Reviewing Emily’s timeline reminded me of something relating to electronic renewals that happened at my library and is worth mentioning as a cautionary tale.

 

Early last October we were seriously looking at usage stats and thought that we should cancel a lesser used direct title (Cell). Not being as aware as I should have been of the cancel date in our license agreement I realized that we should have let them know of our non-renewal by a date in August. Although I asked for an exception, it was denied.

 

Bottom line: A timeline is important (earlier rather than later) and make sure you are aware of cancel dates that might be “hidden” in license agreements that you haven’t looked at for a while. (Obviously libraries using an ERM would likely have this data included in their database, but smaller libraries not yet using ERM should be aware).

Sadder but wiser,

-Diane

 

M. Diane Raines

Technical Services / Serials Librarian

Westminster College Giovale Library

1840 S 1300 E

Salt Lake City, UT 84105

801-832-2260

draines@westminstercollege.edu

 

 

 

 

From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG] On Behalf Of Emily Miller
Sent: Wednesday, April 29, 2015 11:14 AM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: Re: [SERIALST] Renewals

 

Thank you to everyone for taking the time to share your knowledge and experiences!

 

I’ve made a draft of a timeline, which I thought I’d share with the list in case anyone else would find it useful.  If anyone would like the actual Word Document (which looks a bit nicer!), please let me know.  I want our staff to be aware of the expectations of the renewal process and ensure that we meet our deadlines.

 

Thanks again!

Emily

 

Serials Renewal Process Timeline

March

          Request Usage Data from ILS System Specialist

          Circulation & in-house usage

          with May 1st deadline

 

May

          Create Renewal Spreadsheets for Libraries

          Analyze Usage Data  & Compile with Subscription Information

 

June

          Send Renewal Spreadsheets to Libraries

          Assign deadline (give 1 month for review)

          Renewal Lists are now available for changes on EBSCOnet

 

July

          Renewal Spreadsheets due back from Libraries

          Review and compile orders

          Verify subscription minimums

          Verify that Libraries are within budget

           Identify & review titles with significant price increases

          Verify that selections reflect the collection philosophy

 

August

          Authorize & Submit Renewals, Changes, Cancellations & New Orders to EBSCO

          Order MUST be submitted by end of August

          Begin Annual Extrapolation in Sierra

          Begin entering new subscription information in Sierra

 

November

          Invoice is sent from EBSCO

          Proof Invoice, verifying accuracy of charges & quantities

          Prepare Invoices for Payment & hold for Next Fiscal Year Payment

          Send Libraries Updated Subscription List

 

January

          New Subscription Cycle Begins!

          After Fiscal Close, give Invoices to Receiving for payment in Sierra

 

 

From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG] On Behalf Of Emily Miller
Sent: Tuesday, April 28, 2015 1:50 PM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: [SERIALST] Renewals

 

Greetings All,

 

I am gearing up for my first Renewal Process with our subscription management vendor.  Does anyone have a Serials Renewal Process Timeline/Schedule/Checklist, including all the tasks that need to be performed, that they would be willing to share?

 

Many thanks in advance!

Emily

 

emily dara miller
acquisitions/collection development librarian

collection services

 

Jefferson County Public Library
10500 W. 38th Avenue
Wheat Ridge, CO 80033

p 303.403.5217

emily.miller@jeffcolibrary.org


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