TABLE OF CONTENTS


Summary

In the event that one or more UC campuses activate the Hathi Trust Emergency Temporary Access Service (ETAS), this plan will serve as a guideline for communicating to stakeholders the effects and benefits of ETAS. The goal of this communication plan is to ensure that all impacted and interested parties are aware when there is a disruption to one or more of the UC Libraries’ ability to provide physical access to library collections. 

Note that this plan cannot account for all circumstances and situations that may give rise to a campus activating ETAS, therefore this plan serves as a guideline only and should be adapted to fit the campus’ particular situation. 

Best Practices

  • Remind users that ETAS-active campus(es) will have access to the full UC collection within HathiTrust, not just their own 

  • A campus’ SILS Operations Team Member will coordinate with their campus to ensure that employees who can make necessary adjustments in Alma/Primo are notified 

  • All public communication should point users to a website or contact where they can get more information or ask questions

Groups to Notify

The following is a list of potential groups to notify once ETAS has been activated. Campuses should tailor communications to the library’s situation and the target audience; an excellent collection of templates may be found at UC HathiTrust ETAS Communication Templates & Resources.

  • Campus:

    • Library employees

    • Library users

  • UC-wide:

  • The UC and Library Community 

    • OCLC and other ILL partners: campus ILL units should work with OCLC or other ILL partners to be designated as a non-supplier and reach out to any listservs as needed 

    • Community members: posts on library social media, newsletter articles, and any other forms of outward communication can help inform community members not otherwise affiliated with UC 

Key Communication Components

Point Person

For each ETAS-active campus, there should be a designated point of contact for questions, feedback, and communication with HathiTrust, CDL, and the broader UC community.  If more than one campus is ETAS-active, a CDL representative will serve as a communication liaison between campuses and HathiTrust. 


Websites

We recommend that an informational web page about the library's ETAS activation be prominently linked from the library’s home page and UC Library Search. This web page should include information about ETAS and contact information for questions about the service. 

We further recommend that campuses have a banner on the library website and/or in UC Library Search to let users know about ETAS activation and access to physical collections.


Communication Schedule

Initial Notification 

  • Email to library employees, campus users, and UC-wide groups as specified in Groups to Notify

  • Create a website to inform all library users 

  • Update website and UC Library search banners

Updates

  • Updates during ETAS activation as needed, through one or more communication channels (e-mail, social media, website, etc.)

  • Updates are especially important as circumstances change and leading up to de-activation of ETAS

  • Consider creating newsletter articles or other communication highlighting the ETAS service

Deactivating ETAS

  • When a deactivation date is determined, e-mail library employees, campus users, and UC-wide groups as specified in Groups to Notify

  • Update the library website and banners with the de-activation date 

Communication Templates and Helpful Links

Note: many of these templates were used during the COVID-19 closures and would need to be adapted to fit any current ETAS situation.

HathiTrust ETAS Communications Tools for Libraries

The following information was provided by HathiTrust during the pandemic. The templates and information are very useful and can easily be adapted to fit any current ETAS situation.

ETAS Communications Tools for Libraries

This document includes cut-and-paste, customizable content that HathiTrust member libraries who have activated the HathiTrust Emergency Temporary Access Service (ETAS) can use to raise awareness of the service and its benefits for their students, faculty, and staff. We have included messages to reach different audiences through different mediums, e.g., deans and faculty, social media, and email. 

If you have messages or materials from your own promotion activities that you think might be helpful to share with other members, please contact Jessica Rohr, Member Engagement and Communications Specialist, at jbelle@hathitrust.org and we’ll add it here.

 

Key Points About ETAS 

●      The Emergency Temporary Access Service is being offered to U.S.-based HathiTrust members as a fair use authorized by the U.S. Copyright Code. 

●      This is a temporary service offered only during the timeframe in which the COVID-19 emergency is closing print collection access at member libraries.

●      The Emergency Temporary Access Service is currently for HathiTrust member libraries located in the U.S. that have suffered an unexpected or involuntary disruption to normal operations (such as closure for a public health emergency like the COVID-19 pandemic) where the library is closed to the public, or there are otherwise restricted print collection access services. 

●      Students, faculty, and staff at the affected HathiTrust member institutions will, upon logging in to HathiTrust, have access to titles that their library owns. For books that may have rights restrictions, users will be able to read the book online, in a web browser, in a secure and lawful manner.

