Each institution is required to appoint one person to act as the ILS Coordinator. This person will act as a liaison between the institution and FALSC on all matters related to the implementation of Alma and Primo VE. They are asked to share information about the project to the rest of their library staff as well as to other services at their institution including IT and their administration.
Typically, the ILS Coordinators meet monthly with FALSC staff for an update and to share information and concerns about the project.
|Broward College||Craig Amos||Associate Deanemail@example.com|
|Chipola College||Jane Stephens||Coordinator of Libraryfirstname.lastname@example.org|
|College of Central Florida||Carole Thompson||Senior Library Technicianemail@example.com|
|College of the Florida Keys||Marcos Gonzalez||Assistant Director, Learning Resource Centerfirstname.lastname@example.org|
|Daytona State College||Dustin Weeks||Library Services, Assistant Chairemail@example.com|
|Eastern Florida State College||Karen MacArthur||Assistant Professor/Librarian, Catalogingfirstname.lastname@example.org|
|Florida A&M University||Ernestine Holmes||University Librarian, Head of Acquisitionsemail@example.com|
|Florida Atlantic University||Amy Kornblau||Assistant Dean for Service Enhancement and Project Managementfirstname.lastname@example.org|
|Florida Gateway College||Christine Boatright||
|Florida Gulf Coast University||Danielle Rosenthal||Head of Library Technology and User Experienceemail@example.com|
|Florida International University||Jin Xiu Guo||Associate Dean for Technical Servicesfirstname.lastname@example.org|
|Florida Polytechnic University||Kathyrn Miller||Vice Provost, Academic Support Servicesemail@example.com|
|Florida SouthWestern State College||Richard Hodges||Library Directorfirstname.lastname@example.org|
|Florida State College at Jacksonville||Madeline Sims||Library Technical Services Program Coordinatoremail@example.com|
|Florida State University||Valerie Boulos||Associate Dean, Collection Developmentfirstname.lastname@example.org|
|Gulf Coast State College||David Russell||Librarian, Collection Strategies and Technical Services||Drussel10@gulfcoast.edu|
|Hillsborough Community College||Andrea Dufault||Business Information Analystemail@example.com|
|Indian River State College||Alexis Carlson||Reference Librarianfirstname.lastname@example.org|
|Lake-Sumter State College||Kevin Arms||Assistant Librarianemail@example.com|
|Miami Dade College||Angel Hernandez||Learning Resources Professionalfirstname.lastname@example.org|
|New College||Tammara Race||Systems, Metadata & Assessment Librarianemail@example.com|
|North Florida College||Lynn Wyche||Library Directorfirstname.lastname@example.org|
|Northwest Florida State College||Janice Henderson||Lead Librarianemail@example.com|
|Palm Beach State College||Ken Myers||Librarian/Professorfirstname.lastname@example.org|
|Pasco-Hernando State College||Kayla Kuni||Associate Director, Librariesemail@example.com|
|Pensacola State College||Maria Goodspeed||Technical Services Coordinator|
|Polk State College||Shannon Schane||Librarianfirstname.lastname@example.org|
|St. Johns River State College||Royce Bass||Public Services Librarian||RoyceBass@sjrstate.edu|
|St. Petersburg College||Michele Laney||Associate Director, Learning Resourcesemail@example.com|
|Santa Fe College||Jenna Miller||Librarianfirstname.lastname@example.org|
|Seminole State College||Morgan Tracy||Director of Librariesemail@example.com|
|South Florida State College||Lena Phelps||Chair, Library Servicesfirstname.lastname@example.org|
|State College of Florida, Manatee-Sarasota||Theresa Smith-Ennis||Venice Library Supervisoremail@example.com|
|Tallahassee Community College||Tricia Elton||Faculty Librarianfirstname.lastname@example.org|
|University of Central Florida||Ying Zhang||Interim Associate Director, Collections & Technical Services||Ying.Zhang@ucf.edu|
|University of Florida||Todd Digby||Chair, Library ITemail@example.com|
|University of North Florida||Jennifer Murray||Associate Deanfirstname.lastname@example.org|
|University of South Florida||Bonita Pollock||Assistant Librarian, Collections & Discoveryemail@example.com|
|University of West Florida||Liza Campbell||Head of Technical Services|
|Valencia College||Ruth Smith||Campus Director, Library Westfirstname.lastname@example.org|
|Wednesday, July 8, 2020, 2:00pm ET||20200708 Recording|
|Vanguard Kickoff Meeting with ExL on Thursday, July 9, 2020||20200709 Recording|
