for Issuing Orders for Online Resources
Purpose: To create order records for paid
online resources and to process split fund accounts as required.
Request received from subject specialist via web site on the development
Jim creates brief bib and order record on URSUS.
Process similar to regular order recs at this point. See .o6018786 as an example.
Jim contacts publisher/vendor to initiate order request.
Some orders require split funding between library accounts
and departments on campus. The library usually pays in full up front and
is reimbursed via IDO by the contributing department or unit). Steps required:
- Prepare "transfer of budget" form to send to
department for signature
- Contact the department person to get their account number to
transfer funds out of. Let them know form is on its way.
- Make copy for our records and a second copy for the Library
- Process our payment on URSUS for the full
amount through the interface
- Process negative
amount covered by department in URSUS but not through the
interface. Enter invoice number as follows: TOB/ Z . (slash, space, z, space).
Note in payment line should read: TOB (transfer of budget) from [dept. name].
- Library Business Office will notify us that transfer is
Note: Lag time
required before finalization of transfer of budget will match URSUS payment records.
Publisher/vendor will generally supply a contract that needs to be read
carefully, filled out and signed by Head of Collections or Serials Head. Information generally required includes:
- Licensee: University of Maine
Contact Name: Sharon Q. Fitzgerald
Address: Serial Unit Address
FTE enrollment: currently 8335 for AY 2001/2002 (udate at least once per year)
Number of simultaneous users: usually determined by selector and provided in the
online form under comments.
Name domain: maine.edu
IP addresses of Licensee Network: see current
list for set of ranges
Once order has been completed, continue with procedure for processing an
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Created by: Sharon Fitzgerald|