ETAS: Information for Members

Requesting Emergency Temporary Access Services
Assessing ETAS Continuation at Your Library
Summary Terms of Service
FAQ for Member Libraries

Promoting ETAS & HathiTrust

ETAS: Member-Created Materials
ETAS Communications Tools for Members (Word Doc)
ETAS Communications Tools for Members (PDF)
ETAS Deactivation: Preparing Your Community 

Making the Most of ETAS

ETAS Usage Reports
How to Add ETAS Records to Your Catalog
Interpreting HathiTrust Overlap Reports
Making ETAS Items Non-Circulating

Video Recordings

ETAS Virtual Office Hours: Usage & Overlap Reports (June 9, 2020) -- Video
ETAS Virtual Office Hours: General (June 17, 2020) -- Video 
ETAS Virtual Office Hours: Discovery & Integrating ETAS Records (June 23, 2020) -- Video 
ETAS Virtual Office Hours: Continuation for Fall 2020 (August 11, 2020) -- Video

Requesting Emergency Temporary Access Services

Emergency Temporary Access Services must be requested by the affected member library via a process detailed below. Once HathiTrust has assessed the request and verified that the emergency situation qualifies, then HathiTrust Digital Library systems will be updated to enable the emergency access. ETAS is a temporary service. HathiTrust will monitor the situation, and emergency access will end when access to the library’s physical collection is restored. 

This service is available by request ONLY to current HathiTrust member libraries. Review current list of ETAS Approved Libraries.

The request process

1. Review the complete Terms of Service.
   
   
2. Send a message to support@hathitrust.org with "Request for ETAS from [Your Institution]" in the subject line. We will confirm receipt of your request and initiate the review process by email with a subject line that starts with HTS-#####.
   
   
3. We will review your request to assess your institution’s qualifications for the service. In order to qualify your institution must
   
   
   • Be a HathiTrust member library AND a research library affiliated with an institution of higher education. 

   • Have experienced an unexpected or involuntary disruption to services that has required the library to close and suspend patron access to the physical collection.

   • Expect the period without patron access to last longer than 48 hours.

   • Submit documentation to HathiTrust regarding the closure (i.e., campus announcement, closure pages, news, etc.).

   • Verify that only staff, faculty, and current students are able to log in to HathiTrust.

   • NON-U.S. LIBRARIES ONLY: Submit an agreement form that will be sent upon initiation of the request.
   
   
4. During the review process, someone from HathiTrust may contact you to gather more details about disruption your library is experiencing.  
5. If your request is approved, we will alert you to the decision and begin the process to enable the Emergency Temporary Access Service for your institution.
6. If your request is denied, we will alert you to the decision and explain the rationale. You will have the opportunity to resubmit the request in the event that the situation on your campus changes.

Summary Terms of Service 

If enabled, access to the ETA Service follows the protocol below:

• In order to access items opened under ETAS, a person who is a student, faculty, or staff member at the affected institution must be logged in to the HathiTrust Digital Library.

• Only titles held in the physical collection of the affected library are made available for online reading access to authenticated students, faculty, and staff. The duration of the access will be for the duration that the library’s physical collections are inaccessible. Access to copyrighted titles is based upon print holdings reported to HathiTrust by the affected library. Items made available under the service may be read only online, in a web browser. They cannot be downloaded.

• We use print holdings data from the affected library to determine the number of possible concurrent users from the impacted institution for each item that is opened under ETAS. For example, if the affected library owns 2 copies of the item, then only 2 readers at a time from that institution can access the item. 

Read documentation for users of the service.

FAQ for Member Libraries

• Our research library is closed, and the physical collections are unavailable to our campus due to an emergency. How do we turn on the Emergency Temporary Access Service?