|Wednesday, August 12, 2020, 2:00pm ET||Agenda||20200812 Recording|
|Wednesday, September 9, 2020, 2:00pm ET||Agenda||20200909 Recording|
|Wednesday, October 14, 2020, 2:00pm ET||Agenda||20201014 Recording|
|Full Forty Kickoff Meeting with ExL on Tuesday, Nov. 10, 2020||Slides||20201110 Recording|
|Wednesday, November 18, 2020, 2:00pm ET||Agenda||20201118 Recording|
|Primo VE Configuration Form Review on Tuesday, December 1, 2020||Slides||20201201 Recording|
|eResources in Alma/Primo VE on Wednesday, December 9, 2020||Slides||20201209 Recording|
|Wednesday, December 9, 2020, 2:00pm ET||Agenda||20201209 Recording|
|Wednesday, January 13, 2021, 2:00pm ET||Agenda||20210113 Recording|
|Wednesday, February 10, 2021, 2:00pm ET||Agenda||20210210 Recording|
|Wednesday, March 10, 2021, 2:00pm ET||Agenda||20210310 Recording|
|Wednesday, April 14, 2021, 2:00pm ET||Agenda||20210414 Recording|
|Wednesday, May 12, 2021, 2:00pm ET||Agenda||
|Wednesday, June 9, 2021, 2:00pm ET||Agenda||20210609 Recording|
|Wednesday, July 14, 2021 2:00pm ET????||Agenda||20210714 Recording|
All Item Status and Collection Clean Up Documents should be returned to FALSC as soon as possible with a deadline of October 14, 2020. Please send completed forms to email@example.com. Please send questions to firstname.lastname@example.org.
The Excel spreadsheet contains a report of each Sublibrary/Collection/Item Status combination with a count of the number of items in each as of 8/26/2020. This spreadsheet is what I used to create the document and it can be used by you to look at your data and sort and view things in whatever way you wish. It is just informational.
Based on the spreadsheet, the Word document contains lists of item statuses, collections, and sublibraries that could be cleaned up, removed, or in some cases renamed based on the information in the spreadsheet. The Word document has spaces for your institution’s staff to say whether the proposed clean up should yes, go ahead, or no, do nothing at this time.
The Item Status and Collection Clean Up Document has a few tables. They are not labelled but your sublibraries, collections, Item Status numbers, and Item Status Descriptions should be easily recognizable. The last number is the count of items with that sublibrary/collection/item status. You can view where these came from by looking at the spreadsheets. The other columns that contain xxx15 and xxx16 are codes that will help us do the clean up, these can be ignored.
For Item Statuses and Collections that only have a few items using them, I have asked if you would like to clean up and delete. There is enough information to run General Retrieval Reports to take a look at these items and update them to a new Item Status or Collection. Please run these reports if you would like me to delete the item statuses or collections.
There may be some collections that have no items but that you know you have holdings attached to them. If you know that there are holdings attached (for example you don't create items for periodicals so your PER collection is "empty") please respond "no" to deletion.
Borrower Status Clean Up spreadsheets are now posted below (10/5/2020). Please download, complete, and return them to email@example.com before November 20, 2020.
Each of your institution's borrower statuses are listed in the spreadsheet by description and code. For each of them we have given a count of the number of patrons that have that borrower status (the count includes expired patrons) and have added whether the patron status is loaded by the patron load. For each borrower status that IS NOT loaded by the patron load, please let us know:
The last column of the spreadsheet refers only to the rows that are highlighted in yellow. If the borrower status is highlighted in yellow and still in use by your institution, please describe how you use this borrower status. This is for informational purposes as there may be better ways to use the new functionality of Alma to accomplish the same work flow in a more streamlined way.
To find all patrons with a particular Borrower Status in Aleph:
You can run the Patron List Report.
In ALEPH click Services à Reports à Patron List
Type in a filename next to “Output File” – all one word and in lowercase.
Leave Sublibrary with “All” checked
Choose the Patron Status you want
To get all the patrons:
Make Privileges Expire after: 00/00/0000
Make Privileges Expire before: 00/00/0000
Click the Submit button.
The completed report will show up in your Task Manager file list. It might take a little bit.
