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The following procedures are for Chancellor's Office SDLC and the NZ administrator for one vendor with multiple database from that vendor. The ECC e-resource collection is ordered and activated by SDLC and the NZ administrator. There are different procedures for e-resource management and acquisitions for the Electronic Core Collection (ECC)Opt-In e-collections. The ECC e-collections will be ordered from the CZ and maintained in the NZ. These collections will not appear in the IZ in the local instances, only the NZ and are view-only.
Vendor Records, Funds and Ledger
Set up Vendor Record for Chancellor's Office (CO) so the Ledger can be attached to it. CO will be a vendor in the shared acquisitions in the NZ admin instance.
ADD vendor -Chancellor's Office is the vendor in this procedure. For Model 2, must have funds and vendors.
ADD vendor
- In NZ Admin instance, go to Alma Acquisition > Acquisitions Infrastructure > Vendor
- Add Vendor
- Add a Name and a Code
Check Material Supplier and Access Provider for vendor (use actual vendor, publisher, or aggregator [EBSCO, JSTOR, ProQuest, etc] for this record for ECC resources)
Check Licensor and Material Supplier
for Opt-in resource in local instances (libraries are ordering the Opt-in databases from the CO so the CO needs to be a vendor in the local Alma instance. ECC resources use actual vendor)
- Save the Vendor record
- Edit the Vendor record to add contact information for SDLC. Add SDLC contact for billing contact and NZ administrator as the technical contact.
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Licenses are necessary for models Models 2 and 3 of shared acquisitions. In model Model 2, the Chancellor's Office will create the negotiated license to attach to the ECC e-resource in the NZ. In model three, the Chancellor's Office will need fill in the negotiation details for the licenses. The license will be attached at the e-collection level in the NZ. The In Model 3, the library will locate the Opt-in e-collection in the NZ and order the e-collection and create the Purchase Order in the IZlocal Alma instance. The license and price information will be copied from the NZ negotiated license and appear in the local instance when ordering.
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.
- It is recommended to track perpetual access titles in the license. See Appendix B for license term field. There will be more information about licenses as the 360 Migration Project continues.
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- Choose Central Office for library
- Choose Licenses under Acquisitions Infrastructure (under ALMA drop-down menu)
- Add License > Manually > Next
- License Type = Negotiation
- ----Name for license- JSTOR Arts & Science databases databases
- Name license code – JSTOR (pulled from SDLC license agreement?)-----Name license code – JSTOR
- Make changes and add start dates and signed dates to Summary tab
- ----Added signed on dates –info from the database agreement
- ----picked Add Signed On dates –use information from the vendor agreement
- Pick available names for Signed by (names from SDLC and vendor)
- ----picked CSUCO Pick CSUCO/SDLC for Licensor
- Save these changes
- Open up new License again to Edit
- Go to Negotiation Details tab
- Click on Add Member
- Click on Select Member > Choose SJSU as example (can pick more than one)-it is the library that is
- Click on Select
- Add in details for member- cost of the database subscription, renewal cycle and start/end date of license > Save record record (add cost of database for Opt-in only)
- Go to License Terms tab – add in terms of the license
- Save changes
- Go to Negotiation Details tab
Now add this license to the database and ordering the e-collection (this is for one vendor-one database scenario)
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