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Processing requests to digitize book chapters or journal articles from print materials
Item requirements
The item must be eligible for digitization requests based off of the associated terms of use.
Find the item in Summon
The instructor must find the item in Summon.
If the item is eligible for a digitization request, they will see that option after adding the physical item, under Item Actions > Library Services
Placing the request
When the faculty member clicks Request digitization, they will get a pop-up window like this:
After they fill out the request, they will see the status of it appear in Library Services while it is being processed.
Library processing
What the library does depends on whether the copyright on the item was approved under one of our few automatic rules, or whether it needs to be manually approved prior to digitization.
Requests will have copyright auto-approved if
the item is from 1928 or earlier
the request is for less than 15 percent of the item, based off of bibliographic data, and the instructor has not requested other material already from that item for the course
If copyright approval is required
If copyright approval is required, you will see a task in the task list in Other Requests > Digitization requests - approval
To review the request, click on the task link.
Click More Actions > Work On
On the Approval Request screen, you can record information about a copyright clearance, add a note, and/or scan and attach a file.
Click either the Reject or Approve button to continue.
If you click Reject, provide a rejection reason and a note, and then click Submit.
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Note that the instructor gets a “Request cancelled” email, as there is a digitization request in queue in addition to the copyright request, and rejecting the copyright request will cancel the digitization request. In Leganto, the physical item citation will remain on the reading list unless it’s removed, but the digitization request will no longer be listed. |
On the citation, the copyright status will appear as Declined, and there will be an alert that the digitization request was cancelled.
If you click Approve, provide an approval reason from the menu and a note if needed, and then click Submit.
Digitizing the file
When the digitization request was created in Leganto, it created a request of type “Library Physical Digitization Request” in Alma.
The digitization process runs parallel to the copyright workflow, but the digitization cannot be completed unless the copyright is approved.
Pulling the item
Alma will generate a pull slip for the item and it will go to the appropriate circulation desk to be pulled and sent to Course Reserves Digitization - Perkins
Digitizing the item
Change your work location to Course Reserves Digitization - Perkins
Go to Fulfillment > Scan in items and scan in the item, if you haven’t already done so.
Go to Fulfillment > Manage In Process Items to review items that you are working on.
Once you’ve scanned the requested material:
From Manage In Process Items, click More Actions and choose Next Step.
The item will now have a status of Document Delivery. When you are ready to upload, the scan, click More Actions and choose Attach Documents
On the next screen, click Add Attachment and attach the scanned file(s). Click the Refresh button after uploading until the Upload Status shows as Uploaded. Then click Done to finish the work order.
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Alma will put the item in transit back to its home location and may print a transit slip accordingly. Alma should not put the item in transit back to its home location if the book lives at Perkins Library. |
Finally, return to the citation in Alma and mark it as complete. DON’T FORGET THIS STEP - the document will be visible to you and to faculty after step 6, but it will not be visible to students until the citation and reading list are both published.
In Leganto, after it’s complete, the faculty and students will see a view and download link. They will also see physical availability for the item that was used.
