[Eril-l] Renewals timing question

[Electronic Resources in Libraries discussion list]

Hi, I agree with Leslie's summation.  Budget and vendor practice to make adjustments are the two key aspects.

You'll need to understand the impact on your budget during the transition and if there will be sufficient funds to cover extended subscription costs in whatever FY those payments are due.  I assume your financial office won't have any issues with 18-month subscription periods or similar.

Will your vendors be able to accommodate a change in expiration and how will they manage it?

How many database subscriptions do you have? You'll want to have a plan to track responses and progress to reach your common December expiration.

Do you have consortial agreements that might be affected?  Check with the consortia as well to see what is possible.

Good luck!  It should be manageable if you are prepared with the relevant information and have a plan to keep track of progress and success.  (we won't talk about problems-they never happen!)

Susan

Susan Davis (she/her/hers)
Acquisitions Librarian for Continuing Resources and Licensing Specialist &
  Electronic Resources Team Coordinator
University at Buffalo (SUNY)
134 Lockwood Library
Buffalo, NY 14260-2210
716-645-2784
716-645-5955 fax
unlsdb at buffalo.edu<mailto:unlsdb at buffalo.edu>
https://library.buffalo.edu/staff/sdavis-bartl<https://urldefense.com/v3/__https:/nam12.safelinks.protection.outlook.com/?url=https*3A*2F*2Furldefense.com*2Fv3*2F__https*3A*2Flibrary.buffalo.edu*2Fstaff*2Fsdavis-bartl__*3B!!NLFGqXoFfo8MMQ!sZztPgtP4SFbEE8Qo20OhBFs_YAE6H9FLcSS2sX0-Nc2lfWYR0yAHx3_cRZLFFzD0VxPeJXlXcNMBv9OBN0cxI4*24&data=05*7C01*7Cunlsdb*40buffalo.edu*7C4c45647c07904b31baf108da3cbf2ea1*7C96464a8af8ed40b199e25f6b50a20250*7C0*7C0*7C637889089092551260*7CUnknown*7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0*3D*7C3000*7C*7C*7C&sdata=9HdsByqtN4QN4irQ590wc3Z9Ue9ds2XrPW63R5PjU*2B4*3D&reserved=0__;JSUlJSUlJSUlJSUlJSUlJSUlJSUlJSUlJSUlJQ!!NLFGqXoFfo8MMQ!ugKSqsmQ8fLEyRc2MpT4mY6ZwIy-Q0CVNTl4LpgeLnDKXWMAlhhOlPx2vsAS2Oy7m5iW9MnCXI1jgdKbRU7dTFs$>


From: Eril-l <eril-l-bounces at lists.eril-l.org> On Behalf Of Electronic Resources in Libraries discussion list via Eril-l
Sent: Tuesday, July 11, 2023 4:11 PM
To: Electronic Resources in Libraries discussion list <eril-l at lists.eril-l.org>
Subject: Re: [Eril-l] Renewals timing question

Anne,
You may want keep a couple of things in mind as you think about this:

  1.  Does your library system handle accounting across multiple fiscal years (e.g. accrual accounting)?
  2.  Will you be able to pay 1 ½ yrs for a resource if a vendor will only do a long-term adjustment vs. a ½ year adjustment for the year?
Some vendors are willing to do it and be flexible about it. Others are not as flexible, so you still may have some that don't conform with the new system. You'll want to decide if the year or so to get everything on the same schedule is worth the work and if the budget is flexible enough to handle the changes.

Best,
Leslie

Leslie D. