Incorporating New Libraries & Campuses in TRELLIS
Cooperation with Sites Affiliated with the TriUniversity Group Of Libraries
This policy applies to those libraries and satellite campuses affiliated, federated or associated with the University of Guelph, the University of Waterloo, or Wilfrid Laurier University
A. Incorporating New TriUniversity-Affiliated Participants into the TRELLIS Library System
- Approved by the TRELLIS Steering Committee, May 9, 2001. Minor edits made July 2014 with approval of the TUG Executive Group.
A new TriUniversity (TUG) participant in the TRELLIS Library system adds value to the database and to TUG library services. New participants are incorporated into the system under the sponsorship and project management of the University of Guelph, the University of Waterloo, or the Wilfrid Laurier University Library. Costing arrangements are negotiated directly with the sponsoring library.
- The library/organization/group (hereafter referred to as "new library") submits an outline of the project to a member of the TUG Executive Group (i.e. University Librarian or designate).
- If the Executive Group member believes that the proposal should be considered, he/she informs the rest of the Group and the TRELLIS Operational Management Group and provides an outline of the project. The Executive Group member reviews the proposal with the sponsoring library's functional managers appropriate for the proposal and a local project manager is appointed.
- The local project manager develops a project plan, in consultation with the new library and local functional managers, and reviews the plan with the TRELLIS Operational Management Group. The local functional managers associated with the project refer issues to the appropriate TUG functional group as needed.
- The TRELLIS Operational Management Group monitors progress with the project manager and ensures that TUG standards are followed.
- The level of participation in the TRELLIS system that best meets the new library's requirements will be determined in consultation with the sponsoring library. For example, this might be full participation in all modules (except System Administration which is always the responsibility of the sponsoring library) or a partial TRELLIS implementation such as OPAC and Circulation only.
- Cost sharing arrangements between the new library and the sponsoring institution will be determined locally between the two parties.
- The new library is responsible for all data conversion costs, all required supplies and client hardware, any non-Voyager software required, as well as ongoing maintenance for these items.
- Conversion of data into TRELLIS is the responsibility of the new library and will be undertaken only after consultation with and the agreement of the appropriate TUG functional groups. Conversion of data and ongoing database maintenance must adhere to established TUG standards unless modifications have been approved (see #6 and 7 below).
- Access to resources made available through TRELLIS will, as a general rule and subject to licensing restrictions in the case of electronic resources, be provided to all other TUG partners. At a minimum, there will be a place for TUG patrons to use the items in the collection during normal University business hours (e.g. 9 to 5, Monday to Friday). All TRELLIS participants are encouraged to make items in their collections available to TUG users via the holds/recalls and article delivery processes and to lend materials to other libraries via Interlibrary Loan.
The integrity of the TRELLIS union catalogue concept should be maintained. This will normally require that the new library:
- adhere to the procedures in the TUG Cataloguing Policy Manual
- attach holdings and item records to an existing TRELLIS bibliographic record for the same monographic title. Individual bibliographic records will be created for unique monographic records, serials, archival and rare materials
- adhere to MARC formats
- adhere to authority control
In cases where the above requirements cannot be achieved, modifications might be negotiated with the sponsoring library, subject to review and agreement from the appropriate TUG functional groups.
- If the Circulation module is implemented, the TUG Lending Policy, other TUG circulation policies and TUG standards (e.g. confidentiality of information, security standards) will be followed. Minor modifications in lending policies may be possible but only after review and agreement from the appropriate TUG functional groups.
- If the Acquisitions module is implemented, the TUG policies for Acquisitions will be followed.
- Integration of the holdings of the new library into TRELLIS should also provide the opportunity to examine and discuss other possible collaborative approaches to the provision of information services to TUG patrons. Participation in other TUG collaborative operations (e.g. the Annex) is governed by existing TUG guidelines and policies for those initiatives.
