VLeBooks Admin Guide

ADMIN GUIDE

Contents Browsing and Purchasing eBooks ..............................................................................................................................................3 eBook Licences.............................................................................................................................................................................4-5 Adding eBooks to your LMS .....................................................................................................................................................6-7 Platform Administration ................................................................................................................................................................ 7 Account Settings & Preferences ................................................................................................................................................8 Loan and Download Preferences ...............................................................................................................................................8 Display Preferences ........................................................................................................................................................................9 Title Administration ................................................................................................................................................................10-11 Marketing Manager .................................................................................................................................................................... 11 User Maintenance ....................................................................................................................................................................... 12 Adding Users .................................................................................................................................................................................. 13 Reservation Administration ....................................................................................................................................................... 14 Purchase Suggestions ................................................................................................................................................................ 15 Content Selections ....................................................................................................................................................................... 15 Access Request Prompts ........................................................................................................................................................... 16 Reports.............................................................................................................................................................................................. 16 COUNTER Reports........................................................................................................................................................................ 17 Libary Lists.................................................................................................................................................................................18-19 Shortcuts ctrl+shift+3 Cycle through single page, ctrl+shift+f Toggle sidebar double page, cover page view ctrl+shift+q Cycle page background colour ctrl+shift+4 Bookmark this page f1Link to Help document ctrl+shift+5 Go to next bookmark ctrl+shift+f1 Allowance summary ctrl+shift+6 Zoom to fit to page ctrl+shift+f2 Table of contents. Use the arrow ctrl+shift+7 Zoom to fit to width keys to navigate chapters sub-headings and ctrl+shift+8 Rotate current page sections. ctrl+shift+p Print dialog ctrl+shift+f3 Search ctrl+shift+k Copy text from current page ctrl+shift+f4 Thumbs ctrl+shift+e Export annotations ctrl+shift+f5 Dictionary ctrl+shift+s Show annotation share code popup ctrl+shift+f6 Annotations menu ctrl+shift+y Import annotation share code ctrl+shift+[ Readaloud start / pause ctrl+shift+z Zoom in ctrl+shift+] Readaloud restart current page ctrl+shift+x Zoom out ctrl+shift+@ Readaloud dialogue popup 2 VLeBooks Admin Guide

Browsing and Purchasing eBooks You can find & purchase eBooks with Browns in a number of ways via the website. Simply hover over the ‘Browse’ Tab in the purple menu bar to display the mega-menu you see below. The highlighted areas show eBook categories broken down by genre, age and curriculum levels: There are also a lot of helpful collections to view which have been created by our Stock Selection team, who have over 40 years’ experience collating reading lists & providing recommendations of suitable content for a range of customers. For searching, advanced search and filtering, see ‘Browns Books User Guide’ for more information. VLeBooks Admin Guide 3

eBook Licences eBooks purchased to access via the VLeBooks platform are subject to one of five different licence types: User Model Licence – This licence is most easily equated with physical library book lending. A User model eBook will have a specified number of users permitted to access the title at any given time; much like having a specific number of physical books on a library shelf. Once the maximum number of users has been reached at a particular time, another student will not be able to download or read this title online until one of the following happens: • The previous user’s download expires • The online reader is closed • The reader is left idle and times out All of which will automatically check the title back in and make it available to read again. Unlimited User License – This license can be accessed by an unlimited number of users simultaneously, and is displayed on the website as ‘9999 Users’. Any number of users can read or download these books at the same time without restriction. Some unlimited licenses have an expiry term, i.e. 1 year or 2 years, and after this date the license will expire. Other Unlimited use licenses are available on a perpetual basis and do not expire. Credit Model Licence – A Credit model book will have a predetermined number of credits allocated to it on an annual basis. Each credit will allow one user access to the title for 24 hours. So, either 1 download day or, repeated access via the online reader within this period. This model supports multiple concurrent users – an unlimited number of students can read a credit model title simultaneously, providing there are credits available to facilitate this. Credits will replenish back up to the original amount annually, without any further charge or intervention necessary. This will occur on the anniversary of the purchase. When browsing for titles to purchase, you may also see that some licences have a number of ‘issues’ and days. This is known as a Limited Issue title. Limited Issue User Model License - This license is very similar to the ‘User Model License’ license, in as far as it can only be accessed by one user at a time. Where this title differs is that it comes with an allocated number of ‘issues’ available. When it is read online/downloaded to a device it is locked to that user for a period of between 7 and 28 days (the time period is selected by the student when they first access the eBook) and this counts as 1 issue. When all the issues have been used up, or after two years, whichever comes first, any eBook purchased under this license type expire. To continue access to the eBook, the title would need to be purchased again. This license is designed to mimic the wear and tear that a physical book may endure. Annual Licence Model - Some titles will be sold on an annual subscription basis and a price will be agreed in conjunction with the publishers based on an institution’s specific requirements for levels of user access. These titles will be provided on VLeBooks for 12 months and subscription can be reviewed and renewed yearly. VLeBooks - on-line reader For eBooks that are read-online they are either in ePub or PDF formats. For ePub titles these are then either reflowable format or fixed format. Reflowable - the user will have the option to switch between vertical or horizontal scrolling. Fixed format - the user will be able to choose to read the title in a single or double page layout. The different formats are all dependent on how the publisher delivers their content to VLeBooks - the preference is ePub. The formats will be shown when searching for eBooks on our website. In some instances, both PDF and ePub are available for the same title under different eISBNS. 4 VLeBooks Admin Guide

