USING THE CEP FORM:
Procedures for New Electronic Product Orders:
Use the CEP Form to initiate an order for Web or CD-ROM databases, electronic journal titles or packages, and software required for an electronic resource. Free with Print titles should be included. The CEP database should also be used for free Web resources that are intended to be included in Aleph. Free online resources that are included ONLY in the DDW but not in Aleph do not need a CEP form, but can use the DDW Form instead.
- Trials: informal trials arranged by selectors do not require a CEP form, but if ip authentication is needed it is best to create a CEP
- If the selector is aware that the access requirements raise questions, please be sure to alert erhelp@listserv.nd.edu as early as possible so the requirements can be reviewed.
1. Selector creates a record in the Checklist for Electronic Products database to order an electronic product. Be sure to click the 'Add Record' button, which saves the new record and sends an e-mail notification to Gay Dannelly and the ER-ACQ Listserv. The request will be reviewed for funding approval.
Please send the top sheet of the CEP form, along with any subscription/access attachments, to Robin Lisek. Belinda Obren will request licensing information from the vendor.
Joe Holtermann will manage licensing negotiation, including cost negotiation, with the provider and will work with the General Counsel Office to obtain approval.
2. ERSA will obtain an appropriate bibliographic record, order record and encumber funds. When licensing is approved, Belinda will place the order with the vendor or provider, and will note this on the CEP so that selectors can verify status.
3 . When access is provided by the publisher or vendor, ERSA will test and activate the resource, add the URL to the proxy server, and complete access arrangements by adding a URL (or other access information) to the Aleph record. Electronic Resources will code bibliographic records for proper display in the DDW according to standards set for local field mapping. Access is now available from Aleph and the library website.
FWP or Print-plus-Electronic Journal Orders
- Electronic access is the preferred model for serial subscriptions whenever possible. If an electronic version of a print title becomes available, a cancellation form should be submitted, and a new CEP must be created
Cancellation Database
- Free With Print electronic version for print title: If it is not possible to replace the print title with the electronic version, fill out a Free with Print CEP form for the electronic version using same fund code as used for print order. Enter FWP for cost. ER will create record for electronic version, adding appropriate fields for gateway representation, and adding to proxy server and SFX database.
Free Web Sites
- Use the 'Free Web' CEP form only where no cost is incurred for any aspect of access. Be sure to indicate whether resource should be catalogued only, or catalogued and added to the Gateway site.
- Use the DDW form instead of the CEP if the resource doesn't need to be included in Aleph
Contact Information for Electronic Orders/Questions
Support/access questions about electronic databases or journals
- Send to erhelp@listserv.nd.edu, for one-stop support. Tanya Prokrym (databases) and Ben Heet (e-journals) are primary support contacts. Aleph record or DDW concerns can be sent to LIBWEB.1@nd.edu
- Questions about licensing terms and status, including ILL requirements and cancellation of print policies, should be directed to Joe Holtermann, 631-9809.
- You can check the CEP database to determine status of an order that has been placed. Keep in mind that the licensing negotiation period is often out of the libraries' control and can lead to delays.
- Typically the time to order, license and implement access for a new e-resouce takes about four weeks.
cp March 2008
