WEBVTT 00:00:01.201 --> 00:00:07.527 In this video, I'll walk you through the process of submitting your district's online database order for the upcoming school year. 00:00:08.208 --> 00:00:14.494 Districts use Library FYI, also known as FYI Menu, to subscribe to online databases each year. 00:00:15.054 --> 00:00:22.021 It is important to remember that Library FYI does not allow districts to purchase Follett subscriptions. 00:00:23.258 --> 00:00:25.193 Let's take a look at the ordering process. 00:00:26.252 --> 00:00:32.335 This graphic shows an overview of ordering online databases using the Library FYI portal. 00:00:33.375 --> 00:00:38.897 The designated staff member submits the district's database order through Library FYI. 00:00:39.618 --> 00:00:48.181 After the cart is checked out, Library FYI automatically notifies our School Library Services team that an order has been submitted. 00:00:48.901 --> 00:00:50.182 We process the order, 00:00:50.662 --> 00:00:57.945 upload a confirmation sheet to your district's shared Google Drive folder, and send the purchase orders to the appropriate vendors. 00:00:58.905 --> 00:01:05.468 When vendors activate your district's accounts, they'll send access information to the appropriate school librarian. 00:01:06.428 --> 00:01:13.711 If vendors also send access information to BOCES, we'll include the information in the shared Google Drive folder as well. 00:01:14.431 --> 00:01:19.753 Your school's Find It page will also be updated with links to your purchased databases. 00:01:21.645 --> 00:01:27.809 Each district has a shared Google Drive folder accessible to the district's school librarians. 00:01:29.890 --> 00:01:37.975 The shared folder includes an order confirmation sheet which lists the district's current subscriptions. 00:01:39.896 --> 00:01:46.059 The folder also includes a spreadsheet with access information to purchased databases. 00:01:48.781 --> 00:01:53.423 Access information will be listed if a vendor shares the information with our staff. 00:01:54.860 --> 00:02:03.681 If you don't have access to your district's shared folder, please e-mail us at library@nasboces.org. 00:02:12.174 --> 00:02:20.138 You can access Library FYI from the School Library Services website at nassauboces.org/nsls. 00:02:20.578 --> 00:02:38.748 Once you're at the website, scroll to the FYI "Online Resource Ordering" section and click the "Library.FYI menu system" link. 00:02:40.749 --> 00:02:47.032 Or you can access Library FYI directly at menu.library.fyi. 00:02:55.611 --> 00:03:03.974 When logging in to Library FYI, your username would be the first letter of your first name, followed by your last name. 00:03:04.614 --> 00:03:09.496 So for example, Jill Adams would log in as jadams. 00:03:10.537 --> 00:03:17.739 If you've forgotten your password, click the "reset your password" link and enter your username or e-mail. 00:03:18.539 --> 00:03:21.740 A reset link will be sent to your school e-mail address. 00:03:22.421 --> 00:03:27.182 Be sure to check your spam folder if the e-mail doesn't appear in your inbox. 00:03:28.383 --> 00:03:36.385 If you don't have a Library FYI account, your supervisor or assistant superintendent for business can request that an account be created for you. 00:03:37.266 --> 00:03:48.469 The request can be sent to library@nasboces.org and should include your name, e-mail address, and the level of access needed. 00:03:49.110 --> 00:03:51.831 Access levels include view only, 00:03:52.311 --> 00:03:54.071 Add to Cart or Checkout. 00:03:57.671 --> 00:04:01.593 After logging in, you'll see the Library FYI homepage. 00:04:02.153 --> 00:04:07.595 The portal usually opens for ordering resources for the upcoming school year in March or April. 00:04:08.556 --> 00:04:15.359 On the left, you'll see the Shopping Cart section, which shows your current cart total and your district's budget. 00:04:16.000 --> 00:04:24.004 Budgets are manually entered by BOCES when your district's superintendent approves the Electronic Letter of Intent, or ELOI. 00:04:24.604 --> 00:04:27.205 This usually occurs in June for most districts. 