SFX Renewals Procedure

This is a catch-page for useful info about processing electronic renewals in SFX. SFX-related files may be found in DRMS(Q):/SFX. For more information,

  • SFX documentation may be found at the ExLibris Knowledge Center.
  • Help with SFX terms is available at CARLI's SFX glossary.
  • UMass Amherst Library SFX URL.
  • CORAL Glossaries What the termins in CORAL mean, and how UMass is using it.
  • Ask Judy for access the the Publisher-Platform Changes Tracking Sheet, and the E-Journal, Package Changes: Acquisitions to Access sheet.

Also See:

CORAL Queue

When a workflow is started by someone in Acquisitions, the renewals process starts. A notification will appear in the Queue when your step in the process becomes active.

  • The queue is organized by renewal end date, so the resources closest to their end date appear first. They also include information on the acquisitions type (purchase vs, renewal vs. cancellation)
  • The SFX steps include checking activation/access for things that are already active, and checking both the CORAL record and the Aleph holdings record for the correct URL.
  • It's good practice to check that the organization roles are correct, especially the platform and publisher. These are things you can help IRM with since eJournals change so much
  • Next, go to the Access tab.
    • The Data Integration note should be updated (Yes or No for SFX Activation)
    • The Target name(s) should be updated
    • Any local name should be put in (either for name norm. or for ILL lending rights)
    • Notes for anything you did should be entered or updated to help you out next year.
  • The Following are not activated in SFX
    • eBooks (except Springer)
    • Audio/Video resources like Alexander Street Press
    • Some specialty databases for which ExLibris provides no targets or objects
    • Most OA content
    • Memberships
    • Tools
    • Hardware/Software

Individual eJournal Renewals

eJournal renewals are the most standard work in SFX, and occur during the Summer and Winter renewal push. They are straightforward, and relatively easy to process.

  • Wait for a notification in your CORAL Queue
  • Assuming the Target name is in CORAL, use it to find the eJournal OP.
    • If it isn't, do an object search by title or ISSN (Print) and then put it in CORAL! (Only the publisher target, not any aggregator targets)
  • Check the Target Service Level to make sure the settings correctly reflect the acquisitions status.
  • Check the Target Level to make sure ILL rights are correct, and that a local name (if present) reflects the resource correctly.
    • If you make changes, reflect them on the SFX Target Name ILL Google Sheet
  • Check the Object Portfolio to make sure everything looks right.
  • Check linking for the resource.
    • Once everything is all set, you can mark your step complete in Coral. Leave notes as needed.
  • If there is an issue with Access
    • Make sure that you're where you expect to be. If it's a nonexistent page, poke around on the eJournal site to see if maybe the pages have shifted.
      • If they have, put in a Support Case.
    • Make sure that we paid for the resource
      • If we have not, tell Judy.
    • Check EBSCONet if it is an EBSCO paid resource to confirm what our access should be. Check Highwire if it is on that platform.
      • A quick search of ELERES is also helpful, or asking Judy/Scott about if there were issues.
    • Use the Debugging tool to make sure the URL that you are being sent to from the target on the SFX menu is correct.
      • If it is not put in a Support Case.
    • Since it is a renewal, and if we have paid, and the URL is correct, the problem with linking is most likely due to an error in SFX. Put in a Support Case to ExLibris to alert them to the issue.

eJournal Package Renewals

eJournal Packages can be challenging because title lists are likely to change either by new additions, journal transfers, or title cessations. In SFX this means tracking PA, Previous Titles, Open Access, and Object Portfolios moving between targets.

Here are a few questions that might be useful in approaching packages in the CORAL Queue:

  • Can we loan ILL? Check ILL doc in R Drive or CORAL Licensing Module. SFX Public Name bullet for NO lending- • SFX Public Name copyright for Caveat (see CORAL) ©
    • If you make changes, reflect them on the SFX Target Name ILL Google Sheet
  • What title access should we have? Is a title list on the Acquisitions drive and uploaded to CORAL? If not, download from publisher, consortia etc. and upload to CORAL.
    • Does the title list include previous titles?
    • Is there a list of titles joining and leaving the package, or the publisher? (Check the Transfers Sheet!)
    • Is there a list of titles that have become open access or that are no longer OA? Add notes to ops.
  • What dates are expected? Do dates prior to the package’s cut-off need tested (e.g. 1996 or 1997 is often a cut off date)
    • If purchased from EBSCO this can be found in EBSCO Net
  • Does the package need an overhaul? Set up a student project if the package needs attention.
  • Are the SFX targets appropriate for the content or is it worth, say, breaking out individual subs from a package into two separate targets? Time vs value of reorganization.
  • Does anything look weird?
  • Add notes for ALL of this to CORAL. It can be helpful when you have to start over next year!