Benefits to the New Library
- Access for the new library's users to resources in the TRELLIS database via a single system, including online item status information, patron information and remote access
- Increased visibility for the new library's collection on the local campus and within the TriUniversity community, with increased usage of the new library's collection
- Ex Libris’ Voyager software to support the range of TRELLIS modules implemented by the new library and regular upgrades to the software (i.e. some or all of the following modules: Web OPAC, Acquisitions, Cataloguing, Circulation, Reserves, Reporter)
- Access to additional resources/services (e.g. article delivery, holds & recalls pickup location)
- For the library's staff: access to a range of automated processing options (e.g. circulation control for overdues and fines, reports and notices), Voyager software support and problem-solving assistance provided by the sponsoring library, opportunities for participation in the sponsoring library's functional groups, opportunities for consultation/networking/strengthening ties & communication with staff in the TUG libraries
- Provision and maintenance of shared TRELLIS servers
Responsibilities of the Sponsoring TUG Library
- Support to facilitate the new library's preparations for the use of TRELLIS (e.g. project management, consultation re data conversion, system administration and training issues)
- Base level of training on TRELLIS functionality on a train-the-trainer basis to ensure that the new library can train its own staff (requirements for additional advanced training would need to be reviewed on a fee-for-service basis)
- Maintenance of the TRELLIS System Administration tables for the new library
- Coordination of TRELLIS upgrades, ensuring the new library is made aware of changes and future developments; delivery of the upgraded software; provision of any required functional training related to software upgrades
Opportunities for the new library’s involvement in appropriate local functional groups
B. Circulating Materials to and from Satellite Campuses that do not House Library Materials
- Approved by TUG Executive Group on June 12, 2014
Providing physical resources to students, faculty and researchers at satellite campuses is an integral part of TriUniversity (TUG) services. Satellite campuses are included under the sponsorship and project management of the University of Guelph, the University of Waterloo or the Wilfrid Laurier University Library. Costing arrangements are negotiated directly with the sponsoring library.
- The TUG Executive member of the home library agrees that the satellite campus meets the criteria for investigating this service.
- The satellite campus works with a designated manager in the home university’s Circulation/Access Services department to develop an implementation plan.
- That manager reviews the plan within their home library, and then within the TUG Circulation Committee.
- Once approved by those groups, the circulation manager reviews the plan with the TRELLIS Operational Management Group (TOMG).
- TOMG seeks approval from TUG Executive.
- If approved, TOMG monitors progress with the manager and ensures that TUG standards are followed.
- Cost sharing arrangements between the satellite location and the sponsoring institution will be determined locally between the two parties.
- The satellite location is responsible for all required supplies and client hardware, any non-Voyager software required, as well as ongoing maintenance for these items.
- The satellite location will be a pick-up/drop-off location for any TUG patron, not just for students and faculty working or studying at the satellite.
- The TUG Lending Policy, other TUG circulation policies and TUG standards (e.g. confidentiality of information, security standards) will be followed.
Benefits to the New Location
- Convenient access to TUG print materials.
Responsibilities of the New Location
- All required supplies and hardware (e.g. PCs, printers, any necessary network hardware)
- Maintenance of local hardware, and other technical support as necessary
- All non-Voyager software
- Training of staff in the use of TRELLIS (see below)
- Ensure all print materials are given to the patron that ordered them (patrons cannot pick-up material for others)
- All print materials are secured when staff are not around
- Adherence to TUG standards, including especially the confidentiality of patron information and their use of library resources. Staff will be required to sign a confidentiality agreement
Responsibilities of the Sponsoring Library
- Support to facilitate the new location’s preparations for the use of TRELLIS (e.g. project management, system administration and training issues)
- Base level of training on TRELLIS functionality on a train-the-trainer basis to ensure that the new location can train its own staff (requirements for additional advanced training would need to be reviewed on a fee-for-service basis)
- Maintenance of the TRELLIS System Administration tables for the new location
- Coordination of TRELLIS upgrades, ensuring the new location is made aware of changes and future developments; delivery of the upgraded software; provision of any required functional training related to software upgrades