FOLIO License example

• This is how the license appears when it it not open for editing.
• List of all fields, with more detail in sections below:
  • - do we want the product name here, or the provider name if the license covers multiple products
  • Type (local, consortial, alliance, national)
  • Status (active, expired, not yet active, rejected, in negotiation)
  • Start date
  • End date
  • Open ended (Y/N)
  • – internal contacts are existing FOLIO users.  Internal contacts have to be entered in the system as users before being added to a license.
  • – organization records are created separately and then attached.  The organization has to be created before being linked to a license; you can’t create one on the fly, unless you exit out of the license creation page.  The organization is assigned a role (licensor, licensee, consortium, consortium administrator) while being attached to the license.
  • – use to link to scanned license, amendment, title list, etc.  Which ones of these need to go into the “supplementary documents” field?  See below
  • – the usual license terms, with fields to indicate visibility to the public, internal notes, and public notes
  • – this field does not appear when you open up the license for editing.  Adding an amendment happens on the screen before opening the license for editing.
  • – see “core documents” above.
  • “” appears in the license, but we need to create the agreement, then link the license from the agreement.  We can’t link the agreement from the license, I think.
  • – notes are created separately then attached.  A new note can be created while filling out the license.  Do we need to create some standard notes?  Will the notes loaded into EBSCO ever show up in FOLIO?

The FOLIO license header contains these fields:

• Name - enter the license name here. 
• Type (local, consortial, alliance, national)
• Status (active, expired, not yet active, rejected, in negotiation)
• Start date - effective date of the license (any other definition to consider?)
• End date
• Open ended (Y/N)
• Description - we have not determined what we want to use this field for

NOTE: this is not labeled as the "license header" in FOLIO, but I labeled it as such just to keep things more simple. - liisa

FOLIO Internal Contacts

• Internal contacts – internal contacts are existing FOLIO users.  Internal contacts have to be entered in the system as users before being added to a license.

Organizations

• The Organization is generally always the licensor.
• Occasionally the license is signed with two parties, in which case one can be the Licensor and the other the Co-licensor.
• In a new license, click on the Add organization button. Then the Link organization button, and assign a role (Licensor). 
• Most organizations should already exist, but information on creating an organization can be found here: Organization fields in FOLIO

Core Documents

• A core document is generally the license or folder containing the license. 
• These are located in Box under the overarching folder: AERLS License Storage
  • For more information on locating a license, see section 3, "Locate the appropriate License": Procedures for using FOLIO ERM
• Give the document a name: for example, the title of the license and the year it was signed. 
• The url should link to the license or folder in Box. 
  
  

Terms

• Terms are the rules laid out by the license. 
• The Name of the term is already set, but can be selected from the drop-down menu. 
• When adding terms to a license, there are 12 primary fields that will automatically show up: permissions and restrictions, authorized users, walk-in access, number of concurrent users, sharing for scholarly use, and rules regarding ILL and course reserves. 
• Additional terms can be added under Optional terms > Add term. 
• Some terms require a written-in Value like Number of concurrent users, others, like ILL, have a pick-list of options: permitted/prohibited, etc. 
• The Visibility of the term is automatically set to public or internal, but can be changed. 
• Public notes will display in the catalog under our Terms of Use. An example of a useful public note might be, "ILL limited to within the US only." Internal notes will only display to us. 
  • Many license terms transferred over from our previous system, so you may notice a list of "Not set" primary terms followed by completed optional terms, and duplicate General Permissions and authorized user fields since we have older and newer versions of those two terms. 
    
    

Amendments

• Adding an amendment is done from the closed license – do not click edit. 
• It then involves pretty much the same steps as creating a new license, including inputting new terms.
• These terms will override the existing license terms.
• Please see the about how we want use this field. 

Supplementary Documents

• We could conceivably attach title lists here that are stored in the license's Box folder. 

Agreements Linked to this License

• Accessible from the closed license (not open for editing). 
• The Agreement is created and linked from the Agreements app. For more information on how to do so go here: Procedures for using FOLIO ERM
• Clicking on the name of the agreement will take you to the agreement in FOLIO where you can see the linked list of eHoldings (packages and/or titles) under Agreement lines. 

Notes

• We should decide how we want to use this field, at which point we can set it up better. 
• Should it contain notes transferred over from Intota?
• Click on New > currently Note type just contains General note, but this pick-list can be edited for more options > the note is added under the Details section. 
  • A hyperlink can be added to link text out to, say, a note in the license's Box folder.
  • Once a note is created, it is automatically assigned to the license under which it was created. 
  • If anyone can figure out how to use assign/unassign, please clue me in!
  • The note can be edited or deleted by clicking on it.