Other Material Type Renewals

There are things other than eJournals in SFX, obviously. They are mostly databases, and some eBooks. Most databases appear in SFX as Targets, but some smaller ones are put in as Object Portfolios. Catherine has in the past created local targets for important databases. Some databases are not in SFX so if they aren't there, just change the data integration not to SFX=No. If it is in SFX, then keep reading.

  • Databases
    • When they show up in your CORAL queue as a renewal you're mostly concerned with access.
      • Check the following
        • Databases don't have Title Lists, every OP should be turned on.
        • Check the Target Service Level to make sure all the things are ticked off correctly, remove any extraneous notes or put relevant ones into CORAL.
        • Check the Target level for the same, ensure the local name is accurate.
          • Update the local name and ILL document if something has changed.
        • Check the Object Portfolios and test access
      • Does anything look weird?
      • Make notes in CORAL: Data Integration, SFX, SFX Title Name
  • eBooks
    • Individual eBooks should not be turned on in SFX. Limited eBook collections have been activated (ex. Springer/Elsevier Autoloads) and can be treated like journal package renewals.
  • Conference Proceedings
    • These usually come with something else or as part of a package. There are relatively few proceedings targets activated (ex. ACS Symposium Series) and they are treated as eBooks in the Sort.Services.Config file.
  • Mixed Media
    • SFX does not appreciate mixed media targets (ex. Alexander Street Press) since it was designed before streaming audio and video existed. For the most part, this sort of mixed media only exists in databases so it should be too much of an issue. However, in the case of ASP databases like Dance in Video, we have opted to not activate the targets in SFX as ExLibris KB support has made it clear that they are difficult to maintain and that they do not keep careful tabs on them.

Journal Transfers

For the most part, Judy takes care of getting the journals themselves onto this document. If you see one, please put it on!

