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Ordering and Set Up

Access Problem Solving (digprob)

Managing Vera Records

Licensing

Cataloging

NERD

Checking for License Terms

When setting up a new electronic resource, it's important to verify whether there are terms of use associated with the resource. This document offers a short summary of what to look for and what to do with information found.

1. Search for terms at the site, e.g.
   1. Bottom of page "terms of use."
   2. Link from copyright statement.
2. If you find "passively mounted" terms [do not need to click "I agree" to see content]:
   1. Mark Vera License Type as "passively mounted"
   2. Include URL for terms in licensed notes field, with date and note that terms were reviewed with initials of reviewer
   3. Print out the terms.
   4. Read and look for the following, annotating Vera record as indicated:
      1. Site restrictions that would exclude Lincoln and/or Haystack. (Link to MIT Site Definition)
         • If restrictions are found, do not include Lincoln and/or Haystack in the list of IP ranges you give to the provider. Note the list of IP ranges sent to the provider in the IP Range field.
         • If restrictions are found, in Vera record mark LL and Haystack as Access Exclusions.Note the list of IP ranges sent to the provider in the IP Range field.
      2. Interlibrary Loan language: if ILL is allowed, mark ILL field as "Yes"; otherwise mark as "No."
      • If there is ILL language, also cut and paste it into "ILL notes"
      3. Remote Access: if there is no explicit exclusion of remote access, mark Remote Access OK field as "Yes."
      • Be sure the base URL has been configured by the Systems Office, and the System OK field is Yes. (Link to Proxy Server Set Up)
      4. Unusual Restrictions (e.g. no walkins to libraries)
      • If you find any, refer to Kim who may confer with Ellen.
      5. Coursepacks: leave blank unless they are explicitly allowed or disallowed.
      • Note that we do not have a Coursepacks Notes fields, so if you do have language to share about Coursepacks put it in Licensed Notes field.
      6. E-Reserves: leave blank unless they are explictly allowed or disallowed. Note that we assume, under Fair Use, that we can use things for electronic reserve.
         • If there is E-Reserves languages, cut and paste it into "E-reserves Notes."
      7. Simultaneous User Limits: these generally apply only to databases, but if you see any language that says only a certain number of people can use a resource at any give time, make note of the number in the Simultaneous User Limit field.
   5. Make notes on the printout about any of the fields listed above. Initial and date the printout, put the document in a plain manila folder (not a blue folder), and file in the vertical license file.
3. If clicking "I Agree," or something similar, is required to accept the terms, DO NOT press I Agree. Print out the terms and give them to Ellen for review. These "clickable" terms seem to be as enforeable in a court as an actual signed license, so we need to review them carefully before we agree to abide by the terms.
4. If it appears that a signed license is required, give to Ellen
   1. Include information in licensed notes field. Mark license type as "signed."
   2. During SERU pilot, Ellen will consult with publisher about SERU and then decide whether to have Sally send out MIT standard license.
5. When you are finished with above steps, the following licensing and access fields should be complete in both the package level Vera record and the title records in Vera associated with this "package:"
   1. License Type (passively mounted or signed or none, but only use latter if certain)
   2. Licensed Notes (URL to terms and info about reviewing)
   3. IP Range
   4. Access Control set to IP
   5. ILL (set to No unless explictly allowed for in passively mounted terms)
   6. ILL Notes (if set to Yes, cut and paste the passage in the terms pertaining to ILL)
   7. Remote Access OK (set to Yes unless explicitly not otherwise in the terms)
   8. System OK set to yes, or request sent to systems to configure proxy server which will result in this being changed to yes
   9. Coursepacks
   10. E-reserves
   11. E-reserves Notes
   12. Simultaneous User Limit