Liaison's Guide

Responsibilities of I-Share Library Liaisons

The chief executive officer (e.g., dean, director, university librarian) of each CARLI/I-Share member institution's library is expected to appoint an individual from the institution's library staff to serve as the institution's I-Share Liaison. Efforts should be made to select a Liaison who has a broad view of the CARLI services used by the institution and who is able to disseminate information effectively to library colleagues, and from the library to CARLI committees and staff. It is important that each I-Share library's Liaison position be filled at all times and that the CARLI Office be promptly notified if the Liaison role is assigned to another individual. I-Share Liaisons do not meet formally as a group, but all CARLI committee and task force meetings are open and I-Share Liaisons are welcome and encouraged to participate. A more detailed summary of a library's ongoing responsibilities as a CARLI member institution may be found in the CARLI Membership Agreement.

While the particular assignments of I-Share Liaisons will vary over time, the ongoing responsibilities of the position fall into two primary categories: 1) Managing a communication channel between their institutions and the CARLI Office and Organization; and 2) Maintaining institutional accountability for I-Share system operational matters.

The Role of I-Share Liaisons Webinar

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Communication responsibilities of I-Share Liaisons fall into three areas: 

A. Receiving communications from the CARLI Office.

The I-Share Liaison will serve as the primary contact person in the library for operational information from the CARLI Office. While CARLI Office staff make efforts to assure the widest dissemination of information and materials related to the consortium and its online services, some materials, due to their format, cost, or restrictions imposed by their producers, cannot be distributed electronically or copied in bulk. In these cases, the I-Share Liaisons will be the primary recipients and are responsible for coordinating any redistribution of these materials within their institutions. Documentation and files of information received by the Liaison should be made readily available to library staff and the Liaison's files should be maintained and, in the event that the Liaison assignment changes, turned over to the institution's new I-Share Liaison.

Communication with CARLI Office staff and among CARLI libraries is facilitated by subscribing to the various e-mail lists maintained by the CARLI Office. As these lists are used to convey important notices related to the use and availability of CARLI online services, it is important that each I-Share library have at least one staff member subscribed to each of the lists named below at all times. Liaisons will be subscribed automatically to all of the following lists to ensure that they (and thereby their libraries) receive all CARLI announcements:

  • i-shareliaisons@carli.illinois.edu: Announcements sent to Liaisons
  • i-share@carli.illinois.edu: Broadcast announcements to the I-Share community
  • announce@carli.illinois.edu: Broadcast announcements to the CARLI community
  • ResShare-ig@carli.illinois.edu: News and discussions of interest to access services staff
  • PubServ-ig@carli.illinois.edu: News and discussions of interest to public services staff
  • TechServ-ig@carli.illinois.edu: News and discussions of interest to technical services staff

B. Redistributing CARLI information within their institutions.

Within each institution's library, the Liaison should be aware of which staff use the various CARLI services on a regular basis. I-Share components include I-Share's public access catalog; circulation system and services related to patron file maintenance, notice production and interlibrary loan; database maintenance tools and OCLC cataloging interfaces. If CARLI announces scheduled downtime for Voyager, Liaisons should consider how their libraries will be affected. Liaisons are encouraged to read messages posted to CARLI e-mail lists and to forward them to their colleagues who would be interested in, or affected by the subject matter. Subscription to most lists is open and Liaisons should encourage staff at their institutions' libraries to subscribe to lists related to their areas of specialty. Visit the CARLI Email lists page for more information on the CARLI lists and to subscribe.

In addition to disseminating announcements about CARLI/I-Share systems, Liaisons should make a practice of sharing information about CARLI committee activities, initiatives, and concerns; reviewing CARLI comittee  activities with their library administrators; and publicizing committee programs and encouraging staff attendance. I-Share Liaisons should strive to make sure that their colleagues are aware of changes being made to CARLI/I-Share services and that they participate in any pre-installation testing that the CARLI Office may request. Also, I-Share Liaisons may be called on to make sure that their institution has reviewed and responded to an information query from the CARLI Office such as a request for local profile or configuration information required to implement a new I-Share service.

C. Serving as a voice for their institutions within CARLI.

I-Share Liaisons should serve as a proactive voice for their institutions in the CARLI Organization. I-Share Liaisons should bring their questions and concerns about CARLI services and activities to the attention of the .

Liaisons should also encourage their colleagues to communicate directly with their elected or appointed counterparts on appropriate CARLI committees. Liaisons can also play an active role in CARLI by recruiting capable and interested colleagues for membership on many other committees within CARLI.
 

