Processing Electronic Journals for Access in EJS and Serials Solutions

1. Processing Electronic Journals for Access in EJS and Serials Solutions • I have created these slides to give interested persons an idea of the steps, and time, required to successfully provide access to electronic journals • Two Examples are provided: • 1. Foreign Policy • 2. Town Planning Review • These titles are representative of the daily tasks involved in processing electronic journals

2. PITS – Pain in the Tokhes Scale • A = 5% (aka honor roll) • B • C = 79% (normal amount of processing for an electronic journal) • D = 15% (requires much more than the normal amount of EBSCO and publisher contact, registration at the publisher site, use of username and password, etc.) • F = Less than 1% (titles that I have given up on trying to provide online access in spite of repeated contacts with EBSCO, the publisher, etc. No matter what I try, in the end, access just doesn't’ work) • After you have observed the processing required for Foreign Policy, you tell me where you think the title fits on my PITS scale.

3. Title Name: Foreign PolicyExample #1EBSCONET processing • Notified by Acquisitions that journal foreign policy does not have EJS access • Login to EBSCONET • Click on “My Orders” tab • Perform title search for foreign policy • Click on foreign policy – DC result • Verify that format ordered is print plus online • Click on Links – EBSCO Resources – Access and Registration • Scroll down until you see indication of whether registration is required at publisher site • If registration is required, be prepared to supply username, password, and e-mail address • Click on publisher link provided and see where that takes you • At this stage, you are likely done with EBSCONET but leave session open until you are sure you don’t need any further information

4. Publisher registration process for Foreign Policy • Enter requested registration information at publisher site. Be prepared to enter a username, password and e-mail address • Note at bottom of page publisher asks “are you a current FP subscriber? If yes, you will be asked to verify your account number • E-mail Dawn Smith, EBSCO customer service representative, to obtain account number • Provide Dawn with EBSCO title number (obtained from EBSCONET) so she can properly identify title inquired about • Entered a three digit number provided by Dawn only to find out that publisher required a 15 digit # • E-mail Dawn Smith again to inform her of this new info., and ask her to obtain 15 digit # from pub. • Enter 15 digit number at publisher site and greeted with thank you for registering with FP.com • Verify access to current issues • Verify access to back issues • During verification process to back issues, saw notice that some issues #105-#111 (96-98) not available online – include that exception in EJS and/or Serials Solutions as note for patrons • Now proceed to EJS Administration processing

5. EJS Administration – Part I • Login to EJS Administrator • Click on registration tracker • Enter journal name – in this case – Foreign Policy and hit enter • Click on Foreign Policy and examine results presented • Change status from not registered to complete and click on save • Scroll down to registration note and enter appropriate notes such as when title was added to EJS, your initials, username and password, e-mail address used, and click on save • Click on end user access note • Since username and password are required for access, enter that information • Add information about back issue availability and click save • Search EJS home page to ensure information entered above displays correctly

6. EJS Administration – Part II • At top left of screen, click on Home • At top left of screen, click on Access Management • Click on Journal Sets • Select licensed journals set and click on edit • Search for Foreign Policy in default journal set (left side of two part window) • Highlight Foreign Policy and click on green arrow to add Foreign Policy to licensed journal set (right side of two part window). You will know whether journal was moved if title count increases

7. EJS Administration – Part III • Click on update at bottom left of EJS screen • Go to EJS at library home page and search for title to verify that access in EJS works • Click on publisher’ site link to verify access at publisher site • Check access at publisher site again • Notify Jan Boyer if link is needed in catalog for title to EJS

8. Serials Solutions Processing • Login in to Serials Solutions Client Center • Search e-catalog for title to see if it is in Serials Solutions knowledgebase • Click on foreign policy • Review list of databases provided to determine which to select for display of Foreign Policy • In this case, select and click on EBSCOhost EJS • At next screen in Serials Solutions, click on titles • At next screen (labeled EBSCOhost EJS) upper left corner, select filter by title begins with, enter Foreign Policy and click on go • Three results are presented. Click on Foreign Policy to edit information for the title • Click on default URL to ensure link works correctly and takes user to correct place • URL works correctly. Return to Serials Solutions edit screen and click on edit • Change status from Not Tracked to Subscribed and click on save • Click on edit again and enter custom coverage date and click on save when done • Title will not display in Serials Solutions until next day. Remember to check next day to be sure all works as expected • If problem is found, correct as needed. Add title to blog for Focus On Online

9. Additional Processing Steps (Sometimes needed) • Title URL may need to be added to proxy – Karen Hein responsibility • After Karen e-mails me that she has added title to proxy, I verify access works correctly and then communicate availability of title on blog

10. Title Name: Town Planning Review Example #2 – Added 08/29/07EBSCONET Processing • Sign in to EBSCONET • Click on My Orders • Enter title search for Town Planning Review and click on show results • Check format ordered by EBSCO, in this case print plus online • Click on 1ink to Access and Registration • Read information provided about “Registration Required at Publisher Site”. Note that subscriber # will be needed during registration process • E-mail Dawn Smith to obtain subscriber number • When subscriber number is obtained, return to EBSCONET and click on registration URL provided • Link goes to Liverpool University Press site. Look for journal title and click on it to see what happens • Scan down page to find information about accessing journal. Found the following info. • Town Planning Review is hosted online by Marston Book Services and is accessible at www.townplanningreview.org. Online access is free to existing subscribers.