00:04:27.926 --> 00:04:37.850 Remember, this is a district budget, not an individual library budget, so please be mindful of your library's budget when selecting products to add to the district's cart. 00:04:39.338 --> 00:04:42.059 Let's take a look at the cart for this demo district. 00:04:42.699 --> 00:04:47.260 I'll click on the View Cart link on the bottom left section of the homepage. 00:04:48.421 --> 00:05:00.224 When the portal opens for ordering in March or April, you'll see that your district's cart includes most of the current school year's subscriptions, updated with the prices for next school year. 00:05:00.984 --> 00:05:11.667 For example, if you're ordering for 2026-2027, the cart will list databases purchased through Library FYI in 2025-2026. 00:05:12.587 --> 00:05:17.988 The cost of the databases would reflect 2026-2027 prices. 00:05:18.788 --> 00:05:19.068 BOCES 00:05:19.068 --> 00:05:21.709 fees are included in all pricing information. 00:05:22.909 --> 00:05:29.311 The cart lists each school's subscriptions, total cost per school, and the district's total. 00:05:30.591 --> 00:05:39.794 Databases purchased through a letter of intent, that is, not through Library FYI, will not appear in Library FYI automatically. 00:05:40.754 --> 00:05:50.516 The district's order confirmation sheet in the shared Google Drive folder lists all the databases your district purchased for the current school year. 00:05:51.277 --> 00:06:00.759 Please remember to review the order confirmation sheet, in case there are missing subscriptions in Library FYI, before submitting your district's order. 00:06:02.979 --> 00:06:11.551 To remove a subscription from the district's cart, select the checkbox next to the subscription to be removed, and click the Remove button. 00:06:12.432 --> 00:06:17.879 You must have checkout rights or Add to Cart access to remove subscriptions. 00:06:19.717 --> 00:06:25.959 To add a database, I'll need to return to the homepage to view the list of vendors and available subscriptions. 00:06:27.720 --> 00:06:33.161 So, I'll click on the home link on the left to return to the homepage. 00:06:34.922 --> 00:06:39.883 You can scroll through the list of vendors or use a shortcut to quickly find a vendor. 00:06:40.483 --> 00:06:44.364 On a Windows device, you can hold the CTRL and F keys 00:06:44.924 --> 00:06:51.006 Or on a Mac, you can hold both the Command and F keys to quickly search for a vendor or a subscription. 00:06:51.886 --> 00:06:58.128 For this example, I'll type Worldbook to take me to Worldbook's subscriptions. 00:06:59.808 --> 00:07:11.332 I'll select Early Learning by Worldbook, then add the subscription for one of the schools in this demo district. 00:07:15.253 --> 00:07:18.293 And confirm by clicking add to cart. 00:07:20.694 --> 00:07:25.335 If your access level is view only, you won't be able to add items to the cart. 00:07:26.376 --> 00:07:31.817 You can return to the homepage to add other subscriptions to your cart. 00:07:35.906 --> 00:07:37.867 Some products require a vendor quote. 00:07:38.627 --> 00:07:46.548 For example, Swank requires a quote for all products, and a quote is needed for EBSCO's Flipster Digital magazines. 00:07:47.268 --> 00:07:55.270 When a quote is required, a cost will not be listed for the subscription, and you'll need to select Request other pricing. 00:07:56.310 --> 00:07:59.991 So let's select a Swank product from the homepage. 00:08:01.991 --> 00:08:03.991 The only option here is to request 00:08:04.791 --> 00:08:07.272 other pricing, so I'll select that option. 00:08:09.912 --> 00:08:11.113 I'll select a school. 00:08:14.473 --> 00:08:18.154 And add notes to provide more information about what I need. 00:08:18.874 --> 00:08:22.475 In this case, I want a quote for unlimited titles. 00:08:22.475 --> 00:08:25.675 So I'll add that to the notes section. 00:08:26.795 --> 00:08:34.237 If you were purchasing EBSCO's Flipster digital magazine, you would need to add a list of the magazines you wish to purchase. 