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May 1, 2018

Alliance News May 2018

From the Chair of the Board & Executive Director

We look forward to seeing over 100 Alliance member staff at the ELUNA Meeting in Spokane, Washington this week, and thank Eastern Washington University for hosting a reception for Alliance members, as well as being one of the co-hosts of the conference!

Since our last update, we had our March Council meeting. We previously reported on the work to achieve new Mission and Vision statements, and the process to propose new Initiatives.

We look forward to your feedback on the 60 Initiatives, as we together design the Alliance of the future! (Look in your email -- this request already came out and everyone’s feedback is welcome!)

In March, the Council also passed a new budget for FY19, discussed a new literature review by the Collaborative Workforce Council group, and and reviewed the Accreditation Committee's report regarding data that can be used for each institution's report in accreditation. The Alliance has been working for a long time to provide useful data for each member institution for reporting to the Northwest Commission on Colleges and Universities. Look for it this summer! The Council also accepted the Primo Standardization report, and thanked the group for their hard work (insert names).

The Board meets in early May and will continue discussion on Initiatives. Periodically they are also hearing updates and/or meeting on the progress in our discussions with Ex Libris. In June, we’ll welcome the incoming Board members: Natalie Beach, Chair-Elect (Chemeketa); Dena Hutto, Treasurer (Reed); Amanda Clark, Secretary (Whitworth); Betsy Wilson, Member-At-Large (UW); and Jeff Gayton, Member-At-Large (SOU).

Team Chairs have been working hard with the Alliance staff, the Board and their communities to clarify the scope of work they are leading now; the work that should continue in the short period between the generation of ideas for our new strategic plan (July 2018) and the launch of the new plan (January 2019).

One of our joint projects with the Northwest Academic Computing Consortium, on accessibility, has already provided a report recommending some action. You’ll see that in the Initiatives, and we expect a report from the other joint group later in May!

Since the Council meeting in March, Dana has visited Linfield College, Clackamas Community College, attended the first-ever DPLA Hubs Council meeting in Atlanta, the Ex Libris Directors’ meeting in Phoenix, participated in several webinars on Esploro (new product coming from Ex Libris), attended EAST’s Shared Print meeting in Boston, the North American international library consortium meeting in Detroit, the Archives & Manuscripts Service Annual Meeting at the Northwest Archives meeting in Warm Springs, and is readying herself for ELUNA. Dana is pleased to have visited so many members this fiscal year, but there are still a few left!

This week we say farewell and good luck to Al Cornish, as he moves to the University of Oregon. We’ll launch a search process for a new Systems Program Manager in May.We’ll welcome your participation and feedback -- look for interviews in July or August.

Susan Barnes Whyte, Chair of the Board and Council
Dana Bostrom, Executive Director

Program & Team Updates

Discovery & User Experience

User Testing Toolkit Released
The User Testing Toolkit, is now available for your library to use in planning and carrying out usability testing. The toolkit brings together 

  • a set of suggested resources organized in FAQ form for ease of use
  • a rich selection of sample scripts, plans, forms, questionnaires, and other documents actually used in testing projects
  • a guide that libraries can follow to carry out their own testing

Thank you to all the members of the User Testing Toolkit Project Group (UTTPG) for their work in creating this valuable resource:

  • Holli Kubly, Chair University of Oregon
  • Hilary Robbeloth, University of Puget Sound
  • Kate Thornhill, University of Oregon (previously Oregon Health and Science University)
  • Kathleen Veldhuisen, Chemeketa Community College
  • Kathy Watts, Whitworth University
  • Rebecca Marrall, Western Washington University

Reference & Instruction Survey Update
In March and April, the DUX team provided high level summary information about the survey results. The Team is continuing to analyze the comments and brainstorm solutions and actions to share with the community over the coming months.

Primo Day 2018
Registration is now open for Primo Day 2018, which will be held on Monday, June 11 at the White Stag building in Portland.

Primo May Release
Release notes are now available and the release will be installed on sandboxes on May 20. The Primo Release Testing Standing Group will send out more information as the date gets closer.

