UC ETAS and Lending Task Force Charge 

1. Name 

UC ETAS and Lending Task Force 


2. Charged By 

Direction & Oversight Committee (DOC) 


3. Reporting Line  

DOC 


4. Background or Context 

“Owing to the University of California (UC) Libraries’ longstanding and substantial contributions to and membership in HathiTrust, the UC libraries have been able to share digital versions of our aggregated, in-copyright print holdings that overlap with the HathiTrust Digital Library through the HathiTrust Emergency Temporary Access Service (ETAS) throughout much of the COVID-19 pandemic. Anecdotally, ETAS has been well-received and used by eligible UC users, who, along with library staff, have expressed appreciation for this emergency service as it provides an important form of access continuity, based in the principles of Fair Use and Controlled Digital Lending.” [from UC HathiTrust ETAS Liaisons group interim report to the Council of University Librarians, 03/18/2021] 

While we all hope another pandemic of this scope is, at most, a once-in-a-century event, other emergencies such as natural disasters, wildfires or earthquakes, might temporarily disrupt access to the UC libraries’ collections occur with some frequency. Such natural disasters may cause emergency situations at one or more campuses which disrupt access to physical collections.

Therefore, it is incumbent upon the UC libraries to leverage the learning of those involved in ETAS to maintain mission continuity for the UC libraries. 


5. Purpose, Scope of Work, and Responsibilities 

The UC ETAS and Lending Task Force, reporting to DOC, shall develop and clearly document the requirements, obligations, procedures, and policies for UC Library campuses for when one or more campuses anticipate needing or need to activate HathiTrust's Emergency Temporary Access Service (ETAS). These guidelines and documentation will be available in the event of a natural disaster or other emergency that results in a campus library's inability to provide physical access services.


6. Deliverables 

● A Service Continuity Plan template that each UC library and CDL might incorporate into their continuity plans.  

● Documentation of System-wide effects of ETAS on physical availability & lending ● Documentation of ETAS Activation Requirements 

● Documentation of UCLAS Governance Communication Plan (Guidelines and Procedures for Activating ETAS at one or more campuses 

  • modification of guidelines to SILS as needed - in consultation with CDL'sOps Center  
  • local restrictions and practices 
  • campus obligations to other campuses 
  • assessment mechanisms/protocols of potential impacts on other campuses should one or more campuses need to adopt ETAS 
  • communications to rest of system 

● An FAQ 


7. Membership / Composition / Terms of Appointment 

The task force membership will require knowledge and expertise of a.) physical lending and ILL, both within and outside of UC, b.) Alma, Primo VE, and the discovery and display of physical materials in the SILS, and c.) HathiTrust's ETAS service and authentication mechanisms.  

Representatives from all campuses, RLF, and CDL will insure that local impacts and practices are accounted for. While previous service on UC HathiTrust ETAS Liaisons group is allowed and welcomed, it is not required; previous service does not automatically assume continued service and a newly formed group allows for greater diversity of perspective. 

DOC members will propose representatives and DOC will finalize membership appointments. 

8. Meetings and Communication  

TBD with regular updates to DOC Chair until completion; deliverables due end of December 2023. 


9. Evaluation 

Upon endorsement by CoUL of the final draft of the ETAS guidelines and completion of any action items to the assigned parties, the UC ETAS and Lending Task Force will be discharged.