Frequently Asked Questions

What is the Statewide Shared Collection/FLARE?

The FLorida Academic REpository (FLARE) is the statewide shared collection of low use print materials from academic libraries in Florida. This centrally housed collection provides new options for sharing the costs and effort of long term retention of low use library materials. Under the FLARE memorandum of understanding, the materials designated under this agreement will be retained and made available as long as the need for them exists, thereby allowing participants to consider withdrawing duplicates of these items from their campus collections and to rely with confidence on access to the centrally retained copies. FLARE is housed in environmentally controlled, carefully inventoried and secure high density facility (HDF) style buildings located in Gainesville, operated by the George A. Smathers Libraries at the University of Florida (UF) on behalf of the participating libraries. Partners in FLARE include libraries of the State University System of Florida Universities, and the University of Miami.

What do I do if I want to send material to FLARE?

FLARE Contacts page

Who do I contact if I have a question about FLARE?

FLARE Contacts page

What are the policies and procedures for sending material to FLARE?

FLARE POLICIES AND PROCEDURES

Transfer guidelines vary depending on the institution.  Modifications are made on a case by case basis.

What is the best resource to use for weeding and deduping collections to send to FLARE?

The UF Library Catalog and Discovery Service, Primo

How do I find items in FLARE?

The UF Library Catalog and Discovery Service, Primo

WorldCat

What are FLARE’s lending policies?

  • Monographs:
    • Hard copy loans for 60 days
      • UF, SUS, and State College patrons: Request through UBorrow or your institutions ILL office
      • All others: request through your local ILL office
  • Journals/Periodicals:
    • Digital copies are the preferred delivery option
      • UF patrons: request through UF ILL Office
      • All others: request through your local ILL office
    • If a digital copy is not acceptable, the print volume can be requested, but will be building use only (cannot leave your library) and is loanable for 14 days
      • UF patrons: request through UF ILL Office
      • All others: request through your local ILL office
  • Microforms and other formats:
    • UF patrons: request through UF ILL Office
    • All others: request through your local ILL office
  • Course reserves: 
    • Items needed for course reserves are able to be checked out and placed on course reserve for one semester with a one semester renewal.
    • The request will indicate this book is for Course Reserves with the Course number (prefix and number) and instructor’s name, and semester end date or return date.
      • UF patrons: request through UF ILL Office
      • All others: request through your local ILL office​

What is FLARE’s Last Copy Policy and where can I find the Last Copy Donation Letter?

FLARE Last Copy Program

When and how will my items be processed once at FLARE?

When: Depending on where your transfer is in the queue determines when the items will get processed.  The tentative timeline is discussed and agreed on prior to the transfer.

How: All items go through three stages of processing before becoming available for request.

  • Items are physically examined, then checked in Alma to make sure there are no duplicates in FLARE, and that the record matches the item in hand.
  • Items are then inventoried, shelved, and made available for request.
  • The shared print 583 is added to the holdings record, and other updates are made to the bib, HOL, and item records.

Where is the Statewide Shared Collection/FLARE?

FLARE is administratively hosted by the University of Florida and is currently held and managed out of two Library Facilities.  The UF Auxiliary Library Facility, which also houses UF Storage, and the UF Interim Library Facility, which also houses Digital Services and Conservation.  Both are off-sight facilities located near the airport in Gainesville Florida. 

What is a High Density Facility?

FLARE is using the Harvard model high density facility 

For more reading on HDFs:

Library Storage Facilities and the Future of Print Collections in North America