Please send any questions to Chrissy Cogar at firstname.lastname@example.org.
|Institution||Item Status and Collection Clean Up Documents||Item Status and Collection Spreadsheets||Borrower Status Spreadsheets|
|College of Central Florida||doc||xls||xls|
|Daytona State College||doc||xls||xls|
Eastern Florida State College
|FL Gateway College||doc||xls||xls|
|College of the FL Keys||doc||xls||xls|
|FL Polytechnic University||doc||xls||xls|
|FL State College at Jacksonville||doc||xls||xls|
|FL SouthWestern State College||doc||xls||xls|
|Gulf Coast State College||doc||xls||xls|
|Hillsborough Community College||doc||xls||xls|
|Indian River State College||doc||xls||xls|
|Lake-Sumter State College||doc||xls||xls|
|Miami Dade State College||doc||xls||xls|
|New College of FL||doc||xls||xls|
|North Florida College||doc||xls||xls|
|Northwest FL State College||doc||xls||xls|
|Palm Beach State College||doc||xls||xls|
|Pasco-Hernando State College||doc||xls||xls|
|Pensacola State College||doc||xls||xls|
|Polk State College||doc||xls||xls|
|Santa Fe College||doc||xls||xls|
|State College of FL - Manatee-Sarasota||doc||xls||xls|
|Seminole State College||doc||xls||xls|
|South Florida State College||doc||xls||xls|
|St. John's River State College||doc||xls||xls|
|St Petersburg College||doc||xls||xls|
|Tallahassee Community College||doc||xls||xls|
FALSC is asking all institutions to identify all library staff that will need a user account in Alma and assign the roles to each account which will allow staff to do their work. These accounts will be created in the Full Testload instance of Alma in February 2021 and will be retained when the system goes live in July 2021. To assist in this process, please use the following documents:
Worksheets are due January 15, 2021. If you have any questions, please contact the FLVC Help Desk at email@example.com.
This document is designed to assist ILS Coordinators and library staff in providing input about their institution’s local Primo VE view. Ex Libris has a Configuration form (spreadsheet) with multiple tabs. These instructions only relate to the two Primo tabs on the spreadsheet: Primo VE – Configuration and Primo VE – Digital Collections. Previous vanguard Primo VE spreadsheets will not be used.
Ex Libris has streamlined the initial release of Primo VE for the Full Test Load. Many configurations will initially be identical across all 40 institutions in order to facilitate troubleshooting during data review. Everything can be changed during the Full Test Load or after go live.
The deadlines for submission of these forms to FALSC are listed below. FALSC needs a few days to review the submissions before sending them to Ex Libris by our deadline.
FALSC’s deadlines to submit the configuration forms to Ex Libris are a few days after these. We need a few days to review the submissions and clarify entries as needed.
There are other configuration and customization options that each institution can add to their interface later. Useful documentation from Ex Libris explains the various options identifies some of the configuration options, not all of which are being requested now.
Please indicate your institution’s preferences on the two Excel spreadsheets that are listed below.
Row 3. Provide a Logo - The requirements for the logo are:
Row 4. Side bar (facets) - Choose one, either left or right.
Row 7. Search box – Do not complete at this time. All 40 Primo interfaces will have identical scopes to start with. The scopes can be adjusted later.
Row 8. Do you want to restrict the ability to search Course Reserves to specific groups of users? (Ex Libris documentation: In general, most Ex Libris customers (such as academic libraries) do not need this functionality.)If yes, identify the users.
Rows 10-12. Do you want a search profile to search EBSCOhost databases? – choose Yes or No and provide the list of databases to be searched. Refer to EBSCO’s database codes short names list. FALSC obtained the credentials from EBSCO. For more information, see https://knowledge.exlibrisgroup.com/Primo/Product_Documentation/020Primo_VE/022Search_Configuration/010Configuring_Search_Profiles_for_Primo_VE#Defining_a_Scope_for_a_Third-Party_Index).
Rows 14-16. Do you want a search profile to search Worldcat? – Choose Yes or No and provide the requested credentials. For more information, see https://knowledge.exlibrisgroup.com/Primo/Product_Documentation/020Primo_VE/022Search_Configuration/010Configuring_Search_Profiles_for_Primo_VE#Defining_a_Scope_for_a_Third-Party_Index
Rows 18-28. Facets. Indicate which facets to “keep as is” or “hide facet”. Do not relabel any facet yet. Add the order in which you want the facets to appear. Ex Libris recommends showing all facets at first, with two exceptions:
Rows 30-34. The Full Record View has three sections: View Online, Get it, and Details. Provide a new label for the section indicated or leave as is.
Rows 36-43. Full Record View—Details Section—Additional fields. Do not complete at this time.
