SCPL withdrawal from JA
The MVLS / SALS Joint Automation Council understands that our member libraries may have a number of questions about Schenectady County Public Library's decision to withdraw from the Joint Automation Project. The goal of this page is to provide a space where our member libraries can easily access information regarding Schenectady's decision, answers to questions that other members have already asked, and any updates we are able to provide as we navigate this process.
If you do have any questions that you are unable to find answers to on this page, please do not hesitate to reach out to .
Frequently Asked Questions regarding the Joint Automation Project
Updated 3/29/2024
This document aims to answer questions and share information regarding the Joint Automation Project and the current developments. People are welcome to send questions and comments to .
What is a cooperative public library system? The Mohawk Valley Library System (MVLS) and the Southern Adirondack Library System (SALS) are cooperative public library systems chartered by the NYS Board of Regents. There are 23 public library systems in NY. A cooperative public library system is an association created by agreement of the boards of chartered member libraries which maintain their autonomy. The NYS Education Department has approved both systems’ plans of service. This is the mechanism for accepting any public funds. MVLS and SALS are each governed by a board of trustees elected by the systems’ board members.
What is the chartered area served by the two systems? MVLS is chartered to serve Fulton, Montgomery, Schenectady, and Schoharie counties (14 libraries). SALS is chartered to serve Hamilton, Saratoga, Warren, and Washington Counties (34 libraries). Through the Joint Automation Project, material sharing is increased for all residents of the 8 counties. Coordinated delivery services are provided to all MVLS and SALS libraries.
What is free direct access? Free direct access requires all public libraries within a system to loan their materials to a library cardholder from any other library within that system. This policy, in accordance with Commissioner’s Regulations §90.3, aims to ensure the broadest possible access to information for all New Yorkers, regardless of circumstance. MVLS and SALS each has Free Direct Access plans. SALS is not required to provide access to libraries outside of its chartered-to-serve areas (four counties). Through POLARIS, materials are shared among both MVLS libraries and SALS libraries.
What is the Joint Automation Project? The Joint Automation Project is a agreement between MVLS and SALS to provide their member libraries access to an integrated automated system (POLARIS). The project staff assists member libraries with technical support, training, and resources and utilizes current and emerging technologies. The MVLS and SALS Board of Trustees exercise oversight over the Joint Automation Project. They must approve the annual budget (including fee structure and major policy changes such as adding or eliminating services).
What is the Joint Automation Library Agreement? Member libraries in MVLS and SALS must annually review, approve, and sign the agreement indicating their understanding and adherence to JA Policies.
Are SALS libraries required to provide interlibrary loans to Schenectady County residents? Under the current Joint Automation Agreement, the answer is yes. Once Schenectady County Public Library withdraws from the ILS, the answer is no. Each SALS member library can decide, based on its lending and card registration policies, whether it will provide services and materials to Schenectady County residents who physically visit the library.
Why is Schenectady County Public Library withdrawing from the Joint Automation Project? Per the joint automation agreement, any member library may withdraw from the shared ILS. The library administration cited using Schenectady County IT staff instead of JA IT, more autonomy with POLARIS consortium settings, permissions, and cataloging.
What will happen with the JA fees? There will be no change in the JA fees for the members in FY 2024 and 2025, as they have been approved by JA Council and the two system boards.
What is the impact on delivery? The delivery system will remain in place until Schenectady County Public Library is completely removed from POLARIS (ILS). Delivery will change between the MVLS and SALS libraries. The number of items sent to MVLS from SALS is expected to be reduced.
How will materials be returned to the proper library? A transition team is formed to work out the details to ensure all materials are accounted for and returned to the owning library.
Can this situation impact patron privacy? Yes, per the ALA Code of Ethics, as well as state law, library user records on an ILS are confidential, and should not be shared with a third party, including government entities and law enforcement. This is one of the many reasons cooperative library systems use their own IT professionals, who operate under the policy and directives of the system, not the government.
Who has access to these records? Library staff who have signed off on the necessary policies and have had the necessary training may access the patron database. It is a cooperative policy among the libraries in the eight counties. It is a shared patron database including patrons from 48 libraries and 2 systems in eight counties.
What will this mean for Overdrive? Overdrive will not change for the SALS libraries. At this point, we don’t have information about the impact this will have on SCPL and MVLS member libraries.
Is Schenectady County Public Library leaving MVLS? No
Will there be an announcement to share among the libraries and the public? The transition team is developing a joint statement.
How can Schenectady County residents borrow materials available through the 34 SALS (Southern Adirondack Library System) libraries?
At this time, March 2024, people can still borrow materials through the shared POLARIS catalog. At some point, Schenectady County public library card holders will no longer be able to place holds or requests on SALS library holdings through the POLARIS catalog.
Every public library is autonomous and has its own board-approved borrowing policies. It may be possible for people to physically visit the SALS libraries and borrow materials.
Check the information on each library website to learn how to get a library card based on the individual’s primary residence. It will be up to individual SALS libraries whether they choose to continue and how they will serve SCPL (Schenectady County Public Library) patrons.
Interlibrary loan protocols and delivery of materials is still a work in progress.
Will that be different for MVLS Libraries? The only difference is that reciprocal borrowing is required within library systems. All MVLS libraries must provide onsite access to the residents of all other MVLS libraries. At some point, Schenectady County public library card holders will no longer be able to place holds or requests on MVLS library holdings through the POLARIS catalog.
Is there a timeline? The short answer is yes. Transitional meetings are scheduled beginning in April to meet the August 2024 deadline.
Will this document be updated? Yes, please send your questions