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- Change License Status to Active (if not already active)
- Licensing Agent is SDLC/CO -they negotiate on behalf of the CSU
- Add Terms of Use under License Term tab
- Attach PDF copy of license to Attachment tab
- Add Members to Negotiation Details tab
- Go to Negotiation Details tab
- Click on Add Member button
- Choose library from drop-down in Member option box –click on magnifying glass
- Click on radio button next to library name and Select –if wrong library picked after saving, click on little brush icon and this will remove the library
- Add Member contact email
- Enter in price library pays the CO for the resource (numbers only)
- Enter Renewal Cycle of 1 year
- Enter in Start Date
- Do this for each library that has opted in to use this resource
- After each library and cost has been entered, Save Negotiated License
Order and Activate the Opt-in e-Resource (this is an ERM task)
- After the negotiated license has been set up, search for the e-collection in the Repository in the NZ admin
- Go To Repository Search and change search to Electronic Collection > Electronic Collection Name > NAME OF COLLECTION from the COMMUNITY tab if the e-collection was not migrated from SFX.
- *If migrated from SFX, do the search from the INSTITUTION tab. The resource is already active.
- Order the e-collection –click on the Order Button next to correct e-collection package (match the name as close as possible to name of resource from the vendor or coded memo or contract)
- Pick Purchase Type: SDLC/CO will use Electronic Collection –Subscription
- Pick PO Line Owner –Central Office
- Click on Create PO Line (write down POL # -will need it for later tasks)
- Add a license –locate the negotiated license in license field and add in the Ordered Items section
- Click on Material Supplier (Choose from list of vendors –should all be set up before go-live)
- Click on the Select button after choosing vendor
- List Price: Next enter in the amount of the total cost of the resource that the CO pays the vendor for that resource –not the total the libraries pay to CO which is listed in the spreadsheet.
- Choose the appropriate fund used to pay that vendor (use a place holder fund for Opt-in resources)
- Click the Add Fund button once fund has been chosen (should see a new section added with fund information after clicking ADD FUND)
- Choose Purchase at Vendor System for Acquisition Method (should be default setting)
- Choose Reporting Code - Electronic Serial
- Renewal should be set to Manual renewal
- Enter in renewal dates and when a reminder should be sent ahead of the renewal date for that resource
- Choose 90 day for reminder.
- Enter in Start Date and End Date. If July renewal = July 1 YYYY to June 30 YYYY
- Enter in Renewal Date for one day before expiration date so that would be June 29 YYYY
- Click on Order Now –do not choose Save and Continue -Order Now will let you finish the next steps
- A window will pop up with some errors, these can be ignored unless you see the message that there are no funds left in the fund account.
- The correct fund will need to be set up or add money to fund.
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