Collection Development 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.  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)

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 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 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

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.

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
  • SDLC Notifies the NZ admin.
• NZ Admin 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 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.

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.

Appendix A

LIBRARY CONTRACTS

Updated Subscription Memo Schedule:(updated 4.6.17)

July 2017 (FY 17/18) SDLC Renewal Update: 

SDLC has begun releasing Subscription Memos for fiscal year 2017/18.  

Subscription Memos released:

• 17-01 Berg Fashion Library  
• 17-02 Sage CQ Roll Call Weekly
• 17-03 Elsevier EiVillage
• 17-04 Mergent D&B/Intellect
• 17-05 Oxford Grove Art Online
• 17-06 Elsevier GeoBase
• 17-07 IEEE
• 17-08 NBC Learn
• 17-09 Lexis Nexis - NexisUni
• 17-10 Thomson Biosis
• 17-12 Encyclopedia Britannica
• 17-13 N/A
• 17-19 CCC – Get it Now

Subscription Memos to be released within the next few weeks:

• 17-11 ProQuest Pivot
• 17-14 OCLC
• 17-15 EBSCO AnthroPlus, Chicano and AP Images
• 17-16 EBSCO Databases
• 17-17 ProQuest Databases
• 17-18 OCLC Master Cataloging
• 17-20 Oxford Databases

Campuses will receive Cash Posting Order’s (CPO’s) for the above listed renewals, after July 1, 2017.

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

Reference:

Orbis-Cascade policy on Collection Development

ONIX-PL documentation as a guide for standard license fields.

KBART formatted files.  These files can be used to update the e-collections in Alma.

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