Once you have decided which license type you would like to use, simply select it from the drop-down box on the right-hand side. and click Add to Basket. Please note – it is possible to add both physical books and eBooks to the same basket and check them out at the same time, however, they will invoice separately. This is because eBooks are fulfilled instantly, so they become availa- ble to read immediately. VLeBooks Admin Guide 5

Adding eBooks to your LMS Once you have completed your eBook purchase, you’ll be able to view your order by navigating to the ‘All Orders’ Section of the website. To do this, hover over the ‘My Account’ and click ‘All Orders’. When you have located the order you are looking for, click the details link to the left. You will then be presented with an order summary screen which, will give the option to download MARC21 records for your order. The Browns Books Customer Care team are on hand to assist with guiding you through the setting up of Marc Record downloads. A copy of the Marc record Terms & Conditions can be found here https://www.brownsbfs.co.uk/Content/Storefront/assets/resources/PDF/marcterms%20interactive.pdf. Simply complete & return this to us via email. 6 VLeBooks Admin Guide

Browns Books are able to automatically send MARC records for your orders immediately via Email or FTP to you. As well as the eBook URL in the standard location, we are also able to customise your records to add/remove fields to your specification. For details on how to import these records into your library management system, we ask that you contact your LMS supplier. Platform Administration Accessing your VLeBooks account administration portal, couldn’t be easier. Just hover over the ‘My Account’ tab on the Browns website and under ‘VLeBooks Account’ click ‘Account Settings’. You will then be asked to click on “Access VLeBooks Account.” Now you will be logged into VLeBooks as an administrator, where you can amend and oversee the settings for your institution’s VLeBooks account. VLeBooks Admin Guide 7

Account Settings Institutional Logo You can select any jpg, png or gif file up to 50kb in size to display on the portal home page to customise the platform for your institution. This will appear in the top left-hand corner of the screen for users. Library Helpdesk Email Any questions or feedback sent through the “Email your library” submission form on the portal home page will be delivered to the address specified here. Note: this would usually be your library helpdesk email e.g. ‘library@ myuniversity.ac.uk’. Library List Enabled This allows you to toggle Library Lists on and off. For further information see the Library Lists section of this user guide. Show Unowned Content This gives you the functionality to permit your users to browse and preview titles which are not owned by your institution. For further information on how to control what’s available to users, please see the Content Selections section. Purchase Suggestions Enabled Give your users the ability to recommend titles for purchase. For further information, please see the Purchase Suggestions section. Loan and Download Preferences Maximum Download Days (Credit Model) - Set the maximum download period for credit model eBooks. If in doubt, set these to values similar to your print library loan periods, although you may wish to set the credit model download period to a lower figure to conserve credits. This is a platform default settings, however you can also apply different rules for individual titles - see page 10 for title administration. Maximum Download Days (User Model) - Set the maximum download period for eBooks with a user model licence type. This is a platform default settings, however you can also apply different rules for individual titles - see page 10 for title administration. Loan Days (Limited Issue) – the minimum and maximum number of days a user can loan an eBook with a limited issue licence. User Restrictions Maximum Number Items on Loan - Allows you to set the maximum number of eBooks that can be read online or downloaded simultaneously by any one user. As mentioned previously, you can set this to something similar to your print book limit if you are unsure. 8 VLeBooks Admin Guide

