OpenAthens Managed Directory and Registration Form Questionnaire

Welcome to OpenAthens!

OpenAthens is a project that includes several basic milestones. The questionnaire supplies EBSCO with the information we need to complete the set-up process.

OpenAthens + Self-Registration Project Milestones

1. Welcome/introduction

2. Questionnaire completed by customer (including resource information)

3. Administrator site configured by EBSCO

4. Resources configured by EBSCO

5. Self-registration draft approved by Customer

6. Self-registration form built by OpenAthens

7. Self-registration form - user acceptance testing

8. OpenAthens links added to EBSCO services (if applicable)

9. OpenAthens links added to library websites (if applicable)

10. User acceptance testing

11. Training (optional)

12. Closure

Let's get started! We'll begin with your administrator contact details and organization structure. Next, we'll ask you questions about reporting, resources and optional settings.

Contact your Discovery Solutions Coordinator with any questions.

1.1. Administrator Details

Organization Name:

EBSCO Customer ID (Consortium Parent ID if applicable):

OpenAthens administrator contact details:

There is one administrator login per organization. Administrator logins can be shared with other support staff. OpenAthens is unable to provide individual logins to each librarian.

First Name:

Last Name:

Email:

Phone (with regional code):

IP addresses

Note: The administrator site can only be accessed from approved IP addresses. Please include all IPs that will be used by your administrator (e.g. your network range and any remote/home office IPs)

Admin IP addresses:

Additional IP addresses:

1.2 Library Contact Details (End User Support)

EBSCO recommends using a shared email (if available) for end user support e.g. helpdesk@library.com

Do you want to use a different contact for end user support?

Yes, I want to use a different contact for end user support.No, this is the only contact that should be used

Contact Name:

Support contact details are included in emails sent to users (e.g. account activation) and on the login box for point-of-need assistance (see example, click 'Problems Signing in?' and then 'Need further support'). You may want to have different contact details for technical management and end user/everyday support.

Phone:

Email:

Library Homepage:

2. OpenAthens Administrator Structure: Organizations

In this section, you will help us identify if you need multiple "Organizations".

"Organization" is the OpenAthens term for a unique location/site.

Larger companies can use one "Organization" if all of your sites/location share the same subscriptions. Alternatively, you may need multiple "Organizations" if each location has unique subscriptions.

2.1 Select the option that best describes how you purchase subscriptions:

Option 1: Single billing location (everyone can access all subscriptions)Option 2: Multiple billing locations with a mixture of shared and unique subscriptionsOption 3: Multiple billing locations, no shared subscriptions, each site purchases their own subscriptions

Download the sub-organization template.

2.2. Upload your list of organisation (sub-organization template)

Add notes for any questions or unique requirements

3. Resource Access

3.1 Resource Information

Review your online subscriptions (e.g. eBooks, Databases, Journals, Point-of-Care and other online tools). A template has been provided to help you send EBSCO the information we need about your subscriptions.

EBSCO will attempt to set-up access to all online subscriptions with an institutional license that allows remote and/or proxy access. If any of your provider subscriptions are JUST user name and password we will not be able to set those up. All providers need to be SAML and or IP Compliant per security reasons. Please do not provide Open Access resources as well. Tell EBSCO if any subscriptions must be restricted to a specific user groups or organization(s). We may need your assistance when we contact your providers.

If you have multiple organizations with access to unique resources, please submit a separate list for each organization.

Click here for the upload template

3.1.1 Have you already sent your list of resources to EBSCO?

YesNo, I need to send EBSCO my resourcesNo. I order ALL my online journals, eBooks and databases through EBSCO. Please use my order history.

3.1.2 Please list your EBSCO Subscriptions account number(s) (e.g. AA-12345)

3.1.3 Do any of your resource(s) have restricted licenses (only certain users/groups can access them)?

None of our resources have restricted licensesI have/will indicate what resource(s) have restricted licenses in the resource spreadsheet or notes

Notes:

3.2 Shared content for multiple organizations:

Upload a list of shared resources:

What organizations share access to this content?

3.3 Unique content for each organization:

Organization:

Upload your file here:

4. Optional account preferences

OpenAthens accounts start with a 3-6 letter prefix assigned by OpenAthens. They can also login with their email address. Read more about username and password requirements.

Users are sent two emails from the OpenAthens system:

A link to activate their account and create a password (new users)

A link to renew their account when it is about to expire

You can edit the email templates in OpenAthens admin. We will send you an example activation email when you get access to your administrator account.

Warning: Users are told to renew their accounts within 90 days of expiration. The administrator is responsible for maintaining OpenAthens user accounts after this window. Accounts will be deleted if they have been expired or not activated for a period of 365 days (in line with the Data Protection Act (UK)). We recommend administrators attend training to help you monitor your accounts.

4.1 OpenAthens accounts expire; users must reconfirm they are current members of your institution (entitled to access subscriptions). Select when your accounts will expire:

Every 12 months (default)Every 24 months Every 36 months

5. Reporting

OpenAthens can help you collect granular usage reports by user, category or organization. Reports by organization and user are available by default. 'Category' reports are optional. They are customized to your requirements using 'custom attributes'.

Institutions categorize their users to answer key questions:

What type of users are accessing the collection?

What resources are more popular to specific types of users (or all users)?

Is there a way to distribute costs fairly between departments (based on usage)?

How can I illustrate the value of the library to key stakeholders?

Read more about available reports and how to make the most of your reports.

Federated access can be anonymous OR provide robust personalization. EBSCO can help your institution strike the correct balance between ease of use and privacy.