• The steps to turn on the Emergency Temporary Access Service are described above. Please gather the information required and

  1. Send a message to support@hathitrust.org with "Request for ETAS from [Your Institution]" in the subject line. We will confirm receipt of your request and initiate the review process by email with a subject line that starts with HTS-#####. If you have questions about your particular situation that you would like to discuss with someone from HathiTrust, please email support@hathitrust.org and mention the ETA Service in your message.
     
     

• If your institution makes a request for the Emergency Temporary Access Service, then HathiTrust will review, and if you are qualified, enable the service. Once the service is turned on, authorized users (typically, current students, staff and faculty) from your institution who log in to HathiTrust will be able to access the books available under the service.

• Who has access to materials under the Emergency Temporary Access Service?

• Faculty, staff, and students affiliated with a member library are able to access books held by their library for which a digital copy exists in the HathiTrust Digital Library. This digital access will end once access to the physical collection is restored.

• Which books can users from my institution access?

• Through the HathiTrust Emergency Access Service, your users have full-view access to items in your library’s physical collection which match a digitized copy in HathiTrust. The information used to identify these materials derives from print holdings data that your library periodically submits to HathiTrust. You do not have ETAS access to items that are not held by your library or that are closed to all users for privacy reasons. In addition, you always have full-view access to books that are in the public domain or are opened through a Creative Commons license.

• May we update our print holdings data? Do you accept incremental updates for a subset of our collection?

• We are not able to accept incremental updates. However, we can accept full print holdings files at any time and they are processed once a month. You can find instructions at https://www.hathitrust.org/print_holdings. Once the files have been submitted, please send a separate message to support@hathitrust.org notifying us that your files have been sent. Please note that it typically takes about two weeks from the start of each month for the full update to occur and the items to be made accessible through the Service.

• I don't understand the print holdings overlap reports that I got when we began using ETAS. What do they mean and how can I use them?
• The overlap reports are avilable to members via a Box link that you would have received when you first signed up for the service. The overlap reports indicate which items included in your most recent print holdings submission would be available through the service. You can learn more about how to read them on the ETAS Overlap Reports web page.

• How can I make items available through the Emergency Temporary Access Service discoverable for my patrons?

• The simplest, and most basic thing you can do is alert your users to visit HathiTrust at https://www.hathitrust.org and log in.

• Follow these instructions on three different methods to integrate ETAS records into your catalog: https://www.hathitrust.org/how-to-add-etas-records-to-your-catalog. HathiTrust encourages member libraries using the Emergency Temporary Access Service to make items discoverable in your local catalog via integrating tab-delimited files (Hathifiles), using our Bibliographic API process, or through discovery vendors. HathiTrust is engaged in discussions with vendors to improve discoverability.

• My library is currently closed due to an emergency. May I join HathiTrust?

• HathiTrust membership is available only to research libraries. If you represent a library that meets this criterion and would like to initiate an inquiry into membership, please contact support@hathitrust.org. Please be aware that setting up membership can take more than a few weeks; it may not be a timely resolution for your library’s closure at this time. See https://www.hathitrust.org/how-to-join for more information on eligibility and requirements.

• Can I use the service to fulfill interlibrary loan requests? 

• If you are a library staff member seeking to connect faculty, staff or students from your institution with a book from your collection, you can direct them to the Emergency Temporary Access service description with instructions on how to login to HathiTrust. Books accessed via Temporary Access cannot be downloaded and redistributed. 

• Can libraries accessing ETAS share scans from their own print books that are also present in HathiTrust, for ILL or local document delivery?
  
  
• Libraries who have ETAS activated are not able to lend the physical volume, or use downloads of the digital volume in HathiTrust to provide document delivery, course reserves, or fill interlibrary loan requests. Libraries may use the physical volume for making independent scans for document delivery, independent scans for interlibrary loan, or independent scans for course reserves following their usual policies in accordance with applicable provisions of copyright law. The key distinction is that while ETAS is activated, the print book cannot be used in full and the HathiTrust digital volumes or pages of volumes cannot be downloaded or used for additional services.