Maximum Daily Credit Usage - Limit the number of credits used if you deem this necessary. This limit is applied per user. You can safely leave this at the maximum level unless excess credit usage becomes apparent. Settings can be updated at any time and any changes would be effective immediately. Maximum Loan Extension Requests - A user can choose to extend a download if they think they’re going to need the eBook for longer. This option allows you to set the number of times a user can do this before the book is returned to the library. Reservations • Maximum Reservations Per User–Set the maximum number of reservations a user can have at any one time. • Maximum Time To Collect A Reservation– Set how long a user has to collect their title before the reservation expires and moves onto the next user in the queue. Notifications • Daily Low Credit Warning Enabled – Switch low credit alerts on/off. • Low Credit Report Recipients - Allows you to enter a comma separated list of email addresses to receive email reports when titles are running low on credits. Usually this would be a list of librarians or administrators. • Low Credit Warning Percentages – Determines at which point low credit notifications will start to be sent, i.e., if there are 10% of credits left for an eBook an email will be sent out. • Expiring Limited Issue Title Report Enabled - A weekly email detailing any limited issue titles on your account that have 1-3 remaining usages or an expiry date within 30 days. Display Preferences Licence restrictions visible Enabling this will alert users as to the print and copy allowance for the eBook on the product page, alongside whether the institution owns multiple copies. Display in the Navigation Side-bar Show/hide the author/ Dewey/ BIC facets for user’s search results VLeBooks Admin Guide 9

Title Administration The title administration screen will allow you to edit the settings for an individual title, including the number of days the title can be download for, how long it can be reserved for, and assigning year groups. In order to amend the settings on a title-by-title basis, click on the “Edit” icon on the right-hand side of the table next to the title you are wanting to edit. The download override can be set between 1-28 days or downloads can be disabled by choosing the “disabled” option. The reservation length can be set between 1 hour – 7 days or disabled for the title. You also have the option to remove a title from the library completely by unticking the “Active” checkbox. This could be useful for archiving purposes, while ensuring that the title can be accessed if necessary simply by setting it back to “Active” again. Alternatively, if you are running low on credits and would like to save these for later in the academic year, you can deactivate the title and then make it available again when needed. Year Groups In Title Administration, you’ll also be able to assign year group ranges to the titles in your library, so that students will only be able to access the title if they fall within the specified range. Please note that if you wish to use year group filtering, any user that does not have a year group assigned will be unable to access any titles. Why would you want to use this feature? Let’s say, for example, that your VLeBooks library is going to be accessed by primary age students right up to sixth form. You have purchased a number of titles that will cater to this wide range of readers. As a result, you may have titles which would not be suitable for children of a younger age so, more than likely wouldn’t want primary students to have access to advanced AS/A2 level textbooks, or fiction titles with a more adult subject matter. You can use this feature to separate your primary, secondary and higher/FE eBook libraries, much like you would do with physical books, and ensure that any student that logs in will be able to browse a library with content of interest to them and suitable for their particular age range. 10 VLeBooks Admin Guide