11. EBSCONET Processing of Town Planning Review – Part II • Click on Marston Book Services URL for access to Town Planning Review • See that Town Planning Review is now hosted by Marston Digital. Register to obtain username and password. Click on link provided at publisher site. • Complete registration form that appears below: • Town Planning Review - Online Registration •  Name:       • Complete your details and submit this form to register for online access. You will receive an email with your new username and password. • If you are an institution and wish to submit and IP Address range to gain access, please enter these in the box below • E-mail:       • Address:    • City           • County      • Postcode   • Country            • Subscriber ID (if known) • IP Addresses to register (for Institutional access  - if applicable)

12. EBSCONET Processing of Town Planning Review – Part III • After submitting online form at 1:48 pm 08/29/07, receive automated response that “Message has been sent.” Wait for e-mail response from publisher • On 09/04/07, received e-mail from publisher that “we have now registered your IP address details and you should be able to activate the online access.” Please allow 2-3 days for registration to be completed. • On 09/06/07, I tried unsuccessfully to access issues of TPR. Received only a message that “The Page Cannot be Displayed.” E-mailed publisher again about access problem. • On 09/10/07, received e-mail from publisher that “we have passed your comments to our IT department. They have confirmed that the online access is working correctly and suggested that we register your IP address range again. We have no re-registered you details and trust that you will be able to activate the online access in the next 2-3 days.” • 09/11/07, I tried to access TPR and was successful – finally!!

13. EJS Processing of Town Planning Review - Part I • Login in to EBSCO EJS Administrator • Click on registration tracker link • Enter town planning review in journal name search box • Click on title result returned to access EJS journal detail record for title • Change registration status from “not registered” to “complete” and click on save • Click on registration note box in bottom portion of journal detail record • Enter note about date title was activated in EJS, add initials, click save • Click on Home • Click on Access Management • Click on Journal Sets • Click on Licensed Journal Sets, then Edit • Click on letter T or search for exact title in “search for” box. If using search box, click on Go • Make note of current title count, in this case 1775, click on Town Planning Review in box on left, and click on “right” green arrow • Title was added as count was increased by one to 1776, click on update • Access EJS via Library Home page, search for Town Planning Review • Click on access available at publisher site to see where that link will take a user • Click on any year to see what happens next

14. EJS Processing of Town Planning Review – Part II • Select an issue for access, select an article to view, click on full text-subscribers only – pdf downloaded successfully • Click on current year (2007) to verify that access works correctly for these issues as well. It doesn’t always, trust me on this. • EJS is now done, it’s time to move on to Serials Solutions processing

15. Serials Solutions Processing of Town Planning Review – Part I • Log in to Serials Solutions Client Center • In the e-Catalog enter the title (town planning review) and click on the green arrow • View the results presented, and click on the title • You are now presented with a choice of 27 database names – which one to choose? • Since EJS takes the user to the publisher site, I prefer as few clicks as possible for our users, so I click on the Liverpool University Press Journals database. • I know that I have not added this database before in Serials Solutions, so I click on Edit. • Change status from “not tracked” to “subscribed” and click on save • Click on edit again so I can check the box to indicate that “we subscribe to only some of the journals in this database” • Click on the title coverage box next to “we subscribe to only some of the journals in this database” and click on save again • Click on the Titles “0 of 6” link to add the specific individual LUP journal I desire • Click on edit status, move cursor to the left of Town Planning Review and click on cursor which places an X in the box indicating that the journal is subscribed, and click on save • Click on Town Planning Review to and then click on Output URL Link to see where it takes you

16. Serials Solutions Processing of Town Planning Review – Part II • Proxy error is returned. E-mailed Karen on 09/11/07 with details of this error. Wait for her to fix this problem before proceeding with further Serials Solutions processing for this title. • After receiving an e-mail from Karen (09/11/07) that the proxy problem for TPR has been fixed, check access once again in Serials Solutions Client Center • Access works correctly • Verify that default coverage date in Serials Solution is correct and it is. No further action for this title is needed in the Client Center • Serials Solutions updates knowledgebase in evening, verify link to Town Planning Review in Locate Journals on 09/12/07 • Access to TPR worked correctly when checked on 09/12/07 • Added to Focus On Online blog 09/12/07 • To successfully complete the access cycle for this title required two weeks from beginning to end!