OpenAthens Managed Directory Set-Up Questionnaire

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Welcome to OpenAthens!

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

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

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

7. User acceptance testing

8. Bulk upload of user accounts (optional)

9. Training (optional)

10. 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 Implementation Project Manager with any questions.

1.1 Administrator Details

Organization Name:

EBSCO Customer ID (Consortium Parent ID if applicable):

OpenAthens main administrator (owner) contact details:

First Name:

Last Name:

Email:

Phone (with regional code):

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.

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

Yes, via Vendor Cart or Resource TemplateNo, I need to send EBSCO my resourcesNo. I order ALL my online journals, eBooks and databases from EBSCO Subscription Services. 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

Please list any notes about your license restrictions:

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:

Please include the name of the organization in the file name.

Upload your file here:

4. End user account management 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 warning that their account is about to expire

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

Warning: Your administrator is responsible for maintaining your OpenAthens user directory/accounts. 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)). The administrator will be sent a warning 30 days before accounts are due to expire so they can take appropriate action. 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 port to help users see their account details and access the library.

7.1 Upload library logo (up to 10mb size):

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

Bulk Upload

A bulk upload will create multiple personal accounts in the OpenAthens managed directory. The users are sent an activation email so they can create their password.

EBSCO can help you process a bulk upload to create your accounts on OpenAthens Go Live.

Would you like to complete a bulk upload?

No - I won't need a bulk uploadYes - I will send the bulk upload data later

User data for bulk upload

Download the template. Complete the required fields and return it to your Implementation Project Manager.

Required
-First name
-Last name
-Email address
-Organisation name (you must include the organisation name if you are setting up multiple organisations)

Optional

-Phone
-Fax
-Identifier (student ID, etc.)
-Department
-Position
-Postal Address
-Other notes

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

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?)