Background
ECC (Electronic Core Collection)
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 by Shared 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 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 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
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 acquired by SDLC to be included in the ECC. The SRDC Collection Analytics committee reviews usage data and prepares reports of ECC e-resources 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 Selection
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 3 months before a contract 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.
- 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.
- 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
Create a process of collaborative collection development using Alma and Analytics. Create recommendations for future acquisitions of items, such as e-journals and e-books using the Catalog and ERM policies. Process of acquiring new items will determine the type of ordering and activation and how analytics are used to determine which libraries may have acquired that item. Analytics should be used to determine if SDLC could negotiate on behalf of the libraries instead of libraries purchasing on their own.