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Collection Development: The cooperative approach between EAR and SDLC for researching new e-resources, setting up trials, acquiring new shared e-resources will continue and will now also include at least two members of the Electronic Resources Management (ERM) Team to work with EAR. (NEED A POST-MIGRATION TEAM-DOESN'T NEED TO BE THE SAME MEMBERS). It is recommended the ERM Team, in conjunction with EAR, work with Analytics to generate reports displaying sufficient overlap of e-resources to acquire a new shared e-resource or provide data that may mitigate the removal of a shared e-resource from the ECC. (WORK ON HOW TO COMMUNICATION BETWEEN ALL GROUPS)
Licenses: Our goal is to help simplify management of shared resources and that included licenses for the ECC and Opt-in shared e-resources. Managing licenses for shared e-resources will be a joint effort between SDLC and the Alma Network Zone (NZ) administrator.
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Opt-In Acquisition and Selection
Selection Selection of new Opt-In eResources for SDLC consideration may be initiated by EAR, campus library staff, or may be an unsolicited offer from e-Resource vendor. Like the eResources in the ECC, Opt-in eResources are centrally managed by SDLC.
Managing License Terms
- See Alma documentation for details on how to manage License Terms and add License Terms. Recommended that user have Acquisitions Manager role to edit License Terms. The list of recommended license terms can be found in Appendix B. (IS THERE A DIFFERENCE IS DISPLAYING LICENSES IN ALMA vs PRIMO? -include a separate list of public license terms and BackOffice recommendations?) Refer to the ONIX-PL documentation as a guide for standard license fields.
- It is recommended to track perpetual access titles in the license. See Appendix B for license term field.
Procedures in Alma
Collection Development
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- Opt-In e-Resources start dates are usually July 1 or January1. (See Appendix B for current ECC renewal dates)
- eResource is selected for campus consideration or is up for renewal
- SDLC starts the renewal process usually 3 months before a contract expires.
- SDLC contacts the vendor to request eResource pricing and license details.
- SDLC negotiate eResource license
- After pricing and the terms of the license are confirmed, a Subscription Memo is sent to campuses via the EARMEMO listserv, with a copy to LIBDIR listserv.
- The Subscription Memo provides:
- A response deadline
- Subscription details
- Subscription pricing
- Rights and Restrictions
- Possible upgrades
- Commitment to renew or cancel
- For new eResources, SDLC will usually set up a trial of the new eResources on SDLC’s intranet site. To provide time for campuses to review and evaluated the new eResource, the trial period is usually set up for at least 30 days.
- Campuses interested in acquiring or renewing the eResource will then complete SDLC’s order form using the link provided.
- Upon receipt of campus responses, SDLC will review each response for any changes noted by campuses that may affect the price. Any changes in price to the campuses will be communicated to the affected campuses by SDLC and the affect campuses will be asked to recommit to the increased price.
- Campuses are usually given 2-3 weeks to respond to the Subscription Memo hosted in SurveyGismo in a survey format.
- If needed, SDLC and Vendor will negotiate the final details of the eResource agreement
- SDLC forwards requisition with terms/conditions together with final pricing to CO Procurement for processing
- CSU Procurement creates an agreement/PO and submits to the vendor for signature
- Vendor returns agreement for CSU Procurement’s signature
- SDLC approves invoice and forwards invoice to CO Accounting for payment
- CSU Accounting CPO campuses for their portion of the eResource costs
- Jessica Hartwigsen activates the new eResource collection to make it available for campuses.
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