Survey Results - Training Needs

In my post about the NHAIS ILL user survey earlier this week I mentioned that most respondents felt they did not need additional training. There were requests included in the responses for some specific topics to be addressed. Many of these were very specific questions and over the next month or two we will be publishing blog posts that address these topics. 

There were also responses that fell into a few broad categories:

#1 - Things that you should contact the NHAIS Help Desk about
Not remembering your password for the system or a failure of your local system to accept records downloaded from NHAIS (both of which were mentioned in survey responses as training needs) are things you should contact the NHAIS Help Desk about. Call 603-271-2141 between 8&4, Monday to Friday and someone will be available to help you. You can also email us at nhu-pac@dncr.nh.gov any time. Things you need a reminder of how to do can also be addressed by the Help Desk.

#2 - Requests for basic training for new staff and refreshers on basics of the system
All the elements of the system are covered in a series of online videos that we created to get libraries up-to-speed on using the system. These are available at https://www.nhsl.dncr.nh.gov/librarians/nhais-help-desk/nhais-training and are grouped into two series, required and optional, in the suggested order for training a new user of the NHAIS ILL System. The specific topics are in their own videos (printing shipping labels, and finding ILL statistics, for example) so you can watch just the one you need a refresher on. 

#3 -  Live training so staff can ask questions
All the training for the various aspects of the system would take a full day (or more) to cover and the component videos that you can watch on your own schedule as needed seems like a much better use of everyone's time. It is often helpful to be able to ask questions though, or to see a specific workflow issue that you are having trouble with walked through. This is always available from the NHAIS Help Desk (see #1 above). Additionally, we are going to offer a Q&As with NHAIS session on Wednesday, May 19, 2021 from noon - 1:00 PM. If this proves successful as a model we will schedule additional dates and times. This will be a real-time online session with NHAIS staff where you can ask questions and we will demonstrate things in the system based on those questions. If you wish to attend this session  PLEASE REGISTER before 4pm on May 12.

[This post edited 1/16/24 to update a link.]

    

Changes to ILL program Tue 4/27

The NHAIS ILL System will be offline for up to 15 minutes starting at 10 o'clock tonight (Tuesday, April 27) to install program updates. The following fixes and enhancements are part of this release:

-The recently introduced hit-count drop-down has had some adjustments made so catalog names and hit counts will appear in separate columns and non-responsive targets will display an "alert" icon.

Remember that you may need to click the Add to Results Now button after all Z-targets are searched to see results from all catalogs in the system. You may still sometimes see odd numbers in the totals at the top like "Showing 152 of 20 results"--that's an issue that's still being worked on.

-Date options in the facets (on left of search results page) will show 2021 TO * where appropriate instead of ending with 2011 TO *.

-Some enhancements have been made to help when processing and downloading attachments (such as copies of magazine articles) in the system. A prompt will display as a reminder to attach a file to non-returnable requests when marking them Shipped or when marking a returnable request as Shipped (non-returnable). If a file needs to be attached, clicking the Cancel button will allow the attachment to be added; if a file does not need to be attached, clicking OK will ship the request as is. The message will display in the full request record as that is where the upload function is available; it will not display if the staff member is processing requests in the request list view.

Also, a clear message will display with the number of downloads remaining for electronic attachments. Patrons will see the message in Your Account when logged in, those not logged in will see the message in their Request Tracking, and logged-in staff will see the message on the full request record. The message will include the number of downloads remaining and the expiration date (if applicable) as in these examples:
•    There are unexpired downloads remaining: 5 downloads remaining until 5/9/2021
•    There are no downloads remaining, regardless of expiration date: 0 downloads remaining
•    The download access has expired, regardless of downloads remaining: Download access expired 3/11/2021

-A system “overflow” error, while rarely encountered, would prevent staff from processing requests. This has been corrected by an adjustment in the overnight processing routine.

NHAIS ILL is Working Pretty Well

There were 212 complete responses from NHAIS ILL participants to our recent survey about how NHAIS ILL is working for NH libraries and the results show that overall the system is working well.

For those responding "Find SOME" they reported they go to the NHAIS-ILL listserv or to OCLC to try to fill the request for items they couldn't find.

In cases where only SOME requests are filled the only pattern observed was "This usually happens when only one library is listed per record. Multiple records of the same item with one library listed for each."

For libraries that reported being able to fill only SOME requests, half of them reported that this was because the requested items were too new; the remainder were because the items were in use or because of issues with the accuracy or physical availability of their holdings. 

