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When an ebook auto-upgrade is triggered:

"Automatic Upgrade Title Triggered" email is sent to David A., Shaun B., Hilary D., Ruth G., and Lynn W.

  • email contains: title, author, publisher, year, subject, ISBN, EBSCO product ID, upgrade price, new concurrent access info, upgrade date

Invoicing is processed through GOBI

  •  Auto-upgrades are ordered on a bypass account  (3010- 48) to avoid getting bib records / EOCR's for items we already have in the system
  • Invoices are sent via email to acq-monographs@ncsu.edu

Upon receipt of the invoice from GOBI, David A:

  • manually creates an order record for the upgrade, and attaches it to the appropriate bib record - FUND id = LSFIR-EBKD
    • sets the received and loaded fields to TODAY
    •  adds note "auto upgrade" in the order record to indicate auto-upgrade
    • Change existing 506 User Access note in the  bibliographic record:
      • if upgrade to 3 user: 506 0  Access is limited to three users at a time

      • if upgrade to unlimited users: delete the 506 note

  • manually creates and pays the invoice




When an ebook upgrade is requested (usually for textbooks, but could be other situations...):

  • Request could come in via CORAL (C&RS) or as a Service Now ticket (AskUs; Reserves)
    • Requestor should specify the upgrade model desired: 3user; unlimited; unlimited/DRM; etc.
    • Requestor should specify the fund code to be used ; or indicate if the item is: a textbook; for reserves; or for a branch
    • NOTE: individual selectors don't have spend restrictions for assigned funds (in other words, the guidelines below for LSFIR-TEXT and HSFIR-RESV don't apply)

  • Per a discussion with C&RS, A&D should upgrade textbooks and reserves (LSFIR-TEXT; HSFIR-RESV), per request applying the following criteria:

    • License model preference is for DRM free/unlimited users, then Unlimited, then 3-user 
    • Overall cut-off price would be $300 for total spend on upgrades -  
      • REMEMBER that we'll only have to pay the difference between the 1U and 3U or 1U and UU license, not the "list price"
      • Can spend up to $300 for upgrading to unlimited user copy or 3-user copy 
      • Or, can spend up to $300 for additional 1-user copies if only 1user copies are available
      • if there are questions, feel free to reach out to Lynn, Hilary or Bertha


If title is on the EBSCO platform:

  • submit order on GOBI on the bypass account  (3010- 48); 
  • Important - in the "Instruct" note, add a note indicating that this order is for an upgrade from X users to X users
  • Invoices are sent via email to acq-monographs@ncsu.edu

If title is on the Proquest platform:

  • DON'T submit an order on GOBI
  • Send Andrew (new GOBI rep 10/2019) at GOBI an email listing the PQ titles that are being upgraded (could be sent as a spreadsheet if easier); specify ordering on bypass account 3010-48, specify fund, and specify type of upgrade (1 to 3 user; 1 to unlimited, etc)
    • background/process from Randy: 
      If ProQuest upgrade, you need to let me know, I have to turn in the case to our Econtent department, they will submit to ProQuest.  The billing will be the same, we will invoice you the difference, however it is a manual process.  That is why I need to be in the loop.
      And to add just a touch more complication, if there is no change in price, 1U was $150 and UU is $150 then our invoice system is not smart enough to issue a $0 dollar invoice.  It will charge you again, and I will issue you a credit to make that invoice "wash".  You do not need to do anything on this last one, we take care of it all , just making you aware if you see a credit and say to yourself, "Hey I got charged full on an upgrade" but I will already have a credit in the works.
  • Invoices are sent via email to acq-monographs@ncsu.edu


INVOICING 3010-48

Upon receipt of the invoice from GOBI, David A:

  • manually creates an order record for the upgrade, and attaches it to the appropriate bib record - FUND id = LSFIR-EBKD or LSFIR-TEXT (if textbook order)

    • sets the received and loaded fields to TODAY
    •  adds note "upgrade" in the order record to indicate upgrade
    • Change existing 506 User Access note in the  bibliographic record:
      • if upgrade to 3 user: 506 0  Access is limited to three users at a time
      • if upgrade to unlimited users: delete the 506 note

  • manually creates and pays the invoice