Page Comparison

Page Properties

Document status

Status

title	Archived

Area covered

ERM

Lead Author

Ying Liu (Unlicensed)

Co-authors

Jessica Hartwigsen, Kirstie Genzel

Table of Contents

Background

...

The purpose of this document is to provide an overarching framework for the CSU and its member libraries as they engage in both individual and consortia collection development decision-making. While each member library tailors its own collection development and access strategies to best meet local institutional needs, the document complements local policies and practices based on the recognition of the value of the CSU shared collections and work.
Electronic Core Collection (ECC)
The Electronic Core Collection (ECC) is a portfolio of core library educational e-resources acquired by Systemwide Digital Library Content (SDLC) with funds from the Office of the Chancellor on behalf of all CSU campuses. Campuses do not contribute any of their own funds to the purchase of ECC e-resources. The e-resources contained in the ECC are selected byShared Resources & Digital Content (SRDC) committee and approved by Council of Library Directors (COLD) in accordance with the following criteria:
Supports of CSU Core Curriculum (defined as those degrees or programs offered by at least 2/3 of the CSU campuses)
Sufficient interest among campuses
Balance of content and value between disciplines
Benefits the greatest number of users
Sufficient ECC funds
Opt-in
Opt-in ein e-resources are also acquired by SDLC on behalf of campuses,. However, the Chancellor's Office does NOT pay for opt-ins using CO funds. Each campus chooses whether to “opt-in” to the available subscriptions and pay using their own funding. This This collaborative acquisition of library resources allows the CSU system of libraries to leverage their buying power and minimize their administrative expenses.

Best practice recommendations

The purpose of this document is to provide an overarching framework for the CSU and its member libraries as they engage in both individual and consortia collection development decision-making. While each member library tailors its own collection development and access strategies to best meet local institutional needs, the document complements local policies and practices based on the recognition of the value of the CSU shared collections and work.
A notification process needs to be established to notify libraries when contract negotiations have been finalized and access to e-resources has been renewed or opened up to all subscribed libraries.

Collection Development Policies and Workflows for Shared E-Resources

ECC Acquisition and Selection

Additional ECC and Opt-in Documentation

Consortia Manager

The CSU is using Consortia Manager to manage various collection development and acquisitions activities for ALL Shared E-Resources (ECC and Opt-In).

License terms for all the Agreements/Contracts managed through SDLC will be available to view and download from Consortia Manager!

CM Training Resources:

Link to Consortia Manager Help Section
All training materials, including general manuals, additional CSU help articles, links to training videos, etc. will be posted to the Help Section within Consortia Manager.
Users must login to Consortia Manager to gain access. (If you need an account, please check with your SRDC Member at your campus).

Selection and Acquisitions

Electronic Core Collection (ECC)

The SRDC committee is responsible for the review, evaluation, and recommendation of the content to be included in the ECC.
The recommendation, once approved by COLD, is then negotiated, acquired

...

, and paid for by SDLC on behalf of all 23 campuses.
SDLC notifies the Electronic Resources Manager of new ECC e-resource acquisitions or cancellations.
The Electronic Resources Manager activates/deactivates the corresponding e-resource collection in the Alma NZ for campuses.

Note: ECC e-resources are regularly reviewed by the SRDC Collection Analytics committee to assist SRDC, SDLC, and COLD in its decision-making.

ECC eResources start dates are usually July 1 or January 1. (See Consortia Manager for most up to date information)
SDLC contact eResource vendor for eResource pricing and license details
SDLC negotiates eResource license and verifies budget availability
SDLC forwards requisition with vendor license terms together with final negotiated 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
SDLC Notifies the NZ admin.
NZ Admin activates the new eResource collection to make it available for campuses.

Opt-In Acquisition and SelectionOpt-Ins

Selection of new Opt-in e-resources for SDLC consideration may be initiated by SRDC Members through the ECC/Opt-In Vendor Liaisons (EVL) committee using their SDLC E-Resource Recommendation for EVL Form. Please consult with your the SRDC Member for your campus if there is a resource you would like to put forward as a new opt-in!
Opt-In e-Resources start dates are usually July 1 or January 1. (See Appendix A for current ECC renewal dates)
eResource is selected for campus consideration or is up for renewal
SDLC starts the renewal process
usually
with vendors at least 3 months before a contract/license 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
This process involves negotiating pricing, content, license terms, etc. with the vendors.
Once available, pricing and subscription information is sent out to the campuses via Consortia Manager.
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.
e-resource will confirm their orders with SDLC via Consortia Manager. 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
Send notification to the NZ admin
The NZ Admin activates the new eResource collection to make it available for campuses.

Additional ECC and Opt-in Documentation

Goals and Objectives