Access for Patron Groups

Access for Patron Groups

Recommendations to the University Librarian

November 15, 2006

Recommendation One:  Eligible user categories for access to UCSC libraries electronic resources should not be restricted to the Personnel Payroll System entries.  

Rationale:  Other UC libraries do not have access to their campus payroll systems and do not tie eligibility to entries in those systems. 

Recommendation Two:  The University Librarian should decide which of the following "affiliate" users, not in PPS, would be considered eligible for access under the general categories of "faculty, staff and students" used in the licensing contracts:  (a) visiting or exchange scholars, (b) researchers and special assistants, (c) extension students, (d) UCSC retirees.  (Note: (a) and (b) seem likely candidates, (c) would probably be excluded and (d) would have to be evaluated.)

Rationale: All UC campuses use the eligible user categories, "faculty, staff and students" in their Web presence regarding access to electronic material.  This is the language used by the vendors in the licensing agreements.  Different vendors expand slightly on this to include affiliates such as, "independent contractors" (Springer), "temporary or exchange faculty" (Elsevier), "bona fide faculty members, students, researchers, staff members, librarians, executives or employees of the Licensee, or contractors engaged by the Licensee. . ." (Wiley), with the understanding that all users will abide by the "Terms and Conditions of Use. . ." (Wiley)  The library takes responsibility for making available on its Web site, the "terms and condition of use” provided by the vendor.  This seems sufficient notice to users.

Recommendation Three:  Clarify the roles within the library with regard to early response to vendors' breach alerts or queries.

Rationale:  Curtis Lavery at the CDL maintains a document used for licensing that lists Martha Ramirez as the main UCSC administrative contact for licensing and Eric Mitchell as the technical contact.  This same information should be available to vendors of locally licensed materials.  Library staff members who accidentally receive breach alerts, e.g. acquisitions or serials staff,  should be made of aware of who in the library properly responds to these alerts and should forward information appropriately.  Eric Mitchell and/or Martha Ramirez should communicate with vendors regarding investigation and follow-up.

Recommendation Four:  If the numbers of affiliate users exceeds the general range of our eligible FTE counts with the vendors, then a decision should be made about increasing our FTE count and paying for that increase.

Rationale:  Any inclusion of affiliate users that exceeds our FTE counts for licensing would have to be managed in good faith.