[Eril-l] database trial policy

[Crawford, Laurel]

We also have restrictions on trials, but they're less formal. Our Electronic Resources Librarian uses professional judgment to determine the need for a trial on a case-by-case basis. In addition to the criteria Julie listed below, we consider:

*         The number of trials being conducted at once-we have only so much time to compile feedback from multiple trials. It also takes time to promote trials to get a decent amount of feedback-a trial without users is a waste of effort.

*         Whether we want the product for other reasons-we wouldn't run a trial for something out of scope, a poor quality resource, or a database in a foreign language not needed at our university, for example.

*         If a resource is very inexpensive, we also might decide not to run a trial-it might not be worth the time investment to trial a resource under a certain dollar amount, for example.

The only reason we'd conduct a trial of something we clearly cannot afford (or don't want for other reasons) is in the rare case when another funding source is potentially available; for example, we've conducted trials to help faculty members apply for a grant or make a pitch for additional funding.

Some good reasons not to run trials indiscriminately are:

*         Preserving your relationship with the vendor.

*         Setting unrealistic expectations among your patrons.

*         Allowing users to unethically use trials to download lots of information for free.

We find we need to communicate these expectations among ourselves in Technical Services, to our subject librarians, and to faculty requestors. I think it makes good sense to create a policy you can share with others-adding that to my to-do list! :)

Laurel Sammonds Crawford
Coordinator of Collection Development
University of North Texas Libraries
laurel.crawford at unt.edu<mailto:laurel.crawford at unt.edu>
(940) 565 - 2762

From: Eril-l [mailto:eril-l-bounces at lists.eril-l.org] On Behalf Of Loder, Julie L
Sent: Tuesday, March 29, 2016 4:11 PM
To: 'Sally Krash'; eril-l at lists.eril-l.org
Subject: Re: [Eril-l] database trial policy

Hello Sally,

Yes, we have a policy that addresses trials.  Essentially the sponsor needs permission from our AD for Collections, but should have considered the following before asking.  We are essentially trying to manage expectations on all sides and coordinate so we are requesting at a time when users and staff will have time to review and give feedback.


  *   Think about why we are requesting a trial to be sure it is really necessary.  For example, if we are only adding new content to an existing interface, is a trial necessary?
  *   There should be a reasonable expectation that we can afford the resource.
  *   Trials should be scheduled at times when people will have an opportunity to review the resource.  For example, a trial should not be scheduled during the Winter Break when many librarians and faculty will likely be away.

Julie

From: Eril-l [mailto:eril-l-bounces at lists.eril-l.org] On Behalf Of Sally Krash
Sent: Tuesday, March 29, 2016 2:39 PM
To: eril-l at lists.eril-l.org<mailto:eril-l at lists.eril-l.org>
Subject: [Eril-l] database trial policy

Hello all,

Does anyone have a database trial policy? In previous libraries where I have worked, we only set up trials for databases that were being considered for purchase or subscription. However, in my current library, we are being asked to set up trials for databases that are well beyond our ability to obtain (financially speaking). If you have a policy that addresses this issue, can you share it with me?

All feedback is welcome!

Thank you,

Sally Krash
Head of Information Resources Management
W.E.B. Du Bois Library
University of Massachusetts Amherst
413-545-6865
krash at library.umass.edu<mailto:krash at library.umass.edu>

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