Firm Ordering generally refers to books, ebooks, physical media, streaming videos, and other book-like materials that are paid for once. The majority of firm ordering is done through the GOBI platform, but if the material cannot be found in GOBI, acquisition requests can be submitted through the AcquireForm.
Discretionary firm ordering by liaisons is open from on or about July 5 until the third Friday in April. User requests and usage-based program run continuously throughout the fiscal year.
Please contact Acquisitions before placing any orders or receiving invoices, so that we can verify the vendor will follow University policies.
Set the subject profile: The notifications each subject specialist receives (and the titles that appear in DDA) are controlled by the subject profile. Each subject librarian analyzes the LC Classification ranges important to their area and determines if s/he wants to see titles in that range. The research level and types of the content can be controlled as well, through specification or through exclusion. Ideally, profiles are reviewed annually to be sure they continue to match the curriculum needs of each department.
Organize notifications: Librarians can create a report of notifications generated for any LC range. Many librarians create these reports to run regularly (weekly). Emails will be sent about each report, and the reports wait in GOBI until reviewed. Under Notifications (on the blue bar), select Manage Notifications to create these reports.
Use templates to simplify entering order information: Each Gobi User can create as many different templates as they want. A template will enter the same sub account, fund code, location, and vendor code into the selected orders. See below for the appropriate combinations. Under Options (on the blue bar), select Manage Templates.
Firm ordering ebooks: Be sure to select the desired platform and user limit for each title. This step can take some time and attention to detail, but each subject librarian has the freedom to select any platform with which the library has established a contract. If the library has not established a contract with a desired platform, speak to Kristin about investigating that option.
Material and funding source -- Sub Acct# -- Vendor Code
High-level questions about firm ordering or funding? Ask Kristin
What is the status of an order? Ask Alana.
What is the status of a received (In Process) book or DVD? Ask Beth or Kristin. Please leave received materials where you find them until one of these colleagues determines that all the necessary receiving processes are complete.
An ebook is not giving the expected access? Submit a SysAid for Kristin or Christina.
Include the details: Since materials being requested through the AcquireForm tend to not be traditional books, finding the correct materials can be difficult. If you have already done the research to find the materials wanted, be sure to enter as many details as possible, or to email the details to Alana AFTER you have entered them.
Time-sensitive orders: Always notify Alana if an order you have placed is time-sensitive. Especially if it is also unusual. That information may change where she purchases. She will do her best to meet the deadline.
Foreign and small publishers: Please see the Procurement Policies that outline the requirements Acquisitions has to meet when ordering from any vendor. A new vendor also requires extra paperwork to get established in Procurement's system. If the vendor uses PayPal, we can't always get the receipts we need for credit card payments. Acquisitions tries to answer all of these questions before we order, but the process can take time and doesn't always have the desired outcome.
Funding:
Collection Steering Committee has allocated funding for streaming video, dividing it between MEDIF and a Kanopy PDA program.
Kanopy PDA: The titles available for use are immediately available to patrons, and individual titles are licensed (purchased for one year) after the fourth qualifying use. Titles not already in the PDA will generate a mediated requests to Acquisitions. Those requests are monitored and individual titles will be added to the program. Triggers are monitored weekly, and invoices are received monthly. Some titles are not visible to the public. These titles can be added to the PDA pool by request from faculty members.
Swank: Please notify BrianY and Christina about specific title requests.
Orders for other platforms: Titles on platforms other than Kanopy or Swank should be submitted through the AcquireForm, with an email to Acquisitions if there is any requested time frame for access. While most platforms are very responsive, please allow at least two days for the ordering and cataloging process, if possible.
Follow up on Expiring licenses: Acquisitions are checking monthly for expiring licenses, looking at usage of those titles, and evaluating if the titles are already covered by existing programs. If a well used title is not covered by another acquisition process, the subject liaison will be contacted for a decision about renewing the license.