DUX Open Call
The next DUX open call is on Thursday, May 17, 10am-11. The agenda will be available shortly.

Resource Sharing and Fulfillment (RSF)

RSF Team

The RSF Team is excited to welcome the inaugural class of  mentors and mentees in the pilot RSF Mentorship Program!


  • Kevin Edwards, Portland Community College
  • Jean Fenske, The Evergreen State College
  • Stefanie Gorzelsky, St. Martin's University
  • Molly Gunderson, Portland State University
  • Lori Hilterbrand, Oregon State University
  • Jada Pelger, University of Puget Sound
  • Bahram Refaei, Linfield College
  • Justin Smith, University of Idaho
  • Sagan Wallace, Concordia University
  • Meghan Williams, Western Washington University
  • Rose Bosely, Portland State University
  • Charity Braceros-Simon, Willamette University
  • Amanda Brown, Clark College  
  • Galin Brown, Willamette University
  • Mary Cameron, George Fox University   
  • Renee Corbett, Walla Walla University
  • Robert Deane, Oregon Institute of Technology  
  • Adebola Fabiku, University of Washington
  • Alison Ihrke, Clackamas Community College    
  • Pamela Ivey, Portland State University
  • Bryan Jimenez, Oregon Institute of Technology
  • Dena Keller, Washington State University  
  • Stacey Kemi, Portland Community College  
  • Lori Pagel, Western Oregon University  
  • Laura Ramos, Oregon State University  
  • Jane Scott, University of Portland  
  • Philip Sites, Oregon State University  
  • Emily Spracklin, Western Washington University  
  • Valerie Sterling, Oregon State University    
  • Jordan Tomchak, University of Idaho
  • Patty Vanier, George Fox University

Mentors have already started their mentorship training, to be completed by mid-June. The full program's kickoff will be at Summit & Fulfillment Day in August.

This year's Summit & Fulfillment Day will be held at Clark College in Vancouver, Washington on Friday, August 3rd. The schedule of presentations and presenters can be found here: https://www.orbiscascade.org/summit-fulfillment-day-2018 - more details about registering, parking, transportation, and lodging to come!

Alma Analytics Project Group (AAPG)
After input from the Fulfillment Project Group and Summit Standing Group members, the AAPG is finalizing two dashboards - one focusing on fulfillment and one focusing on resource sharing, along with comprehensive documentation for use and customization.

Fulfillment Project Group (FPG)
The FPG has completed their survey of members of the Access Services/Circulation Services communities, and is moving forward with documentation collection for a shared repository of training resources. They are in the final stages of compiling a directory of colleagues with expertise in various areas of fulfillment as an additional support resource.

Shared Resources Joint Project Group (SRJPG)
The SRJPG has put out a draft of their shared resources needs assessment survey instrument for pre-release community member review, and will be releasing it widely soon. More information about the group's charge and their progress can be found on the SRPG webpage - meeting notes are posted regularly.

Summit Standing Group (SSG)
The SSG is preparing to perform Alma testing for the May release in the newly refreshed sandbox environment. Several members are scheduled to meet with Moshe Shechter, Alma Product Manager, at ELUNA. 

Shared Content & Technical Services

The Team has started planning for the inaugural SCTS Day in Portland on Thursday, October 11. Look for opportunities to participate in planning and/or contribute to the program in the coming weeks. In the meantime, mark your calendar!

