This procedure relates to the process of ordering streaming media. As of the time of creation (July 2019), it applies only to streaming videos subscribed through Kanopy. It may later be expanded to other vendors.
Requests for streaming video titles
The Media Curator receives requests from faculty for streaming videos for use in their classes.
A request form is available at https://uri.libguides.com/media.
Such requests are honored at the sole discretion of the Media Curator, subject to the following conditions (which should be communicated to the faculty making the request):
Streaming videos available only through subscription (as opposed to one-time purchase) should be expected to receive relatively heavy use. If use is lower than anticipated, the subscription may not be renewed.
Subscriptions will be placed for one-year terms only.
New subscriptions will be batched to start September 1, January 1, or June 1 for efficiency in the acquisition, renewal, and ongoing management of the content.
New streaming video orders
The Media Curator logs into Kanopy at https://www.kanopystreaming.com with the library's credentials.
Orders are placed three times a year, with start dates of either September 1, January 1, or June 1.
Orders are placed for one-year terms.
The "Invoice End of Month" option should be selected.
After ordering, the Media Curator should send a quick email to the Head, Acquisitions, with the titles that were ordered.
After the order is placed, the Head, Acquisitions will receive the order confirmation and invoice by email.
The Head, Acquisitions will:
Coordinate with cataloging to load MARC records corresponding to the new titles.
Update portfolios in Alma as needed.
Create PO Lines in Alma for each portfolio (or set of titles), coding them to fund P-zzm.
Notify the Media Curator when the titles have been activated in Alma.
Renewals of streaming video subscriptions
Prior each renewal period (September 1, January 1, June 1), the Media Curator logs into Kanopy at https://www.kanopystreaming.com with the library's credentials.
The Media Curator evaluates the usage of each title up for renewal and makes the decision to renew or not renew at her sole discretion.
Renewals
The Media Curator renews for a one-year term those titles that she has decided to renew.
Note: If a legacy title is not set to renew on September 1, January 1, or June 1, the Media Curator can delay renewal until subscription dates are lined up. KANOPY ALLOWS RENEWALS TO BE DELAYED, e.g. On 8/15 we can order a video and have the subscription start on 9/1, but KANOPY DOES NOT ALLOW RENEWALS TO BE MOVED FORWARD, e.g. for a video that expires on 9/15, we can't make it start on 9/1; we could only delay renewal until 1/1.
After the renewal order is placed, the Head, Acquisitions will receive the order confirmation and invoice by email.
The invoice will be posted in Alma and put through for payment.
A public note in the Alma portfolio may read, "URI's annual subscription to this video renews on September 1." [or whatever the appropriate date is]
Non-Renewals
The Media Curator emails the Head, Acquisitions with the titles and title numbers of any videos that were not renewed.
If it is fairly likely that a title will be renewed at a later time (but not now), she indicates that in the email.
The Head, Acquisitions, will:
Close the PO Line and delete the portfolio and bibliographic record for non-renewed titles.
If a title has a likelihood of being ordered again in the future, the Head, Acquisitions will close the PO Line and de-activate the portfolio (but not delete it), so that it will be available for future use.
At the Media Curator's discretion, if appropriate, she may notify affected faculty that a title has not been renewed.