The final question in the survey was about the need for additional training. The majority of respondents (86%) felt that no additional training was needed. We will be addressing the comments about specific training needs in another blog post later this week.

Thank you to everyone who completed our survey!

Space out those multi-copy requests

If you're using the multi-copy request feature in the NHAIS ILL System, be sure to allow a little time--at least 5 minutes--between submitting multi-copy requests. A bug has been discovered which can cause lender lists to get mixed up between multi-copy requests submitted by the same library within a couple of minutes of each other. Until the issue is fixed, be sure to allow some space between your multi-copy requests.

NC van Thu/Fri 4/22-23

Due to vehicle issues, the North Country Route has been cancelled for today, Thursday 4/22 and Friday 4/23. The driver was able to stop in Whitefield & Lancaster today. Apologies for the inconvenience.

Tim Rohe
Reference Librarian/State Data Coordinator
New Hampshire State Library

Slowness in NHAIS ILL System

Occasionally the NHAIS Help Desk hears from users about slowness in the NHAIS ILL System. Sometimes it's a transient network issue. If the complaint concerns the wait for search results from Z-targets, that's a known issue that Auto-Graphics is working on. But if the issue is clicking on options in the ILL program and seeing the system "hang" and it's happening regularly, that usually involves security settings in either the user's browser or network firewall. The simplest "fix" often involves using a different browser and seeing if the ILL site responds better.

Another approach is to test different security settings in your preferred browser. Here are some things you can try in different browsers, none of them guaranteed to work but all worth checking if you're having a problem. In Firefox, try turning off the Enhanced Tracking Protection when you're at the NHAIS ILL System site.

In Edge, try Settings > Privacy, search and services and set Tracking Prevention to Balanced. If Balanced is already selected, look below it for Exceptions and add *.agshareit.com to the list of sites allowing all tracking.

In Chrome, go to Options > Settings > Privacy & Security > Cookies and other site data and add an exception to allow cookies for *.agshareit.com.

If you're still having problems, send an e-mail to the NHAIS Help Desk or call 271-2141. We can suggest other things you or your IT support can check.

Survey Deadline Thursday

Our survey to find out how things are going with NHAIS ILL will close this Thursday, April 22. If you are the person at your library who actually uses the system to place and fill ILL requests and haven't answered the survey yet, please take a few minutes to do so at

https://www.surveymonkey.com/r/NHAISillusers2021 

Thanks!

We will be sharing the results on early May.

NC, SW-B van routes truncated Fri 4/16

Due to hazardous driving conditions the NORTH COUNTRY and SOUTHWEST-B van routes have been cut short today (Friday, April 16).

Today’s SOUTHWEST-B route libraries are almost all once a week deliveries, so we will do a makeup delivery route on Monday (except for Hollis, which did receive delivery today.)

Heather will make up deliveries early next week for the North Country libraries that receive Friday-only deliveries.

For a list of libraries on today’s routes, see https://www.nhsl.dncr.nh.gov/sites/g/files/ehbemt726/files/inline-documents/van-routes-day.pdf.

Thank you for your patience, and stay safe!

 Charles Shipman
Supervisor, Reference Services
New Hampshire State Library
20 Park St. Concord NH
603-271-3302
Charles.A.Shipman@dncr.nh.gov

[This post edited 1/16/24 to update a link.]

ARPA Funds Information Page

As the State Library moves forward with plans for the American Rescue Plan Act (ARPA) funds received through IMLS, we’ve created a web page that will be regularly updated with information about the grant, particularly information and resources related to subgrant opportunities:

 American Rescue Plan Act (ARPA) through IMLS (nh.gov)

 Please take a moment and bookmark this page for future reference in your browser of choice. Any new or updated information and documents will be available here as the program unfolds.

ALA announces $1.25M emergency fund for libraries impacted by COVID-19

CHICAGO — The American Library Association (ALA) announced today it will make available $1.25M in emergency relief grants to libraries that have experienced substantial economic hardship due to the coronavirus pandemic. The ALA COVID Library Relief Fund invites public, school, academic, and tribal libraries across the United States and US Territories to apply for grants of $30,000 to $50,000. These funds are intended to bolster library operations and services including broadening technology access, developing collections, providing digital instruction, staffing, and expanding outreach, as well as maintaining and amplifying existing service strategies or adding new ones to extend impact through the end of 2021. Grant applications are accepted online through May 20, 2021 via the ALA website.

