Cancelling individual eJournal subscriptions in Alma

Owned by Lauren Syer
Last updated: Aug 09, 2024 by Hannah YeatmanVersion comment
About this page

Scope:

Workflow steps for cancelling individual eJournal subscriptions in Alma

This DOES NOT include eJournals whose access continues despite changes being made to the order or subscription (e.g., the eJournal is now part of a package)

Labels:

Contents:

Contributors


Todd Moody 

Hannah Yeatman, Lauren Syer

Close order

  1. Search for order in Alma. Click Edit.
  2. Add Cancellation restriction note: <Canceled per selector - YYYY> This is reportable in analytics.
    1. Include brackets; use calendar year
  3. Optionally, in Note tab, add note about the cancellation, e.g.: "Subscription canceled with end of 2020 per AS." This is not reportable in analytics.
  4. Click "Close" to close PO Line.

IMPORTANT NOTE

Closing the POL will automatically generate a new Electronic Resource Activation Task.

Cancellation restriction note

Handle the Electronic Resource Activation Task

  1. Open the Electronic Resource Activation Task List

    1. Use the clipboard in the task bar, or in the Resources menu > Manage Inventory
  2. Click on the Unassigned Tab.
  3. Locate your portfolio.
    1. If the list is sorted by Status date it should be near the top of the list.
    2. You can also search for your portfolio by title or POL number if preferred.

Open E-Resource Activation Task List


Locate your portfolio

Update portfolio coverage dates

Edit portfolio

  1. From the activation task list, click the ellipsis for your portfolio.
  2. Select "Edit Resource". This will open the Electronic Portfolio Editor page.


Update local coverage

  1. Click the Coverage tab.

  2. Click Add Date Information in the Local Date Information field.
  3. Add the end year of your subscription to the Until Year field (and Volume if known at the time).

  4. Click the Only Local radio button. The end date of the subscription will show to the public.

From Date

We won't always know what the final "From Year" is at the time of cancellation due to fact that most subscriptions have access to more years while currently subscribed, but once we cancel we maintain access only to the years we had actual paid subscriptions.

Add portfolio cancellation note

  1. Add a note to the portfolio indicating subscription is canceled, e.g.: "Subscription canceled with end of 2020 per AS." 
  2. Save.

YOU ARE NOW ASSIGNED

The Electronic Resource Activation Task will now be in the "Assigned to Me" tab instead of the "Unassigned" tab of the Electronic Resource Activation Task List. You will be expected to update the coverage dates once the subscription is cancelled, and current access is deactivated by the vendor.

Update local coverage

Edit the task

  1. Click the ellipsis for your portfolio.
  2. Select Edit (this will allow you to update the Task and not the actual resource).

Edit the task


Change Status and Due Date 

  1. Change the status to Canceled - Update Access

    1. Changing the status is necessary so that staff know to look at the access and confirm the start dates of our perpetual access, which may not be clear at the time of cancellation.

  2. Change the due date to shortly after cancellation.

    1. Since most eJournal subscriptions are calendar year, this date can be set to February 1 of the following year.

Release assignment if necessary

If you know you will not be updating coverage dates in the future, return to the task list.

  1. Find your portfolio.
  2. Click ellipsis.
  3. Select Release Assignment.
    1. This will move the task back to the Unassigned tab and the Status will inform staff that the coverage will need to be updated.


Change status


Change due date


Final step: Update coverage with final coverage dates

Once sufficient time has passed for the vendor to process the cancellation, staff must return to the portfolio.

  1. Confirm the actual access we have after the cancellation
  2. Update the coverage as necessary
  3. Click Done on the E-Activation task to complete the process.