold placed under your name.

How do I make change to approval profiles?

Contact Dean Bergstrom (dean.bergstrom@yale.edu) and copy Amauri Serrano (amauri.serrano@yale.edu) with requests for changes. Changes to approval profiles may require cost analysis reports from the vendor beforehand, and may include financial assistance from the selector to help pay for future accessions.

Where can I find approval profiles?

GOBI approval profiles can be found online at https://gobi3.com, under the Library tab.
Other main approval plan profiles can be found on SharePoint under Approval Plan Profiles.
Approval profiles can also be found on the individual vendors online ordering sites. Profiles contain subject and non-subject parameters.

Memberships that include collection materials (print or electronic) are processed through Monographic Processing Services (MPS) for print monographs or Electronic Resources and Serials Management (ERSM) for print and electronic serials. 

Memberships that do not provide the library with collection material are paid outside of Voyager. Please send invoices to Amauri Serrano (amauri.serrano@yale.edu).