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Background
Currently, libraries track the acquisitions and payment of shared Electronic Core Collection (ECC) and Optional (Opt-in) e-resources in their local systems. The Chancellor's Office Systemwide Digital Library Content (SDLC) team negotiates and in some cases with the Electronic Core Collection (ECC), pays for e-resources. Optional (Opt-in) resources are negotiated and paid-for by the central office but the library then pays the central office for the negotiated price for the optional e-resource via Cash Posting Order (CPO).
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The CPO Process will remain in place for the Chancellor's Office and the libraries. The payment process may change in the future with further investigation by the Systems and Acquisitions Task Forces.
Best practice recommendations
There are three models of acquisitions available for Alma.
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*Sharing Electronic Resources in the NZ but not ordered from SDLC: If your library is sharing a resource in the NZ but did not negotiate for that resource with SDLC, the POL will need to be attached to a provider-neutral record/OCLC record. The electronic full text collection can be shared but the licenses and purchases orders cannot be maintained centrally and will need to be attached to this PNR record. Please DO NOT use the Alma CZ Descriptive Record for that resource (See Catalog recommendations: Provider-Neutral Records & Use of Database-Level Records). Acquisitions Task Force has information for attaching current POLs to records in the NZ: Acq FAQ . Example: HeinOnline is a shared resource that 3 libraries are sharing in the NZ. Only two of those libraries negotiated the resource via SDLC. All 3 libraries can continue to share the NZ resource but only 2 of those libraries will have consortial acquisitions attached to the e-collection. The other library will need to attach POLs to the OCLC/PNR record in the NZ.
Ordering an Opt-in electronic collection in the NZ.: Description of the records in the NZ and which records can be ordered and which records remain suppressed.
Procedures for NZ ECC and NZ Opt-in
There are various scenarios and procedures for e-collection activation and acquisitions for NZ ECC and NZ Opt-in. When all database-level collections have been added to the CZ, the Chancellor's Office will begin adding these resources to NZ ECC and NZ Opt-in. We will follow the policy for Provider-Neutral Records and Database-level records until it has been determined that all subscribed database-level (zero-portfolio) electronic collections are available in the CZ.
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Procedures for NZ Opt-in Resource Scenario #4: This is for a resource that is ordered that includes a second resource in the price. The example is EBSCOhost Academic Search Complete subscription that also includes Business Source Complete. Some libraries only subscribed to ASC and some libraries subscribe to ASC/BSC. For those libraries that only subscribe to ASC, NZ ER Admin should use the procedures for Opt-in e-Resources Scenario #2 to set up the negotiated license and PO. For the combination of ASC/BSC, use for the procedures for Opt-in e-Resources Scenario #4 procedures.
Ordering an Opt-in Full Text electronic collection in the NZ.:
This is a description of the e-collections or records that can be ordered. The Opt-in Full Text Electronic Collection should be ordered. If a library cannot order the full text e-collection, then the OCLC record can be ordered. Do not create a new order or attach an existing order to a Descriptive record. This document displays the differences between the electronic collections and the bib records in the NZ. See Section below: Libraries that purchased or locally negotiated an ECC or Opt-in Resource for more information and links to policies and procedures for this process.
*To see procedures for ordering full text Opt-in electronic collections in the NZ, see the Library section in NZ Opt-in Resources, scenarios 1-4. Links to each scenario are listed in the above section. To see how to order a shared A&I resource in the NZ, see the section below; Sharing and Ordering Opt-in A&I databases in the NZ.
Sharing and Ordering Opt-in Abstract and Indexing (A&I) databases in the NZ:
A description of how to order for both the CO and the local library. There are two sections that describe what steps the CO should take to set up an A&I in the NZ and how the library should order the A&I database from the NZ. There is a section that describes how the resource can be displayed in Primo. Links to the resource in Primo are created and maintained in the IZ using the NZ Descriptive Record. The NZ Descriptive record remains suppressed for all ECC and Opt-in resources (full text and A&I's).
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Acquisitions exception -Sharing Electronic Resources in the NZ but not negotiated by SDLC: If your library is sharing a resource in the NZ but did not negotiate for that resource with SDLC, the POL will need to be attached to a provider-neutral record/OCLC bib record. The electronic full text collection inventory can be shared but the licenses and purchases orders cannot be maintained centrally and will need to be attached to this PNR or OCLC bib record. Please DO NOT use the Alma CZ Descriptive Record or CZ bib records for that resource (See Catalog recommendations: Provider-Neutral Records & Use of Database-Level Records). Acquisitions Task Force has information for attaching current POLs to records in the NZ: Acq FAQ . Example: EBSCO Art Full Text is a shared resource that 8 libraries are sharing in the NZ. Only two of those libraries negotiated the resource via SDLC. All 8 libraries can continue to share the NZ resource but only 2 of those libraries will have consortial acquisitions attached to the e-collection. Only those 2 libraries can order the e-collection from the NZ. The other 6 libraries will need to attach POLs to the OCLC record /PNR record in the NZ.
Licences: view-only access to licenses in the Network Zone
There is now view-only access to the ECC and Opt-in licenses in the NZ. SDLC will be uploading the signed agreements to the attachment tabs as well as any title lists or URLs to title lists. Libraries will be able to see the license terms and the cost for each Opt-in resource under Negotiation Details. SDLC has migrated the old subscription logs to a license labeled, SUBSCRIPTION LOG. These files are in the Attachment tab. *These older subscription logs will eventually be removed from Sharepoint. The current subscription log will remain on Sharepoint as this is a live document and updated daily.
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Appendix B
List of recommended license terms
Refer to the ONIX-PL documentation as a guide for standard license fields.
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- Abide by the Copyright Act of 1976
- Accessibility
- Authorized user definition
- Remote access: security procedures are undertaken that will prevent remote access by institutions, employees at non-subscribing institutions or individuals
- Printing/downloading/extraction
- Course Pack/courseware/electronic reserve: e.g. shall be used only in electronic form. Course packs appearing in print; CD-ROM, DVD, or any other physical medium shall be prohibited and should not be used or offered for commercial use and
- Interlibrary loan: e.g in print format only and not in digital content, etc
- Linking/deep linking:
- Perpetual Access product: Archiving and long-term access: back-issues Annual access fee, or Archive Capital fee (one-time fee); members opts to purchase with hosting services by XXX, or to be hosted by the member (an electronic file in XML format or other standard format will be delivered to that member
- Perpetual access for e-books: if in the event of an institution’s cancellation or non-renewal of an institutional participation agreement
- Post cancellation access for current issues: if subscription lapses, {subscriber} retain access to "paid content" or "years paid for" following the institution’s cancellation or non-renewal of a subscription to the current issues of the applicable journal (“ Post Cancellation Access”)
- Intellectual property rights
- Simultaneous user limits
References
- New e-resources: Order e-Resources Negotiated and Managed in the NZ by a Member (start at: 6:30): https://www.youtube.com/watch?v=nXcl1rrb_JE&hd=1
- Ordering a Centrally Managed e-resource
- Refer to the ONIX-PL documentation as a guide for standard license fields.
- OCLC pn records: Provider-Neutral Records & Use of Database-Level Records
- Acquisitions Task Force FAQ: Acq FAQ #2
- Acquisition Task Force procedures for Order in the NZ: ULMS Acquisitions Policies & Procedures - DRAFTS
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