Purpose: Primarily to check the EBSCO renewal to verify that our renewal order contains only the titles we want to renew and that the information for each title is correct. This also provides an opportunity to review our order records in URSUS and address any discrepancies we encounter. As of 2009, applies to our print and print + online subscription titles and individual online titles.
Start: We receive our EBSCO renewal and begin work on it in early June.
Finish: Checking the renewal should be completed by early September.
Ursus: Log on to Millennium Serials using the appropriate username and password pairs. Search by ILS/order record number which appears at bottom of renewal entry.
Internet browser: Open your preferred web browser (Firefox or IE Explorer) and connect to EBSCONet.
URL: http://www.ebsco.com Username and password are required.
NOTE for FY2011: When the 2011 renewal is due next June, ask Ebsco to turn on access to the renewal online via Ebsconet. It will then appear as a link under the My Renewals tab. According to Reps Terry Walsh and Mary Coombs, the renewal can be reviewed title by title with 3 categories: yes, no and maybe. The maybe is for supervisory review thus our student assistant can continue to make the first pass.
Looking up information on EBSCONet:
Once you log onto EBSCONet, select "TitleSearch" and from the dropdown menu choose "title#". The number is readily found to left of entry on the renewal printout. Resulting display for a specific title is quite long and you will need to scroll to retriev all pertinent information.
It is very important to become familiar with the format of each entry and the information provided. You will be comparing this information with fields in our attached records on URSUS. Untagged sample entry follows:
This information should already be familiar to you, but the relevant information will be reviewed here.
D. Comparing the Records:
Some items will have no price information in their EBSCO renewal entry, but instead will have a note. For example:
If the note says "Standing Order", you will need to check and make sure there is a note in our order record that tells us this is a standing order. If there is no note, then enter one.
If the note says "Will Bill Later" or "Will Order When Current" you should then enter a note that says: "PER 2010 EBSCO RENEWAL, WILL BILL LATER. JH/<your initials> <date>"
If the note says "*Suspended*", "*Discontinued*" or something similar, close the order record with status change to 'z' with note. Highlight to bring to LAI's attention. These are relatively rare.
If there is no note in the price column, then the title often comes with another title. When you look up a child record such as this it often goes to the order record of the parent title. Or the entry may be cross-referenced - if part of a package, payment may be on a package record (eg. Government Finance Statistics Yearbook)
If a renewal entry is for a membership, the ILS number will bring you to the order record for the MAIN title record for the membership. There will be separate bibliographic records on URSUS for each title that comes with the membership. The attached order record for each of these will refer BACK to the main order record attached to the umbrella membership record. [eg. check with Tina]
If you encounter a situation that is not covered by these instructions, use your best judgment as to whether it is a problem. In general, if something is changing with a title, and we have a note about the change, it's not a problem. When in doubt, ask for assistance or record it as a possible error.
F. LA I Review of Renewal
G. Receiving the EDI files for the Final Invoice (comes after paper receipt of invoice in November/December
Link off to separate step by step procedure Jim will draft. Use to be an FTP file transfer process. Current process much simpler and applies to The Invoice and other larger supplementary invoices.
Created by: Sharon Fitzgerald | Revised: 01/10/2014