  • Package to Package
    • Search for an object in SFX
      • Go into the portfolio of portfolios
    • For the Old Package:
      • Wiley: Close the dates and leave a note saying that it moved and where it is going. (Unless ExLibris sets up an autoload!)
      • Springer & Elsevier: They should be handled by the autoloads, OPs will either be turned off or have closed dates. If not, contact the publisher and alert them of the issue with the autoload.
      • All others: Turn off and leave a note about the transfer.
    • For the New Package:
      • Check Aleph or CORAL to see if we are buying it
        • If yes, continue
      • Check for a Target that makes sense
        • If there isn’t one, wait for one, and leave a note in the Transfer Shee and in CORAL
        • If there is one, but the Target and Target Service are inactive, refer to the SFX Targets - Activating document and follow all of those steps to make sure everything is activated correctly.
          • Make sure you check lending rights and target precedence!
      • Once the Target is activated, publisher title list or of paid to EBSCO, check EBSCO Net for Date thresholds
        • Search by title, navigate to the access details. If it is all content, leave the global date threshold, if it is something else put it in.
      • Record everything in CORAL
        • Whatever is needed
      • Make changes to the Transfer Sheet
  • Package to Individual
    • Wait for the item to reach a “Done” status for Acquisitions
      • Judy leaves all of these transfers in the document so we can close dates, even if we don’t know if we’re buying it.
      • If we do buy it, it will come up in your CORAL queue as a first year subscription.
    • Search for an object in SFX
      • Go into the portfolio of portfolios
    • For the Old Package
      • Wiley: Close the dates and leave a note saying that it moved and where it is going.
      • Springer & Elsevier: They should be handled by the autoloads, OPs will either be turned off or have closed dates. If not, contact the publisher about the issue with the Autoload.
      • All others: Turn off and leave a note about the transfer.
    • For the new individual subscription:
      • If the new individual subscription is through EBSCO, check EBSCONet for more information about dates and access details
      • Highwire hosted journals have a place to check ILL, proxy, publisher, dates, etc.
    • If there is a publisher target:
      • Activate it on all three levels using SFX Targets - Activating document
        • Make sure you check ILL lening rights and target precedence!
    • Record everything in CORAL
    • Make changes to the Transfer Sheet
  • Individual to Package
    • Wait for the item to reach a “Done” status for Acquisitions
      • These are all things that we're buying, since they're moving from a pre-existing individual subscription to a package we pay for.
      • The individual subscriptions may or may not be in CORAL
    • Search for an object in SFX
      • Go into the portfolio of portfolios
    • For the Individual Subscription:
      • Close the date threshold if it is something we are expecting to maintain PA.
      • Turn everything off if we are not expecting PA.
    • For the Package it's moving into:
      • Check the list of potential Targets, if there is one that matches our subscription turn on the OP if an AutoActive hasn't already
        • Leave a note about where it came from.
      • If there is not a Target yet, leave a note in the transfers sheet.
    • When completed, make sure there are notes in the OP, Transfers Sheet, and potentially CORAL.
      • NERL Targets never really get updated, so for CUP Journals it might appear in the Cambridge Target before NERL. Be wary of the NERL.
  • Title Cessations (Also Open Access)
    • Wait for the item to reach a “Done” status for Acquisitions
    • Search for an object in SFX
      • Go into the portfolio of portfolios
    • For a PA Publisher: (Leave the Springer and Elsevier Autoloads Alone):
      • Close the date threshold for whatever volume/issue or date their last publication is
      • Leave a note in the OP about the cessation.
    • If not a PA Publisher:
      • Turn everything off and leave a note about the cessation in the OP.
    • When completed, make sure there are notes in the OP, Transfers Sheet, and potentially CORAL.
  • Title Change
    • Wait for the item to reach a “Done” status for Acquisitions
    • Search for an object in SFX
      • Go into the portfolio of portfolios
    • For the Old Title:
      • Check the list of potential Targets, if there is one that matches our subscription turn on the OP
      • Close the date threshold for the old title and leave a “Prev Title” note in the OP
    • For the New Title:
      • Most often, name changes happen in the same Target
      • If there is an OP, activate it.
        • Leave a note in the OP about the previous title name.
      • If there is no OP, leave a note in the transfers sheet and wait
    • When completed, make sure there are notes in the OP, Transfers Sheet, and potentially CORAL.
      • We don't always get a heads up about a title change, Judy sometimes finds them but usually they just show up.
  • New title to Package
    • These just show up whether on a title list, or in SFX, or wherever we might find them!
    • Search for an object in SFX
      • Go into the portfolio of portfolios
    • If we get the entire package:
      • Check the list of potential Targets, if there is one that matches our subscription turn on the OP if an AutoActive hasn't already (leave the AutoLoads alone)
        • Leave a note about where it came from.
      • If there isn't yet an OP leave a note in the transfers sheet.
    • If we don't get the entire package:
      • Check the Package Title list to see if we are actually buying the title
      • If we are getting it, do the same as above.
    • When completed, make sure there are notes in the OP, Transfers Sheet, and potentially CORAL.
  • Package to Open Access
    • These just show up whether on a title list, or in SFX, or wherever we might find them!
    • Search for an object in SFX
      • Go into the portfolio of portfolios
    • In the Target for the paid version:
      • If it's staying at the publisher, just leave a note about OA as of 20XX
      • If it's not staying at the publisher, close the thresholds or turn off depending on PA policy.
    • If there is an OA target for the publisher let it be
    • All of this needs to be checked against Display Logic
      • Show Paid over OA based on Thresholds being the same

Platform Changes

It is not always clear when and where a platform change occurs, often it isn't announced and either Judy or Nancy or someone in DRMS will notice it by chance. It can often come up in the SFX change reports, or in the KB updates. Platform changes vary from a switch from HTTP to HTTPS, a journal moving from High Wire to a publisher platform, or a database migrating their interface resulting in URL changes that cascade to all of our systems.

  • When you find that a platform change is about to occur, or has already occurred, put it in the Publisher-Platform Changes Tracking in Google Sheets.
    • Start with the name of the resource.
    • Put what the current platform is, and where it is moving too.
      • When is the new platform available? When does the old platform shut down.
    • If you know what changes are being made in terms of URLs, make the change in CORAL and leave a note in the sheet.
      • Same with the Holdings Record in Aleph
    • If the proxy needs to be changed coordinate with Scott.
    • Leave any notes about the process and how it will affect SFX
      • Usually this means leaving notes that nothing has changed, linking is broken, a Support Case (SC) or KB change request is in process, etc.
    • If the resource requires the attention of a Batch-loader, let Mary Ann and Jennifer know!
    • Leave any additional notes in the sheet, the Target Service, or in CORAL is needed.

Primary contact: Jack Mulvaney

sfx_renewals.txt · Last modified: 2019/06/26 10:48 by jmulvaney
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