Network Zone update
  • Shared record loading for GPO e-resources:  The GPO Project Group is reviewing feedback from a recent survey of Alliance members on how GPO records are currently managed.  The group will begin researching metadata sources for a shared GPO collection in May, and the survey feedback will inform the group's discussion and decisions regarding metadata sourcing.
  • Marking bound-with records in the NZ:  Testing has shown that the only feasible method for managing bound-with markers is a central management model.  The NZ Manager has proposed a plan of action to the TS-Discussion community for feedback and further discussion.  The tentative timeline for implementation of bound-with markers is mid-June.  A major cleanup of childless bibliographic records in Alma will commence once the markers are in place.
Cataloging Standing Group
The Cataloging Standing Group (CSG) was formed in November and charged to: “Review and recommend cataloging policy for the Alliance. Create training outlines and documentation for best practices.” 
The Standing Group’s initial project is to follow up on the Primo Genre/Form Task Group’s recommendation in their 2014 report for training and documentation on faceted terms in bibliographic records. The CSG is developing a survey, which they will send to each Alliance library’s Technical Services Representative, on the current level of inclusion of faceted terms in bibliographic records. The intention is to use the results of this survey to guide development of appropriate training and documentation on genre/form terms (LCGFT) as well as other faceted MARC fields and vocabularies such as audience characteristics (LCDGT) and musical medium of performance (LCMPT). 
The members of the Cataloging Standing Group are: Linnea Marshall (University of Idaho), chair, Peggy Firman (University of Puget Sound), Casey Mullin (Western Washington University), and Suzanne Sager (Portland State University).
Ebook Standing Group
  • The ESG is working with OUP and GOBI to schedule a Webinar in May to help librarians understand the scope of the evidence-based plan (managed through GOBI), how they can use GOBI to identify purchases and limit duplication, get training on the platform, and answer any questions about the plan. Once scheduled, information will be sent to TS-Disc and SCT-Reps. This session will be open to anyone who would like to attend.
  • After experiencing a number of setbacks impacting access and metadata management, the SCTS Team has decided to discontinue the Taylor & Francis Evidence-Based Selection (EBS) plan in 2019. The plan will remain active through June 30. The plan has generated enough usage for evidence-based selections, which will be confirmed by mid-August.
  • The ESG will be hosting two Open Calls for the Shared Content Reps later this month to provide input on an ebook option to replace the T&F EBS plan for the new fiscal year. Calendar invitations will be distributed to the SCT-Reps list once the dates and times are confirmed. Reps will only need to plan to attend one of the sessions.
  • The ESG has completed the selections for year two of the Wiley Usage-Based Collection Management (UBCM) plan. This plan will be continued for a third year, and permanent-access selections from year two will be posted to the Alliance site soon.


Primo Day 2018
Registration is now open for Primo Day 2018, which will be held on Monday, June 11 at the White Stag building in Portland.

Note: The Systems Team is developing a hands-on workshop for institutions that feel they may lack the resources and/or expertise to migrate to the new interface of Primo. If you are interested in this workshop, please mark the appropriate break-out session in the registration survey. Kun Lin will communicate with these institutions beforehand to help them with any workshop preparations.

NERS Enhancements and Idea Exchange
Alma: The five enhancements recommended by the Alliance's Alma Enhancements Project Group appear to have landed within the top 20 for pointing.

Primo: The five enhancements recommended by the Alliance's Primo Enhancements Project Group were used by institutions in Primo enhancements voting, which closed last Friday.

Idea Exchange: An Alliance-supported Idea, Add next and previous arrows to detail display, is now planned for the August release.

Primo Customization Standing Group
A new Central Package customization is available: Add Custom Action. Add customizable actions to the Send To ribbon in Primo, such as Report a Problem or Show PNX.

The Primo Customization Standing Group will be updating the Show/Hide Other Institutions customization this summer to improve coordination with local customizations. This will require some updating of the local package for institutions using the customizations, so please put that on your calendar.

Unique & Local Content

Registration Filling Fast: Digital Collections in Teaching and Research Conference, May 24
Registration is open for the Digital Collections in Teaching and Research Conference, which will be held at the White Stag building in Portland on May 24. Seats are limited and filling fast! 

This one-day event offers librarians, curators, faculty, and cultural heritage professionals an opportunity to explore the present and future of teaching and in-depth research with digitized primary sources. It is created by the Digital Collections in Teaching and Research Project Group of the Unique & Local Content Team. 

The full program is available here

Registration is available here.

For more details, please see the event web page

Editor's Note

Please send any feedback, thoughts, or suggestions for future content to Cassie Schmitt.

Check out the Alliance News on the web for future reference.
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