The ALA COVID Library Relief Fund represents some of the most significant grant opportunities available to libraries outside of federal funding. Funds will support libraries' ability to provide their users with the information services and digital access they need to retain or secure socio-economic mobility during a time of shift and upheaval. Libraries serving low income and rural communities, or communities that are predominately Black, Indigenous, and People of Color, are especially encouraged to apply.

“Libraries have demonstrated extraordinary innovation over the past year in creating new materials, program, and service delivery models, but they are being asked to do more with less. This new grant program recognizes those efforts and seeks to strengthen them, especially in communities where the need is greatest. We are delighted to offer this grant program to bridge the gap between what libraries have and what they and their users need to thrive,” said ALA Executive Director Tracie D. Hall. “This grant is just the first part of a larger ALA effort to support libraries. In the coming months, we will be announcing ambitious plans to raise additional funds to support and sustain the vital work of libraries and library workers as they tackle digital equity, supporting educational persistence, workforce reskilling, and other pressing issues.”

The ALA COVID Library Relief Fund is generously supported by Acton Family Giving as part of its pandemic responsive grantmaking. Initial seed funding was provided by The Andrew W. Mellon Foundation as part of its efforts to bolster educational and cultural organizations devastated by the economic fallout from COVID-19.

“Libraries are incredible community assets, especially during difficult times,” said ALA President Julius C. Jefferson, Jr. “Unfortunately, many libraries have suffered funding cuts that have significantly impaired their ability to provide services and resources at this critical time. We are so grateful to The Andrew W. Mellon Foundation and Acton Family Giving for their tremendous support and for understanding the valuable role libraries play as inclusive institutions for all."

The application deadline is May 20, 2021, with awards announced at the end of June.  Additional information and award guidelines are available on the grant application site.

ALA's Chapter Relations Office administers the ALA COVID Library Emergency Relief Fund. Additional information regarding Chapter Relations is available on our website.

About the American Library Association
The American Library Association (ALA) is the foremost national organization providing resources to inspire library and information professionals to transform their communities through essential programs and services. For more than 140 years, the ALA has been the trusted voice for academic, public, school, government, and special libraries, advocating for the profession and the library’s role in enhancing learning and ensuring access to information for all. For more information, visit www.ala.org.

About the Andrew W. Mellon Foundation
The Andrew W. Mellon Foundation is the nation’s largest supporter of the arts and humanities. Since 1969, the Foundation has been guided by its core belief that the humanities and arts are essential to human understanding. The Foundation believes that the arts and humanities are where we express our complex humanity, and that everyone deserves the beauty, transcendence, and freedom that can be found there. Through our grants, we seek to build just communities enriched by meaning and empowered by critical thinking, where ideas and imagination can thrive.

About Acton Family Giving
Acton Family Giving supports distinct initiatives and collective efforts. Its Empathy Building Initiative, launched in 2014, partners with organizations building connections across difference and reaffirming our common humanity. This work is rooted in the belief that an empathetic society fosters stronger, healthier, and more just communities. Acton Family Giving is part of the Wildcard Giving philanthropic family.

 

 

 

 

New ILL enhancments Thu 4/8

The NHAIS ILL System will be offline for up to 15 minutes tonight (Thursday, April 8) starting at 10 o'clock to install program updates. Among the fixes and enhancements:

-The lender list build process has been adjusted to address inconsistencies that could result in libraries not being included even when they had an available copy; this was often seen on multi-copy requests.

-A long search term will now scroll to the left, so the “X” and magnifying glass will remain visible:

 

-When in Your Lists, users will now be able to rename a list by clicking the “Edit” icon or the list name:

Enter the new name and click the Tab key, the Edit icon, or anywhere outside of the name field to see a “Save Successful” message. If a list already exists with that name, you’ll see an error message stating that a duplicate name already exists and you should use a different name. Also, the list name will now display as just the name rather than, for the example above, “Your Cats and Dogs List.”

-In Advanced Search, the “or” was functioning as an “and” operator. This has been corrected. Note that Advanced Search is reliable only for records in the NHU-PAC catalog. Many of the sophisticated searches available in Advanced Search won't work with Z-targets because of limitations of Z39.50 functionality.

-A Notes search (available under Advanced Search) will now retrieve terms solely from the MARC 5XX fields, which will provide more focused results. Previously, a Notes search was forwarded to the General Keyword index so non-Notes fields were included in the results.