00:08:34.957 --> 00:08:41.838 Omitting this information will delay the order process as we would need to contact you for more information. 00:08:42.798 --> 00:08:48.319 Now that I've added my notes, I've selected my school, I'll click add to cart. 00:08:55.370 --> 00:08:58.011 I'll return to view my cart. 00:09:02.612 --> 00:09:08.093 And you'll see that the item, the Swank item I just added to my cart, 00:09:08.963 --> 00:09:11.923 appears with a $0 cost. 00:09:12.764 --> 00:09:19.605 Our school library services staff will be notified of this request and will reach out to the vendor for a quote. 00:09:20.405 --> 00:09:24.966 A cart cannot be checked out with a $0 item. 00:09:26.006 --> 00:09:29.567 So please wait for the price to be updated by our staff. 00:09:34.370 --> 00:09:42.532 Bundled packages allow districts to purchase multiple databases at a lower cost than if the databases were purchased separately. 00:09:43.252 --> 00:09:47.093 For example, Mackin offers bundled packages for ABDO 00:09:47.093 --> 00:09:51.534 Zoom, and EBSCO offers bundled packages for ABC-CLIO. 00:09:52.534 --> 00:10:00.615 If certain databases are entered separately, your order will not be automatically updated to an equivalent bundled package. 00:10:01.095 --> 00:10:05.336 Please be aware of this and select bundled packages when it's appropriate. 00:10:06.296 --> 00:10:11.017 So let's return to the homepage by clicking on the home link on the top left. 00:10:13.418 --> 00:10:25.340 And I am going to go to the section for Mackin and select an ABDO Zoom database bundle. 00:10:30.261 --> 00:10:36.942 For bundle packages requiring a quote, such as Mackin's ABDO Zoom, choose Request Other Pricing. 00:10:39.502 --> 00:10:50.544 I'll select a school, and then select the three databases that I want to include in this three database bundle. 00:10:55.425 --> 00:10:59.866 Again, our School Library Services staff will be notified of this request 00:11:00.546 --> 00:11:02.667 and we'll reach out to the vendor for a quote. 00:11:03.267 --> 00:11:10.828 So I'll go ahead and add to cart and the item should be added to my cart. 00:11:11.268 --> 00:11:24.511 I can go back to view cart and I'll see the item was added and now I need to wait for a school library staff to enter the cost. 00:11:29.210 --> 00:11:35.371 Some subscriptions allow for custom amounts to be entered, So let's take a look at one of these subscriptions. 00:11:36.251 --> 00:11:56.652 I will click on the home link to return to the home page, and I will go to the Overdrive section, and you'll see that Overdrive offers content credit in fixed increments, but districts can also request a different amount by selecting the additional content credit. 00:11:57.292 --> 00:11:59.612 So let's select additional content credit. 00:12:01.692 --> 00:12:06.493 You'll see that my only option is to select request other pricing. 00:12:08.333 --> 00:12:10.573 So I'll select other pricing and select the school. 00:12:12.253 --> 00:12:20.734 In this case, you would enter the dollar amount in the notes section, keeping in mind that the BOCES fee will be added to the amount you enter. 00:12:21.454 --> 00:12:26.894 So if I wanted $500 worth of content credit, I'll enter it in the notes section. 00:12:27.934 --> 00:12:30.014 And click add to cart. 00:12:32.334 --> 00:12:39.535 A school library services staff will enter the final cost, including the BOCES fee, after the request is submitted. 00:12:41.855 --> 00:12:47.335 Other vendors offer different discounts when multiple schools subscribe to the product. 00:12:48.095 --> 00:12:55.376 So what I'll do is go back to the homepage and let's take a look at one of those vendors. 00:12:56.576 --> 00:12:58.256 Let's search for NoodleTools. 00:13:00.496 --> 00:13:06.577 You'll see that NoodleTools' pricing is tiered depending on how many schools request a subscription. 