 

News Release on Library Website
From the University of Virginia

HathiTrust Provides Emergency Temporary Access to Copyrighted Books

Posted on March 31, 2020 by Amber Reichert

Today, HathiTrust took an important step and opened up copyrighted material in their digital library to member institutions with copies of those items in their physical collections.

This means that any books available through HathiTrust which are also in UVA’s collections will be available online without the additional step of requesting a digital scan. HathiTrust’s online collection contains more than half of the UVA Library’s book collection.

UVA is among the first member libraries with access to this service.

●      To take advantage of this resource: Visit https://www.hathitrust.org and click the yellow “LOG IN” button.

●      Select “University of Virginia” and log in using your Netbadge credentials.

●      Use the site to locate the item you wish to view.

●      Click on the Temporary Access link at the bottom of the record to Check Out the item through the Emergency Temporary Access Service.

You will have 60 minutes of access to the book during any session. If you remain active in the book during any session, access time will be extended. You are not able to download the book [CORRECTION: User may download page-by-page.]; you may only read it online in an active session while using HathiTrust. This is to protect the author’s rights.

Detailed instructions (including how to use the service on a phone or tablet) can be found here: https://www.hathitrust.org/member-libraries/services-programs/etas/information-users/

If you have questions or concerns, please submit them to feedback@issues.hathitrust.org.

For help with access to these and other digital resources at UVA, reach out to lib-ejournals@virginia.edu.

Message to Deans/Faculty from Library
From the University of Michigan

The COVID-19 crisis has put the physical collections of many research libraries out of reach, including ours. Fortunately, the HathiTrust Digital Library holds digital copies of many of these works, and, beginning Tuesday morning, the digital copies of the works we hold in our collection, including those that are copyright protected, will be available online to authenticated U-M affiliates. The HathiTrust website offers information about how to use the service, and also details about the terms, including an FAQ. ...

 

This Emergency Temporary Access Service is available to all HathiTrust members...

 

The main features of the emergency access are:

●      Continued access to the physical scholarly record — our print collection — via digital copies in HathiTrust.

●      Reading access to books online, within a web browser (no full downloads).

●      Ability to “check out” a copy for a limited period of time with an auto-renew feature for books still in use. Access to items is 1-1. For example, if we have two copies in our collection, two U-M authenticated users (faculty, staff, students) will be allowed concurrent access to the digital item in HathiTrust.

 

I hope you’ll share this information with your faculty and others in the U-M community who might benefit from the service.  The service is available now; we will be working in the days ahead to make it easier to find via links on the library website and through library search.

[Library Director]

Twitter, Instagram, and YouTube

[Institution/library] provides students, staff & faculty with emergency digital access to our collection in @hathitrust when you log-in 

 

[Institution/library] students, staff & faculty - emergency access to our collection in @hathitrust, now available! Log-in to find digitized books from our print collection

 

From the University of Pennsylvania

Today @upennlib... 1.2 million additional digital items dropped in to our catalog due to a new 

@hathitrust program to provide online access to things we own in print. These are in-copyright materials, you'll log in to use them.

 

From the University of Virginia

More than half of @UVA library collections are digitized in @hathitrust, who have opened up copyrighted material in their library to member institutions w physical copies of those items. Follow the instructions to access those copies online via HathiTrust.

https://news.library.virginia.edu/2020/03/31/hathitrust-provides-emergency-temporary-access-to-copyrighted-books/

 

Instagram tutorial from University of Tennessee
https://t.co/ORU42oKdgK

 

YouTube Video on Temporary Access from Central Washington University

https://youtu.be/ZfuL_w_7ZYQ

 

Consider using these hashtags

#covid19

#digitallibraries

#fairuse

 

Top Three Tips for Users

Log-in, Log-in, Log-in!

Temporary Access books available from your library’s collection are available only when you log-in to HathiTrust using your normal institutional log-in and password. Use the yellow Log In button in upper-right of the HathiTrust main page. 

 

Check out an item only when you plan to use it.

Each Temporary Access book has an initial check-out period of 60 minutes. If you remain active in the book during any session, access time will be extended. If you do not remain active, it will be released for use by other users on your campus.

 

Use step-by-step instructions for computer/mobile access.

Start here: https://www.hathitrust.org/member-libraries/services-programs/etas/information-users/