In the event that a UC library suffers an unexpected or involuntary, temporary disruption to normal operations, such as closure for a public health emergency or natural disaster, requiring the library to be closed to its patrons, or otherwise restrict access to print collections, so that users cannot gain access to items in the collection as they ordinarily would, the UC library can consider activating HathiTrust ETAS. The following checklist can be used as a guide to recommended actions.


  1. Identify a local point person for the campus who will serve as ETAS liaison to HathiTrust, CDL, and other UCs. This person will be responsible for executing the following actions.
  2. Consult locally to decide whether the campus would like to activate ETAS. Refer to the requirements for activation.
  3. Reach out to the Digitization Team at CDL (uc-hathitrust@universityofcalifornia.edu) to determine:
    1. Whether other UCs are also planning to activate ETAS.
    2. Who should communicate the activation request to HathiTrust.
  4. Once HathiTrust approves the activation:
    1. Update Alma to make the affected local inventory non-requestable and non-lendable within UC.
    2. Activate a local mechanism to ensure that local borrowers do not borrow copies of ETAS-enabled titles from other UCs.
    3. Ensure your print holdings are updated in HathiTrust. If necessary, load additional records into Alma as detailed in Appendix E: HathiTrust ETAS - Strategies for Loading Records in Alma.
    4. Enable Shibboleth access for appropriate user groups to the ETAS-enabled titles via UC Library Search.
    5. Communicate the activation to the “groups to notify” as detailed in Appendix D: UCLAS Governance Recommended Communication Plan.
  5. Monitor the impact of the ongoing crisis and communicate updates as detailed in Appendix D: UCLAS Governance Recommended Communication Plan.
  6. Once the crisis passes or begins to pass:
    1. Consult locally to determine a date by which affected collections may again be accessed normally by users.
    2. Communicate the deactivation intention to the Digitization Team at CDL (uc-hathitrust@universityofcalifornia.edu) and/or HathiTrust as appropriate.
    3. Communicate the deactivation intention to the “groups to notify” as detailed in Appendix D: UCLAS Governance Recommended Communication Plan.
  7. On the date of intended deactivation:
    1. Update Alma to make the affected local inventory requestable and lendable within UC.
    2. Deactivate the local mechanism that ensures local borrowers do not borrow copies of ETAS-enabled titles from other UCs.
    3. If necessary, delete additional records loaded into Alma as detailed in Appendix E: HathiTrust ETAS - Strategies for Loading Records in Alma.
    4. Disable Shibboleth access for appropriate user groups to the ETAS-enabled titles via UC Library Search.
    5. Communicate the deactivation to the “groups to notify” as detailed in Appendix D: UCLAS Governance Recommended Communication Plan.