Access to Electronic Resources Licensed by the Library Procedure

Parent Policy

Access to Electronic Resources Licensed by the Library Policy

This procedure outlines processes for providing access to Library licensed electronic resources, and should be read in conjunction with its parent policy and the access to electronic resources discussion paper.

To comply with licence agreements, the University must limit access to users as defined in each of the electronic resources contractual agreements. The majority of these contractual agreements define authorised users as staff and students of the University as defined by the University statute. Negotiation for additional categories, alumni and walk-in users are not consistent across all licences. On-campus access to electronic resources is provided to walk-in users within the campus libraries. Use of an electronic resource must comply with the particular contractual terms governing that resource.

Authcate is a means of limiting access to predefined users. Currently the University's definition of an authorised user for Authcate purposes is broader than the definition of authorised user that is contained within the majority of electronic resource licences. For example, Information Technology Services may authorise creating an Authcate account in the Monash Directory Service for consultants, visitors, honorary appointees, collaborative researchers and alumni, but these categories of users do not comply with the definitions of authorised users in licences.

Definition of terms

Monash Directory Service: The Monash Directory Service (MDS) is a collection of basic information about staff and students. It is updated from a number of sources, including personnel and student database systems, on a nightly basis. See also definitions in the Parent Policy

Assumptions

As noted above, Information Technology Services provides different categories of Authcate to suit a range of different user groups within the University community. The following procedures assume that the Authcate categories listed below provide Library-related access as follows:

1. Monash University staff, as defined by the University statute: full access to Library electronic resources
2. Monash University students, as defined by the University statute: full access to Library electronic resources
3. Generic accounts for Library walk-in user workstations: full access to Library electronic resources
4. External users covered by licensing agreements and authorised by the Library on a case-by-case basis: full access to Library electronic resources
5. Staff not covered by Statute 1.1 - Interpretation: no access to Library electronic resources
6. Students not covered by Statute 1.1 - Interpretation: no access to Library electronic resources
7. Other categories not specified above: no access to Library electronic resources.

Responsibility

Deans, Faculty Manager, IT Managers, Divisional Directors

Procedures

On commencement of a new member of staff or student, or other request for Authcate access, the University staff member responsible for assignment of Authcate must establish the person's status according to the definitions given in the University statute. Status is indicated by the appropriate staff or student attribute in the Monash Directory Service entry and must be authorised per the following example:

Authcate and Monash Messaging Services (MMS) accounts must be created using the steps detailed at http://www.its.monash.edu/staff/systems/mds/technical/newaccount.html

Responsibility

Deans, Faculty Managers, IT Managers, Divisional Directors

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