Errant requests discovered

We've just become aware of a software bug that allowed patrons who are not logged in to create requests, even patrons of libraries that do not have patron-initiated ILL requesting enabled. It appears this was happening from late December to the end of March. Because of the bug, the Request button continues to display in the list view of search results even for users who aren't logged in. While Auto-Graphics works on a fix, we've changed settings so anyone who is not logged in and clicks the Request button will immediately be prompted for a login. For libraries that allow patron-initiated requesting, the login should authenticate and users can proceed as usual to create a request. For libraries that don't allow patron-initiated requesting, users won't be able to get past the login screen.

Please check for requests in Awaiting Approval status in the top left corner of the Request Manager screen. This is where you'll find any requests that were created by patrons while using the library-specific URL for the NHAIS ILL System that includes your HSA code. (You'll also find staff-created requests for items that the ILL system thinks you already own here.)

For requests in Awaiting Approval status you have the following choices:

Approved - Send -- The status changes to Pending and the request immediately begins working its way down the lender list (but be sure to check the need-by date before submitting--it may need to changed or the request may become Expired as soon as it's submitted) 

Cancel -- The status changes to Cancelled and you need do nothing further

Delete -- The request is flagged for deletion, which will happen during overnight processing

It's evident that many of the requests were placed with the NHAIS default URL rather than a library-specific URL and NHAIS Services staff is working through these requests. They cannot be approved as is because there's no local library associated with them so...

• If the patron provided an e-mail address we will be sending them a message telling them about the bug and asking them to contact their local library to place an ILL request. In many cases we can't tell what library the person "belongs" to as only an e-mail address was provided.
• If there is no patron e-mail address on the request but a library can be identified we will send to the library's ILL contact the info we have about who the patron was so that library can follow up with the patron if desired.
• If no e-mail or library info is included in the request we will not be able to let the patron know what's happened. We suggest that on May 1 (by which time we will have contacted everyone we can) libraries may want to make a general statement to their patrons: "The statewide interlibrary loan system recently discovered a bug that allowed unidentified patrons to place requests. These requests could not be processed. If you placed a request directly in the system and never heard back from us about it yours may have been one of these. Please contact [your ILL contact] and we will assist you in placing your request."
  

[This post edited 1/16/24 to update a link.]

Getting a DUNS Number for Your Library

The possibility of sub-grants of the ARPA funds coming to NHSL, and the need for any library that will apply for these grants to have a DUNS number,  was discussed on the NH Library Director's call this week. Here are the details from Lori Fisher about DUNS numbers.

To recap, in order to apply for any grants that NHSL will offer using ARPA funds, an applicant will need to have a DUNS number at minimum for this year, and by early next year will need to have a Sam.gov registration.  These two methods allow for a unique identifying number to be assigned to each applicant, and this is a requirement of the federal grant funds we receive through IMLS.

 The easiest and fastest way to apply for and get a DUNS number is to call them at 844-596-2506.  By calling, you should get your number in 10 business days.  You can also apply online, but that takes up to 30 business days. I am working hard to get the first grant application out and available by early May, with a disbursement of funds by the end of June.  DUNS website, where you can search to see if you have a number: https://www.dnb.com/duns-number/lookup.html

 For sam.gov registration, it is a little more involved but as stated above, you will need this registration for 2022 grant applications.  Just visit the sam.gov website to start that process.

 In some emails going around, I have been asked if a library can use their municipality's DUNS number.  Yes, you can (short answer). However (long answer) our form of NH government includes requirements by NH Governor and Council means that if you do use your municipality's DUNS number, you need to communicate carefully with your town's finance officer, because Governor & Council (G&C) requires that any grants totaling $10K or more to any one entity needs to have their approval.  That means that any grants to one municipality from any NH state agency, cumulative during a fiscal year.  This is doable, but does lengthen the process and causes delays in disbursement of funds.  I'm going to make sure to ask on the application if your DUNS is yours or your municipality's, since there is this delicate nuance to keep track of.

 If anyone has questions, please reach out. But if you have even the slightest desire to potentially apply for our ARPA subgrants, I STRONGLY encourage you to get a DUNS number for your library ready to go now.

Some have also asked for grant details.  Please be patient – we are working on the details now, and are still waiting for some information from IMLS, as well as access to the funds.  I will be communicating information heavily on NHAIS & NHLTA listservs, through the NHAIS blog, and through scheduled calls/webinars as we move this forward.