Rows 44-54. Main menu links. These are the links across the top of the Primo interface. Ex Libris’ documentation describes the main menu links. For each link listed, indicate whether it should be enabled or not. Indicate the order in which the link should appear across the top of the view
Rows 56-60. Customized links. In addition to the Main Menu links listed above, it is possible to add your own links to the menu that can take your users to external sites or pages. Indicate any customized links you would like to appear. For example, if you would like a LibGuides Databases A-Z to be listed, provide the requested information.
Rows 62-78. Browse list options. Indicate which Browse searches you would like or do not complete if you don’t want a browse search.
Rows 80-91. Record actions. Indicate which record actions to enable and their order. “Add/remove record to Favorites” is always enabled by default and is always an up front action and is always the first in order.
Rows 93-96. General attributes. Select the languages desired from the list of languages offered in the cells’ dropdown menus. English has already been entered as the default. Ex Libris cautions that the languages are applied globally and will also appear as choices in Alma. You can define up to six additional interface languages.
Rows 99-105. Local resource types. Do not complete this section.
Completing this spreadsheet is optional. This spreadsheet applies to digital collections or to LibGuides if the institution desires to harvest those. Springshare’s web site which describes OAI-PMH harvesting is here: https://ask.springshare.com/libguides/faq/804. Only submit one collection.
Below is listing of each institution and where FALSC stands with their patron load process. Approved means that the institution is ready to send files to FALSC once we go-live on July 13th. This list will be updated periodically.
Last Updated: April 7, 2021.
|Broward College||Received files IT; returned back errors.||3/19/2021|
|College of Central Florida||Received questions from IT||4/1/2021|
|College of the Florida Keys||Loaded files into Alma; returned some errors that need to be addressed.||3/29/2021|
|Daytona State College||Submitted files. Sent back errors.||4/02/2021|
|Eastern Florida State College||Approved||3/15/2021|
|Florida A&M University||Approved||3/23/2021|
|Florida Atlantic University||Approved||3/18/2021|
|Florida Gateway College||Approved||4/01/2021|
|Florida Gulf Coast University||Approved||3/15/2021|
|Florida International University||Working on files. Nothing sent||2/24/2021|
|Florida Polytechnic University||Approved||3/10/2021|
|Florida SouthWestern State College||No files. Will send by 4/30.||3/22/2021|
|Florida State College at Jacksonville||Approved||3/24/2021|
|Florida State University||Approved||3/25/2021|
|Gulf Coast State College||Submitted files. Sent back errors.||3/31/2021|
|Hillsborough Community College||Approved||3/30/2021|
|Indian River State College||Submitted files. Sent back errors.||3/10/2021|
|Lake-Sumter State College||Approved||4/07/2021|
|Miami Dade College||Approved||3/24/2021|
|North Florida College||Loaded files. Found some errors that need to be addressed.||3/09/2021|
|Northwest Florida State College||Received files. Sent back errors.||2/02/2021|
|Palm Beach State College||Working on an issue with ID numbers. Will submit when this is fixed.||3/29/2021|
|Pasco-Hernando State College||Submitted a file. Issues loading.||3/12/2021|
|Pensacola State College||No files. Working on submitting one||2/12/2021|
|Polk State College||Loaded file. Sent back errors.||4/01/2021|
|St. Johns River State College||Approved||4/07/2021|
|St. Petersburg College||Submitted files. Sent back errors.||4/06/2021|
|Santa Fe College||Loaded files. Sent back errors to be addressed||3/17/2021|
|Seminole State College||Approved||3/29/2021|
|South Florida State College||Loaded files. Sent back errors to be addressed.||3/05/2021|
|State College of Florida, Manatee-Sarasota||Approved||3/12/2021|
|Tallahassee Community College||Loaded files. Sent back errors to be addressed.||3/31/2021|
|University of Central Florida||Approved||3/12/2021|
|University of Florida||Loaded files. Problems with the matching ID numbers.||3/05/2021|
|University of North Florida||Approved||3/15/2021|
|University of South Florida||Submitted files. Sent back errors||2/04/2021|
|University of West Florida||Approved||3/11/2021|
Number of institutions Approved = 20
Number of institutions who are in process = 16
Number of institutions who haven't submitted a file = 4
In Aleph, Item Process Statuses were usually used to designate items as undergoing a "behind the scenes" process in cataloging, acquisitions, or circulation. Adding an IPS to an item made it easy to find them using Aleph's reports.
Alma does not use Item Process Statuses and instead uses Work Orders and Work Order Statuses to keep track of items requiring processing. In Alma, instead of running a report to find items that require work, they are available in a list and can be retrieved with just a few clicks.
Below are links to two documents:
As always, please contact the FLVC Help Desk at firstname.lastname@example.org if you have any questions.