00:13:08.097 --> 00:13:20.657 You'll notice that NoodleTools has one pricing option for a single school within a district, another if two to three schools in the district wish to subscribe, and so on. 00:13:21.738 --> 00:13:30.578 Choosing the correct tier can reduce cost, so please coordinate with the school librarians in your district to ensure the best option is selected. 00:13:32.018 --> 00:13:44.579 If you notice that multiple schools have included NoodleTools in the district's cart, but have selected the single subscription option for each school, please edit the cart and choose the most cost effective option. 00:13:45.419 --> 00:13:49.619 For example, if three schools in my demo district select the single 00:13:50.779 --> 00:13:54.420 subscription, and I'll do that just to show you. 00:13:55.300 --> 00:14:05.620 I'll add to cart, add for a different school, and for a different school. 00:14:08.021 --> 00:14:12.981 I will also return to view cart just to show you what this would look like. 00:14:15.701 --> 00:14:19.141 You'll see that for each school, the cost is listed, 00:14:19.861 --> 00:14:26.462 $446.04 for the first two schools, $297.36 for the first school. 00:14:26.462 --> 00:14:35.462 This is all single subscription for each of these districts, these schools, I'm sorry. 00:14:36.982 --> 00:14:44.583 However, if I go back to the homepage and go back to the NoodleTools section, 00:14:46.823 --> 00:14:55.144 and select two to three subscriptions in the district instead of a single subscription, you'll see that the cost will be different. 00:14:55.144 --> 00:15:06.744 So I'll go back and I'll select a subscription for the same three schools, but this time I'm choosing two to three subscriptions in a district. 00:15:11.265 --> 00:15:16.505 When I return to view my cart, you'll see that 00:15:17.225 --> 00:15:22.905 for each subscription to NoodleTools, the price is a little different for each school. 00:15:23.105 --> 00:15:26.466 So the single subscription was $446. 00:15:26.466 --> 00:15:40.827 However, since there are three schools in this district subscribing to NoodleTools, choosing the two to three subscription, the cost is $401.44 instead. 00:15:40.827 --> 00:15:46.107 So I will go ahead and delete the single subscriptions. 00:15:47.947 --> 00:15:59.468 I select the check box next to each subscription and I'll click remove so that I have the most cost effective option selected for each school. 00:16:01.379 --> 00:16:13.939 It is very important that you review the cart to make sure the best options are selected as choosing an incorrect option can delay the ordering process for your district or result in over or under pricing. 00:16:16.990 --> 00:16:29.791 I will also go ahead and delete all the $0 subscriptions because I will not be able to check out if I have $0 items in the cart. 00:16:31.591 --> 00:16:39.351 And now you'll see that the proceed to checkout is now available because all the $0 items have been removed. 00:16:41.768 --> 00:16:48.171 Once all items have a valid price and the district total is within budget, the cart is ready for checkout. 00:16:49.131 --> 00:16:55.294 Remember, do not check out the cart until all schools have added subscriptions for the upcoming school year. 00:16:56.094 --> 00:16:59.536 This should be coordinated with the school librarians in your district. 00:17:01.056 --> 00:17:05.138 Only users with checkout access can complete the checkout process. 00:17:05.978 --> 00:17:07.299 If you have checkout right, 00:17:07.779 --> 00:17:10.900 the Proceed to Checkout button will become available. 00:17:11.540 --> 00:17:20.824 If someone else, such as a supervisor or assistant superintendent, is responsible for final checkout, please notify them once the cart is ready. 00:17:21.865 --> 00:17:31.469 We recommend completing checkout before summer break to avoid any delays or interruptions in database access at the start of the school year. 00:18:30.821 --> 00:18:39.196 If you have questions that were not addressed in this video, feel free to contact us at library@nasboces.org. 00:18:39.757 --> 00:18:40.759 Thank you for watching.