Admins: Link to ebrary books from course management software – don’t copy and paste the content itself

We encourage you to paste links to ebrary books in your course management software (e.g., Moodle) instead of sections of actual content.  With links there is no concern about authorized access – links only work if your ebrary site still has access to the book.  To create a link to a particular page of an ebrary book, see:

Pasting the content of an ebrary book in your course management software raises issues of infringement because access of the content cannot be tracked and the content might accidentally end up being available even once you no longer have access to it on your ebrary site.

It is up to library admins to assess whether intended use of content is a “Fair Use” or an infringing use – the same as with print books.  Use your library policies and procedures that have been set up to guard against infringement to address questions.  There have been recent lawsuits against schools that tried to set up central content systems, under circumstances where publishers believed they were being infringed.

Here are the relevant entries from the ebrary Terms and Conditions:

c. Electronic Reserves. Articles or other works contained in a Product may be included in your electronic reserves systems so long as such use employs durable links to the Products so that a “hit” is registered on ProQuest’s on-line platform each time a student views the work on reserve.

d. Fair Use/Fair Dealing.  Nothing in this agreement restricts your use of the materials contained within the Products under the doctrines of “fair use” or “fair dealing” as defined under the laws of the United States or England, respectively.

So… pasting links to ebrary is always okay, pasting the actual content is riskier and you’ll have to make a judgement call whether it would be considered fair use or infringing use.

Admins: To see purchase price of purchasable titles, and loan price of loanable titles

  1. Option a:  Go to a preview site such as
    Don’t need to sign in to a personal ebrary account 

    Option b:  Go to your ebrary site and sign in
    sign in to an admin-enabled account for prices to show

  2. Enter search criteria (or leave blank to search for all) and click “Search”
  3. Over at far right, for View, click “Long”
  4. Purchase price shows only if title is purchasable (multi-user price shows only if available for purchase as multi-user)
  5. Loan price shows only if title is loanable
  6. “Subscription: Academic Complete” shows if currently in that collection.
    Note, only inclusion is Academic Complete is indicated, inclusion in other collections is not shown

Note, ebrary’s preview sites do not currently indicate territory restrictions.  For this reason, titles will not necessarily be available to your ebrary site even if they are shown on an ebrary preview site as being purchasable, loanable, or in Academic Complete.

Admins: To get a list of new titles added to Academic Complete

Two ways to find out about new titles added to the Academic Complete subscription collection:
1. ebrary generates a list (actually a mini collection) of all new Academic Complete titles which we update quarterly when the bulk of new titles are added to Academic Complete.
  • You can also add additional search lines once there to filter for specific areas of interest.
  • If you want to export this list, the easiest is to edit the URL in the following way:  replace “academiccompletetitles” with your own ebrary site name.  That way, you’ll be viewing this list from your own ebrary site.  You can then sign in and export the list if you want.
2. Another alternative is to get each incremental set of new titles added to Academic Complete from your ebrary MARC records page.
  • Go to your ebrary MARC records page
  • Select “Academic Complete” under collections
  • Click the “Added MARCs” link on a recent dated/time-stamped line
  • You will get the MARC records for the titles added to Academic Complete since the previous dated/time-stamped line.

Admins: Using MarcEdit to split a huge MARC record file into smaller files

The following instructions describe how to use MarcEdit‘s utility MarcSplit to split a large MARC record file into smaller files for easier handling.

1) MarcEdit is a free program, downloadable from the web.  We recommend using the most recent version (v5.5 or newer).  To download MarcEdit or upgrade to the newest version, click:  MarcEdit

2) Once you’ve got MarcEdit installed, go to your ebrary MARC records page

3) Get your desired set of ebrary MARC records by selecting one or more specific collections if desired, then clicking a particular “Added MARCs” link

4) The MarcTools window will then either pop open, or you’ll need to open your MARC file in MarcTools

5) Once you have your MARC record file open in MarcTools:

  1. Select and copy the string shown in the “Input File” box
  2. Select “MarcSplit” from the “Tools” menu in the MarcTools window
  3. Click in the “Source File” box and paste the string you copied in step 5.1
  4. Click on the folder icon to the right of the “Destination Folder” box, pick a place to put the split MARC record files
  5. Fill in the “Records Per File” box (maybe try 4000, it’s your choice)
  6. Click the “Process” button
  7. Once it’s done and reports how many files it created, click “Close” button
  8. That’s it.  Go to the destination folder and find your split MARC record files

Admins: To upload a PDF as a DASH document

  1. Go to your ebrary
  2. Sign in using a username that has Admin-tab ordering privileges
  3. Click on the “Admin” tab, then the “DASH” tab
  4. Click the “Upload One Document” button (you also have the option of uploading multiples)
    1. You will be asked to agree to certain terms and conditions
    2. Alert!  If you are using Internet Explorer and have pop-ups blocked, the ebrary tab will close.  To get around this, either use a browser other than IE, or turn off pop-up blocker.
  5. Click the “Browse” button to find the PDF you want to upload
  6. If you leave the Status Live button selected, this document will be a live DASH document when you finish the setup
  7. Fill in the meta-data so that you can later search for this document (this can be modified later)
  8. Click the “Submit” button