Setting an age range for a title is simple – click on the Edit icon to the right of each title to display the following options: All you’ll need to do is enter your required year groups in the “From” and “To” fields, and click “save”. The range is inclusive, so setting a range from 7 to 9 means that year 7, year 8 and year 9 students will be able to access the title. When a new title is purchased and made available through VLeBooks, it will default to the range 1-13, so if you want a title to be accessible to all students, you don’t need to do anything with it. If you would like to set up Year Groups for your institution, please contact our Customer Care team to enable this on your account. Marketing Manager The Marketing Manager screen is where you can customise the titles that display on the portal home page for students. The System Product displays are generated by Browns Books and are enabled by default. They can be switched on and off by simply checking the box next to each carousel. User Product displays are quick and easy to set up. Create a new display using the “Add New Product Display” button and enter 6 ISBNs in the available fields. You can also add a suitable title to make the list noticeable to your users. Click “Save” to see your new carousel on the portal home page. You can add as many bespoke tabs as you wish. The display carousels can be used to promote particular collections of books (series, subject texts), or you can promote books that you’d like your students to read, or possibly eBooks that students have recommended themselves which you can encourage them to do so via the helpdesk email form. Single Product Displays appear underneath the previous two displays (if enabled). They are single titles that can be customised individually. Select “let me choose” against the pod you would like to customise and you’ll be given the option to enter an ISBN and custom header. Alternatively, the system can choose a title automatically. Please be aware – the available title information for the marketing manager updates nightly, so you will find that titles purchased today will not show up yet. These titles will still be accessible by searching on the portal or clicking the “In My Library” link on the left side of the portal home page. VLeBooks Admin Guide 11

User Maintenance This is where you’ll find your user management options. You can upload single users, batches of users, edit user information and reset passwords. To upload a single user, click “Add User” at the top left of the user table. A new window will pop up in the centre of the screen. Enter user details as appropriate Only a username and a password are required to create a new user, but you can add other details as displayed. If you wish to use year group content filtering, you’ll need to select a year group from the available drop-down box. Click “Save” to add your new user. 12 VLeBooks Admin Guide

Adding Multiple Users You can also manage batches of users yourself by clicking on “add multiple users” The best method to do this is to create a spreadsheet containing two or three columns – username, password, and year group if applicable, but it can also contain additional information including the user’s first name, last name, and email address. Save your spreadsheet as a CSV (comma delimited) file as in the above example. Navigate to the spreadsheet’s location, right-click and choose ‘Open With’ then select to open the file using Notepad. You’ll now have your user data in a format you can easily copy and paste. Select the SAMs Login Group, usually titled ‘Main Account’ or ‘School Name’ followed by selecting the appropriate ‘Columns to Map’ which, in the example, would be ‘User Name, Password, Year Group’ in that order. Paste the data from Notepad into the text box. Select “Append/Update Current” and click “Process” to upload your batch of users. ‘Replace Current’ will delete your existing user list and replace it with the contents of the paste field. This may be useful at the start of a new academic year but please be aware, if you select this option, previous information cannot be retrieved. When creating a user list, you can use a generic password for your user accounts – the system will prompt each student to change their password to something more secure on first logon. Our Customer Care team are happy to manage your users – simply email a list of usernames (and year groups if applicable) and update us at the end of the school year with new users to be added, along with a list of leaving students that need removing. VLeBooks Admin Guide 13

Reservation Administration This section will allow you to have an of overview student reservations on VLeBooks and delete or prioritise them as appropriate. When a student tries to read or download a user model book that another student is currently reading, they will be greeted with a pop-up box top let them know that the eBook is currently in use and give them the option to reserve the title and prompt the user for their email address if it is not already stored on VLeBooks. Once the title becomes available again, the student will receive an email to let them know, they will receive a pop-up notification the next time they log into VLeBooks, and a new bookshelf titled “My Reservations” will be created (if it doesn’t already exist) with the reserved title automatically added to it. This reservation will be valid for 7 days, although you have the option to change this in the Account Settings section. The reservation system is automatic and does not require any intervention; however, these options are available should you need to cancel a reservation for any reason, or change the priority on a particular reservation, for example to allow a student in desperate need of an eBook to ‘jump the queue’. Multiple reservations from different users for the same title will default to being prioritised by the date and time the reservation was created, and will be placed at a medium priority (3). Within each priority group, the oldest reservation (i.e. the user waiting the longest) will be the next user to receive the title. You have the option to increase or decrease the priority of a reservation (With 1 being the highest priority) to enable you to move certain users to the top of the queue. Reservation extension requests are also created as a priority 1 to ensure that users receives their loan extension immediately. 14 VLeBooks Admin Guide