Please read the complete OpenAthens privacy policy here: https://openathens.org/privacy. You should also review your institution’s policies and any applicable laws from your sovereign state. Please refer to these policies as you complete the remaining sections on this questionnaire.

Have you read the OpenAthens privacy policy?

Yes, I have read the OpenAthens privacy policy

Do you understand your institution’s privacy policy?

Yes, I understand my institution’s privacy policy

Some providers (link: http://docs.openathens.net/display/public/partner/Which+resources+link+personalisation+to+the+users%27+OpenAthens+IDs) are capable of authenticating and personalizing access to their websites. ‘Personalization’ is when providers automatically log users into a personal account e.g. with tailored permissions based on their role (student versus faculty) or to bookmark citations etc.

Normally, providers use an anonymous OpenAthens identifier called targetedID (http://docs.openathens.net/display/public/OAAccess/OpenAthens+SP+end-user+attributes) to personalize access. It is anonymous because it contains no identifiable information about the user. However, some providers request additional attributes to augment the personal experience. The most commonly requested attributes include: role/position (e.g. staff/student), first name, last name and email address. OpenAthens can’t control how providers use this data after it is received. Each provider has its own privacy policy outlining how they use/store personal data.

By default, OpenAthens only releases anonymous data to your providers (see: http://docs.openathens.net/display/public/MD/About+released+attributes and more information on targetedID here http://docs.openathens.net/display/public/MD/About+eduPerson+attributes) . As your library’s OpenAthens Administrator, you decide if you want to release additional attributes to your providers.

5.0 How would you like EBSCO/OpenAthens to manage setting up personalization with your providers?

EBSCO may release the commonly requested attributes for any providers offering personalization.I would like EBSCO to tell me which providers support personalization and what attributes are required. I will choose which providers to release additional attributes to after I review their privacy policy.I do not want EBSCO to release any additional user attributes to my providers. We will only allow automated personalization using anonymous identifiers

5.1 Would you like to set-up custom user categories/groups?

Yes, I want to categorize my usersNo, I don't need to categorize my users

5.2 Create a custom attribute (category) for my users

Enter the label/name of the category

It should describe the type of user category e.g. jobrole, position, department etc.

Enter each value on a separate row. Click 'add another value' to add an additional option

List one option in each field. Click 'add another value' to add additional options. For example if the label was 'position' than values could be 'student' or 'doctor' etc.

Questions/Notes:

7. MyAthens

MyAthens is a simple, personal portal where each user can log in and personalize their MyAthens account. It also displays all the resources that the user is allowed to access according to their permission set(s).

7.1 Upload library icon (100x100 pixels):

7.1.1 If you prefer, you can enter a link to your library logo instead:

7.2 Please add text below if you would like to include a custom 'Welcome' message in MyAthens. You can include basic HTML (e.g. links):

7.3 Please indicate if you would like to include one of the following search boxes:

If you selected other, please attach the basic HTML of the search box you would like included (please note that MyAthens does not support Javascript):

9. Self-Registration

You will be sent a draft design for feedback and approval before OpenAthens starts building your registration form.

Example live form:
DeepMind

NAVMISSA

Library for Health

NHS

Users can only register if they are a valid user of your organization. They can do this by registering an approved email address (network-owned email domain) and/or their IP address (network range).

9.1 Choose your preferred validation option:

9.1a Please complete the information below:

IP addresses

Enter different IPs for self-registration:

Email Domain(s) (e.g. ebsco.com):

Please write a brief explanation about why email/IP can't be used to validate any users:

Please indicate if any user groups will be unable to register using a work email (e.g. contract/remote staff)

Please indicate if any user groups will be unable to register with a work email AND/OR IP address (e.g. contract/remote staff)

Please indicate if any user groups will be unable to register from a network IP address (e.g. contract/remote staff)

9.2 What is your preferred date format?

9.3 Please select a branding option:

Basic - I will provide a logo for the header, a font face, and a colorAdvanced - I will provide header/footer code and/or CSS (additional cost, please discuss with your Sales rep/IPM)Basic - Copy branding from our website

Please paste the URL of the website you want us to use as a reference:

Note:

IT can provide CSS (cascading style sheet) based on your website or intranet page. Using CSS helps your form blend seamlessly with your website. If this is not possible, please provide a URL or basic style guidance. There could be an additional cost for this. Please discuss with your Sales rep/IPM.

Attach any branding files here (e.g. logo / CSS):

Choose Basic Branding Options

Header logo positioning:

Add any additional notes about your branding requirements:

9.4 User Information

Users must complete required fields: first name, last name, email address PLUS organization/group (if applicable).

Please select the optional fields you would like your users to complete:

	Include as required	Include as optional	Do not include
Title (field includes "Mr. / Mrs. / Ms. / Miss / Dr. / Prof.")
Department (department within the organization, free text field or drop-down)
Position (free text field)
Telephone (free text field)
Employee/Student Number or ID (free text field)
Address (free text field)
Allow temporary users to set different expiration date (e.g. contract staff) (field includes radio buttons for ongoing/temporary + calendar for contract end date)
Other (please use the free text section below to provide more information)

If you would like to store other information about your users, provide details below. EBSCO will advise if this is not possible.

If you would like to rename any of the fields above, please list them here with your alternative text.

Thank you for completing the OpenAthens Set-Up Questionnaire!

Remember to click 'submit' to send your response to EBSCO.

You will receive a copy of your form responses and an EBSCO support case number.

If you want to send a copy of the form to additional contacts, please enter their email address(es) in the field(s) provided.

Additional contact email

Please provide any additional comments below. (Do you have a launch date in mind? Could the form be improved? Do you have any additional questions about your implementation?)