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Licenses are necessary for Models 2 and 3 of shared acquisitions. In Model 2 and 3, 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. 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 local Alma instance. The license and price information will be copied from the NZ negotiated license and appear in the local instance when ordering.
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- 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.
See how to Display Licenses Terms in View It tab
Licenses -Steps for adding licenses for Shared ECC eResources
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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
- Name license code – JSTOR (pulled from SDLC license agreement?)
- Make changes and add start dates and signed dates to Summary tab
- Add Signed On dates –use information from the vendor agreement
- Pick available names for Signed by (names from SDLC and vendor)
- 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 islibraries sharing this resource
- Click on Select
- Add in details for member- renewal cycle and start/end date of license > Save record (only add cost of database for Opt-in
- - Model 3)
- 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 create Purchase Order Without Inventory (This is for one a vendor -with more than one database scenario)
- Go to Repository to search for electronic collection (database name) under Resource Management (if database is not already active in the NZ)
- Search NZ for e-collection first
- Click on Alma drop down
- Click on Repository search
- Click on Community tab
- Find Electronic Collection > where Electronic Collection Name > contains <name of database>
- Locate the correct database and click on Order link (There are two different methods for ordering need to write up two separate procedures. One for one vendor-one database and another for one vendor-multiple databases. The follow is for one-to-one)
- Fill in Order details
- Purchase type = Electronic Collection Subscription
- PO Line Owner = Central Office
- Now Link the POL (Purchase Order Link) to the License > Click on the Create PO Line link
- Add in necessary details for POL
- Choose a License –pick a vendor record (Project Muse Standard in this example)
- Choose Material Supplier –pick a vendor record (Project Muse Standard in this example)
- Enter in List Price
- Then choose the ECC Fund
- Click Select
- Click on the FUND button to add the fund
- Enter in renewal dates
- Click Go
- Fix any alerts that may pop up
- Set up Group Settings
- Go to Group Tab
- Add library
- Save changes
Licenses Steps for adding licenses for Shared for Opt-in eResources
Chancellor Office Procedures for licenses negotiation details that need to be filled in model 3 for Opt-in e-Resources:
- Member for which the license is being negotiated
- Member contact email
- Price
- Currency
- License start/end date
- Note and attachments
See how to Display Licenses Terms in View It tab
Need to have one of the following roles to configure License-related information
- Acquisitions Administrator
- Fulfillment Administrator
- General System Administrator
Invoicing a new e-collection for ECC resources
-add steps for invoicingordered - JSTOR/PROQUEST/EBSCO)
Create Purchase Order without Inventory (the Master POL for e-collections where there are more than one database ordered from that vendor in the ECC)
- Go to Acquisitions Purchase Order Lines and click on Order Without Inventory –Use Electronic Collection-subscription
- Order Heading, Alt Heading and Description should include information about the vendor the CO purchased systemwide (ECC)
- Purchase Type Other Service Subscription
- PO Line Owner is the Central Office and then Create PO Line
Fill in details for Master POL
- Material Supplier is the Central Office
- Type is price paid for contract with vendor
- Look up Fund for Central Office
- Acquisition Method is Purchase at Vendor
- Add renewal date for subscription and days for reminder period
- Choose Save and Continue then click on Go
- *Remember the POL number to use when ordering e-collection
Order e-collection
- Locate e-collection in Repository
- Click on Order and Choose Purchase Type -Electronic Collection Subscription
- Click on Create PO Line
- Material Supplier is the Central Office
- Acquisition Method is Technical
- Under Additional section, Choose the Associated PO Line and locate the Master POL (Manual packaging?)
- Save and Continue POL
- After POL has been ordered, can active the e-resource *Remember the POL number
Go to Task Lists
- Click on Network link (home page) and look at list of tasks
- Look for Electronic Resources –activation – unassigned (Once it has been ordered, a Purchase Order [remember PO# for Invoicing] appears with the POL and can be activated)
- Check the resource just ordered
- Choose Access Confirmed
- Go to Actions buttons
- Click on Activate
- Activate the collection and the service Note: In the General Information tab for the e-resource, the Access Type can be set to Current or Perpetual in Electronic Collection Name –information only
- Active from Date –fill out the date the resource is available
- Click Next (do not enable proxy here, will do it in the Group Settings)
- Activate portfolios
- Save and check on progress of the activation job
- Go to Monitor Jobs under Manage Jobs under Alma tab
- Keep refreshing until job is done
- Locate the resource once the job is done
- The resource should appear in the Institution Zone for the NZ admin
Now Edit Service –service level to add Group Settings to make it available to institutions
- Set Proxy settings to YES for each member added to e-collection Group Settings
- Save changes, resource is live for member institutions, and now create invoice for ECC e-resource
Invoicing a new e-collection for ECC resources
Create Invoice: (need more details from ACQ TF)
- Go to Acquisitions > Receiving and Invoicing > Create Invoice
- Invoice Creation: From PO
- Use PO for the resource just activated in the NZ (can do a search for the associated POL to find the PO in the PO search box)
- Save
- Once saved, click on Actions > Edit
- Add a Subscription To and From date since it is a continuation of the e-resource subscription
- Save and Continue
- Tasks > Ready to be Paid Invoices
- Locate Invoice and click on Actions > Edit
- Need to pay the invoice – Choose Pay and that would complete the process
- Look at member institution to see if the resource is available to them in the NZ