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Serials/Electronic Resources Workflows

Kanopy Request Process

  1. Electronic Resource Librarian receives request from Kanopy
  2. ERL checks catalog to determine we don't already have as a DVD
  3. ERL contacts requester.:
    • Student requester and we have on DVD: tell student DVD is available and there is a player in the library. We will not license streaming in this situation.
    • Student requester, do not have on DVD: verify need urgency and format necessity. Get on DVD if possible.
    • Faculty requester and we have on DVD: see if DVD is acceptable for their needs
    • Faculty requester and do NOT have on DVD: see how soon the film is needed and if they plan to watch in class or outside of class. If not urgent and watching in class, order DVD. 
  4. If streaming required/need within 2 weeks, ERL completes order on Kanopy (invoice instructions below)
  5. If streaming needed but not immediate, complete order on Kanopy with delayed start (invoice instructions below)
  6. In comments, request that Kanopy takes payment from funds on deposit

Kanopy Invoice Process

  1. Invoices are sent to ERL on the last day of the month on a monthly basis.
  2. Forward copy to director with updated balance from Kanopy dashboard (under packages)
  3. Update Kanopy Triggers spreadsheet (in Databases->Kanopy folder)
  4. Forward invoice email with updated spreadsheet to Cataloging Librarian

Note: CL adds item records to Sierra for purchases. You can look them up in Sierra by doing a barcode search for the word Kanopy. Updated quarterly with this list.

For mediated purchases, also include Acquisitions Asst.