Purchase Suggestions If activated in your account settings, your students will be able to preview eBooks that the library does not currently own and make suggestions to you using a simple submission form. These recommendations are collated in the Suggestions section in the Admin tab. You can choose to view further information about the suggested title by clicking on the basket icon; this will take you to the title’s page on brownsbfs.co.uk, where you can choose a license and add the title to a basket for purchase. Alternatively, you can reject the suggestion using the red cross icon. If you purchase an eBook based on a suggestion, the student will receive an email to inform them that the title is now available to read. A popup will also appear the next time they log into VLeBooks, and a bookshelf entitled My Suggestions will be created (if it doesn’t already exist) containing the newly purchased title. Rejected suggestions will also inform the user that the title has not been purchased on this occasion. Content Selections If unowned content has been enabled in the Account Set- tings, you’ll be able to control what content your users see in this section. You can choose to allow only the most up to date content to be viewed by selecting a date to include content pub- lished after this time. Content can be further refined by editing which Dewey Classifications are available to users, alongside readership levels. VLeBooks Admin Guide 15

Access Request Prompts Access request prompts give you the opportunity to collect data from users when they are recommending a title for purchase. Select the required prompts and then click “save”. For free text fields, such as “Request a Reason for Access” entering a response on each line (separated by a carriage return/enter). These will then appear as a drop down menu to the user when entering a response. Reports • Owned Content Report – Allows you to see licence & usage data on the eBooks you own. User model books will show how many copies you have and how many users can access this eBook. Credit model books will show number of copies and a maximum number of credits. It will also display how many credits have been used so far, how many remain, and the date the credits are due to replenish. Clicking the arrow to the left of a title will allow you to see who has accessed the eBooks, when they’ve accessed it, and whether it was downloaded or read online. • User Summary Report – Allows you to view individual user activity such as titles they access, how many credits they’ve used and when they have accessed eBooks in your catalogue • Popular Unowned Content Report – Displays what eBooks are popular with other institutions. Useful as a suggestion guide for purchasing eBooks. • Low Credit Report – You can enter a percentage value and this will display all of the eBooks that have below this percentage of credits remaining. • Turn Away Report – this report will add a tally against an eBook when a student has been unable to access it, either because it is a user model book that is currently being read by another user, or because it is a credit model book with no credits remaining. Allowing you to gauge title demand and popularity, and to pick up on credit books that may have been missed in the low credit report. 16 VLeBooks Admin Guide

COUNTER Reports • PR_P1 – Platform usage Platform-level usage summarized by Metric Type. Examples: o user performs quick / advanced search o user accesses saved search • TR_B1 – Book requests by month and title Reports on full-text activity for books, excluding Gold Open Access content, as Total Item Requests and Unique Title Requests. The Unique Title Requests provides comparable usage across book platforms. The Total Item Requests shows overall activity; however, numbers between sites will vary significantly based on how the content is delivered (e.g. delivered as a complete book or by chapter). Examples: o User downloads a title o User reads a title online • TR_B2 – Access denied to content by month and title Reports on Access Denied activity for books where users were denied access because simultaneous-use licenses were exceeded or their institution did not have a license for the book. Example: o User accesses a title which has run out of credits (no_licence) o User attempts to access an owned user licence title which has reached the maximum number of concurrent users (limit_exceeded) • TR_B3 – Book usage by month and title Reports on book usage showing all applicable Metric_Types broken down by Access_Type. Example: o User accesses the product page of a title o User previews a title SUSHI Data Collection By using the SUSHI Reporting URI and adding the necessary parameters, you should be able to collect COUNTER reports automatically. Please contact us for further information regarding SUSHI. VLeBooks Admin Guide 17

Library Lists As a member of staff, you will be able to see all Library Lists and create new ones. The new options are located at the top of any page as long as you are logged in. From here, you’ll be given the option to create a new library list, or to manage existing lists. If you create a new list, you’ll be prompted to enter a category and a list name. This will allow for easy categorisation of multiple subject lists. Once you’ve created your list, you’ll just need to browse the catalogue as normal and find/search for titles you want to add to your list. When you have found a suitable title, click the “Add to Library List” button to add this to an existing list or to create a new one 18 VLeBooks Admin Guide

You can view the list at any time, and even get a link for the list – this will let you email your list to students, place it on your VLE under the relevant subject area, or even create QR codes to display in the library or elsewhere. Students are able to access lists created by staff members through the Library Lists link at the top of the page. A student will then be able to subscribe to a list from here – subscribed lists will show on the left-hand side of any page for quick access. VLeBooks Admin Guide 19

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