Available Indexes

Making Emergency Temporary Access Items Non-Circulating

The Terms of Service for continued use of the Emergency Temporary Access Service (ETAS) limit the circulation of the physical items available through the service to users. This non-circulating policy is to prevent inadvertent duplicate access when the library ordinarily would be able to serve only one copy. We are not able to advise on specific cases but leave it to the library to determine how to best support its users while working within that guideline. 

One approach that libraries are taking is to remove ETAS items from circulation. In this way libraries and HathiTrust are not “creating new copies” while still ensuring that students and faculty can continue their research during involuntary temporary disruption to normal collection accessChanging item statuses will be accomplished differently for every institution. Two examples of how this has been done are (a) physically removing ETAS items from the shelves and storing them off-site; and (b) changing the status of the items to 'non-circulating' in the catalog. 

The items in your catalog that overlap with items that are available via ETAS have been identified in the overlap report provided to your library (see more on overlap reports at  https://www.hathitrust.org/hathitrust-overlap-reports). All of the items marked as ‘deny’ can be matched to existing items in the catalog, either via the OCLC number or via the local id. Depending on the workflow for your ILS/LSP, there may be a programmatic solution, such as feeding a list of the identifiers into a script that  marks all records matching those identifiers as 'non-circulating' or with a similar designation. If the items are already labeled as 'Temporary Access' and linked to ETAS digital versions in HathiTrust, an additional text string can be added, such as ‘(non-circulating).' 

Please see this FAQ for more details on policy specifics: https://www.hathitrust.org/ETAS-member-information

Alma Users: Changing the loanable / requestable status for items in Alma happens under the fulfillment process. It is also possible to change – in addition to the loanable/requestable status – whether or not the item can be picked up by any user type. If an item's status is changed to 'not loanable/requestable' it is unclear if the item also inherits a status of 'not available for pick up'. See the Ex Libris Knowledge Center article on Circulation.

An institution may also choose to define the items at an entire location as 'not requestable' under the Fulfillment Unit Rules Editor. The Terms of Use as set up in Alma defines the limits of what options are available as an output parameter in the Fulfillment Unit Rules Editor. See more directions in the Alma Knowledge Center. 

Another option is to group the ETAS records as identified in your overlap report into a ‘Collection’ in Alma. From there it should be simple to set all items in that collection/portfolio to 'not requestable' while having the items show up in results but with the HathiTrust Temporary Access links still present. For libraries with multiple campus locations, separate collections, respective to each location, will aid in transitioning back to normal lending behavior after deactivation. 

Aleph Users: In the Aleph tables, tab15.eng, column 6, controls whether an item can circulate: "can be loaned Y/N". See this article in the Ex Libris Knowledge Center. Using the list of local_id values from the overlap report that are marked as ‘deny’ – meaning they are available only via ETAS – should provide the values needed to identify and mark the items as non-loanable.

To work with a HathiTrust staff member on your specific institutional situation, please contact HathiTrust at support@hathitrust.org.