Tracking user-turnaways from single-user books

Many of ebrary’s most popular books from some of our most prominent publishers are only available as single-user, whereby access is limited to one patron per copy of the book (either online or offline).  If a second patron tries to access a book that’s already in use, the Detail Page will display “Sorry this ebook is already in use”.

To address this, ebrary allows admins in the Academic Market the option of being notified of occurrences of turnaways, as well as auto-upgrading options.

Once an ebrary site is enabled for turnaway notification, the Admin librarian will see a TURNAWAYS tab in the Admin module, where they can specify the email contact to whom notifications should be sent.

These notifications occur once daily (frequency not yet adjustable) and include:

  • All titles that experienced turnaways that day, as well as the number of turnaways
    • Note that currently the turnaway numbers in these emails include all attempts to access a book that’s already in use – even the multi-clicks of an impatient user are counted.  This report will soon be updated to count only one turnaway per book, per user session.
    • Admins also have the option of running a Counter Book Report 3 for turnaways to show a more useful count of turnaways:  one turnaway per book, per user session.
      • Report data is available for dates as recent as the previous day
  • A link to view purchase options:  outright purchase of an additional single-user copy, upgrade to a multiple-user license, or initiation of a short-term loan of an additional copy of the book.

If you would like to take advantage of this feature and/or are unsure whether your site is properly configured, contact ebrary Technical Support.

 

Admins: Turnaways and Extended Access – Overview

Turnaway prevention (aka “Extended Access”) allows an administrator to set rules for a sought-after, but in-use, single-user title to initiate a just-in-time loan, upgrade, or additional purchase – thereby extending availability on demand.

If a book is purchased under a single-user license (regardless of how it was acquired: direct purchase or PDA purchase) it can only be accessed by one patron at a time.  If a patron tries to access a single-user book that’s already in use (or if the site has several single-user copies of the same book and they are all in use), the patron is turned away with the message:  “Sorry, this ebook is already in use”.

With Turnaway Prevention enabled, your institution will automatically provide either a loaned or additional purchased copy of the book.

  • If you would like to simply experiment with Extended Access, you can choose to receive notifications. This is enabled on your site by default but you must turn it on by specifying  email recipient(s) who will receive a daily email summarizing the turnaways (if any) that occurred that day
  • Turnaway Prevention: once enabled, you specify how you would like turnaways to be prevented by choosing one or multiple options among:
    • A short term loan of another copy
    • An upgrade of the title to the next level (3USER or multi-user)
    • A purchase of an additional single-user copy

Click here for setup details.

Both notification and prevention options are managed under the Admin tab’s TURNAWAYS tab

Administrative setup:

  • If you are participating in ebrary’s PDA program, prevention is not enabled by default and you must contact customer_service@proquest.com to enable it.
  • Otherwise,  you must sign an Extended Access pledge form. Your ProQuest Account Manager will assist you with this process.

Turnaway prevention is currently only available for the Academic market (i.e., it is not available for corporate sites).

Turnaway prevention currently does not apply to titles provided by a consortium.

 

Admins: Extended Access – Preventing Turnaway

Extended Access helps prevent users being turned away from an ebrary book in cases where the book was purchased with a limited-user license and is in use by another user.

If all copies of a book purchased as 1-user or 3-user license are already in use when another user tries to access it, ebrary can make that book available to the user by either:

  1. Creating a short-term loan for an additional copy of the book
  2. Upgrading to a multi-user license of that book (if available)
  3. Purchasing an additional 1-user copy of the book

An admin configures the “Extended Access” rules to specify the automated action that should occur.

Extended Access does NOT apply in the following cases (that is, patrons will continue to experience turnaways even if Extended Access Turnaway Prevention is active on the ebrary site):

  • Titles currently provided as an STL (Short-term loan)
  • Titles provided by a consortium

To configure Extended Access for your ebrary site:

Go to your ebrary site, sign in with your admin-enabled username, click the Admin tab, then the TURNAWAYS tab. The screen shot of the 3 configuration options:

  • The “Maximum list price” refers to the 1-user price.
  • For “Maximum list pricedon’t enter a dollar sign – it causes an error.
  • If a Fund Code is entered, it will be applied to all extended access loans, upgrades, and purchases.  Best-practice recommendation: create a Fund Code called “Turnaway” so that you can easily identify these loans and purchases.
  • Maximum number of Loans” puts a cap on how many consecutive loans will be made before moving on to the purchase options.  Please note, there can only be one loan active on a title at a time.  So once a title is loaned and in use, and another user tries to access it, they will be turned away – that is, a second loan will NOT be initiated on a title that is already being loaned.
  • Maximum number of SUPO copies” puts a cap on total number of 1-user copies for a given document.  If your ebrary site reaches that number of 1-user copies, no additional copies will be triggered as part of turnaway prevention.

To disable Extended Access at any time, un-check the box “Enable turnaway prevention”