To assure the integrity of CARLI's online services, the CARLI Office must require that some matters related to the local management of CARLI services be handled by contact people who have been granted that authority by their institutions' library management. For example: requesting changes to staff logins or authorization privileges. These types of service requests must be submitted by designated contacts. In most I-Share institutions, the Liaison will be such a designated contact. For some of these roles, such as login security, member institutions should assign more than one person to be a designated contact to assure adequate coverage. The chief executive officer of each member institution's library should make sure that there are always individuals on the library staff who are charged with the following responsibilities:

A. Programming Work Requests

Requests for "on-demand" statistical reports against a Voyager database, or special Voyager database maintenance projects should be submitted by the I-Share Liaison, Library Director or their designate via Work Request Online. WROs generate a new ticket and unique tracking number in CARLI’s general support system, and all correspondence and activity for the WRO will be handled via the ticket. Both the person filing the request, and the I-Share Liaison will receive a copy of all future correspondence regarding the individual WRO. The Liaison or their designate should track the library's pending work requests, and when notified that the work request has been completed, see that the work is tested and/or verified.

B. Login Security

Each institution needs to have at least one login security contact. The I-Share Liaison will typically be one of these contacts. This person is responsible for reporting problems with I-Share system logins, requesting new logins, requesting that logins for former staff be disabled, and seeing that the library has ongoing and adequate access to the SFTP directories used to transmit data from CARLI to member libraries. For more information see the documentation on the SSH Secure Shell.

C. Problem Reporting Procedures

The I-Share Liaison should see that their library establishes and maintains procedures for reporting system and connectivity problems to CARLI and local network support staff.

D. CARLI Directory Updates

The CARLI Office maintains a database of CARLI libraries. Each library is profiled with key data for the I-Share community. If there are changes in personnel, telephone numbers, or other information, the Liaison is expected of these changes in a timely fashion.

Spend some time browsing these sites, they are full of information for your own use and to share.

CARLI office (contact information: phone, fax, emails, address)

Calendar of CARLI events, meetings, etc. (When and where is that meeting?)

I-Share documentation

Training materials (Handouts from Voyager and other training sessions)

Voyager Information for Network Administrators

Latest News on the CARLI web site

Ex Libris’ incident-tracking system (Password protected)

Daily:

  • Read your email to check for information from lists that should be redistributed within your library.

Regularly:

  • Check the latest CARLI and I-Share-related news.
  • Read the CARLI Newsletter for information that should be redistributed within your library.
  • Request and/or retrieve needed reports on Voyager activity.
  • Patron Batch Loads (schedule according to your own institutional needs).
  • Calendar maintenance–If your library creates new circulation calendars for Voyager for each semester, please make sure this SysAdmin work is completed in a timely manner to avoid Circulation transaction glitches.
  • Check your institution's entry in the CARLI directory; of any changes to the CARLI Member database.

As needed:

  • Complete WRO’s as needed/requested by others in library.
  • of significant personnel changes at your library (which might affect account suspension, email list subscriptions, directory updates, committee memberships, etc.)

As an I-Share Liaison, you will need to keep track of several types of information for your library. The following charts are intended to give you an idea of the types of things you need to know; however, you may find that you prefer another format, wording, etc. Feel free to use the charts as is, modify them to suit your own needs, or use these ideas to make your own charts or database to track the information.)

Liaisons Charts

There is too much Liaison information for you to keep track of in your head. For easy reference, keep all of the Liaison documentation together in an electronic or manual folder.

If you or a staff member needs help, you’re welcome to call or email the CARLI Office, but you may want to take a look at the CARLI web site first. Try one or more of the following:

I-Share Documentation

Site search function

You may also want to conduct a search in Ex Libris’ incident-tracking system

Participate—and encourage other staff in your library to participate—in training, meetings, etc. offered through CARLI. These events provide information as well as opportunities to meet new people with different ways of doing things—it may just help your library solve some little (or huge) problem you’ve been grappling with for some time.

Encourage staff members to keep track of Voyager preferences, defaults, tag tables, .ini files, etc., by paper charting, copying the file to a disk, and/or taking screen shots as appropriate, so that if these are changed or deleted by mistake, there is an easy way to set them up as before.

You, or the Voyager SysAdmin rep, may want to take screen shots of current security profiles you have set up in Voyager and date them. If you make changes with unforeseen results, you can refer to the previous settings to replicate the authorization.

There are many username and password combinations for I-Share related matters. You many want to use one of the Liaisons Charts, or one of your own, to keep track of these.

  • The Library Director or existing Liaison should of the new Liaison’s name, phone number and email.
  • Forward all electronic and physical files to the new Liaison.
  • Share the username and password information for secure FTP accounts and web sites with new Liaison.
  • Direct the new Liaison to this guide.