Collection Development and Licenses for Shared e-Resources

Background

ECC (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. The e-Resources contained in the ECC are selected by Electronic Access to Resources (EAR) 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 library educational e-Resources are e-Resources that are collectively acquired by multiple campus libraries through SDLC. This collaborative acquisition of library resources allows the CSU system of libraries to leverage their buying power and minimize their administrative expenses. 

Policy Statement

Collection Development: The cooperative approach between EAR and SDLC for researching new e-resources, setting up trials, acquiring new shared e-resources will continue and will now also include at least two members of the Electronic Resources Management (ERM) Team to work with EAR. (NEED A POST-MIGRATION TEAM-DOESN'T NEED TO BE THE SAME MEMBERS).  It is recommended the ERM Team, in conjunction with EAR, work with Analytics to generate reports displaying sufficient overlap of e-resources to acquire a new shared e-resource or provide data that may mitigate the removal of a shared e-resource from the ECC.  (WORK ON HOW TO COMMUNICATION BETWEEN ALL GROUPS)

Licenses: Our goal is to help simplify management of shared resources and that included licenses for the ECC and Opt-in shared e-resources.  Managing licenses for shared e-resources will be a joint effort between SDLC and the Alma Network Zone (NZ) administrator. 

Best practice recommendations

The purpose of this document is to provide an overarching framework for the Alliance and its member libraries as they engage in both individual and consortial 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 Alliance shared collections and work. (adapt from Orbis)  Set up notification process to notify libraries when contract negotiations have been finalized and access to e-resources has been renewed or opened up to all subcribed libraries.
(need process to notify outlined -is there a way to push the information out to libraries from Alma?)

Collection Development

ECC Acquisition and Selection

The EAR 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. SDLC is also responsible for the ongoing management of the eResource in the ECC.

Opt-In Acquisition and Selection

Selection of new Opt-In eResources for SDLC consideration may be initiated by EAR, campus library staff, or may be an unsolicited offer from e-Resource vendor. Like the eResources in the ECC, Opt-in eResources are centrally managed by SDLC.

Managing License Terms

• 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. (IS THERE A DIFFERENCE IS DISPLAYING LICENSES IN ALMA vs PRIMO? -include a separate list of public license terms and BackOffice recommendations?)  Refer to the ONIX-PL documentation as a guide for standard license fields.
• It is recommended to track perpetual access titles in the license.  See Appendix B for license term field.

Procedures in Alma

Collection Development

ECC Workflow – New Subscriptions and Renewals

• ECC eResources start dates are usually July 1 or January1. (See Appendix A for current ECC renewal dates)
• SDLC contact eResource vendor for eResource pricing and license details
• SDLC negotiate eResource license
• SDLC verify 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
• Jessica Hartwigsen activates the new eResource collection to make it available for campuses.

Opt-In Workflow – New Subscription and Renewals

• Opt-In e-Resources start dates are usually July 1 or January1. (See Appendix B 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
• Jessica Hartwigsen activates the new eResource collection to make it available for campuses.

Licenses -Steps for adding licenses for Shared eResources

• 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 (pulled from SDLC license agreement?)
• -----Name license code – JSTOR
• Make changes and add start dates and signed dates to Summary tab
• ----Added signed on dates –info from the database agreement
• ----picked available names for Signed by (names from SDLC and ??? Need to be added)
• ----picked CSUCO for Licensor
• Save these changes
• Open up new License again
•                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 is
•                Click on Select
•                Add in details for member- cost of the database subscription, renewal cycle and start/end date of license > Save record  (COST OF DATABASE-WHAT HAPPENS WHEN IT ONE SINGLE FUND FOR ALL LIBRARIES?)
•                Go to License Terms tab – add in terms of the license
•                Save changes

Now add this license to the database

• Go to Repository to search for electronic collection (database name) under Resource Management
•                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
• 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 (JSTOR in this example)
•                Choose Material Supplier –pick a vendor record (JSTOR in this example)
•                Enter in List Price (not sure what amount this should be -whole price for JSTOR or smaller amount for each JSTOR database????)
•                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

(THERE IS A PROJECT WITH EX LIBRIS AND TWO 360 LIBRARIES TO MIGRATE LICENSE TERMS AND INFORMATION TO ALMA-WILL ADD MORE SHARED LICENSE INFORMATION HERE)

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

Appendix A

LIBRARY CONTRACTS

JULY RENEWALS

• APA
• Blackboard (2012 – 2015)
• CCLC Master Agreement
• CQ Roll Call (Weekly)
• Ebsco Anthro/Chico/AP Images
• Ebsco Databases (now included Wilson Omni and Retro)
• Elsevier – EiVillage
• Elsevier – GeoBase
• Ency Britannica (CSU Only)
• IEEE
• Lyrasis
• Mergent
• OCLC
• OCLC Master Agreement
• Oxford Groves Art
• Oxford Groves Music
• Oxford Database
• Proquest
• Sage - CQ Press (Researcher)
• SCELC Master Agreement
• Thomson BioAbs
• UC REGENTS Master Agreement

 OCTOBER RENEWALS

•          Mergent/Dun & Bradstreet

NOVEMBER RENEWALS

•  ACM
• Ency Britannica (SCELC Only)

 JANUARY RENEWALS

• AAAS
• ACLS
• ACS/UC Regents
• AIP
• AMS
• Annual Reviews
• APS
• ARTstor
• College Source
• Country Watch
• Elsevier – Science Direct
• Emerald
• Gale
• JSTOR
• Oxford Journals
• Sage
• SCELC / Project Muse
• Springer
• Thomson WoS

• Wiley

  ---

  Appendix B 

  List of recommended license terms
  
  

  The following terms and conditions of use are present in the following areas in various SDLC agreements.

  • 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: access to current issues shall be available to institutional licensees 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

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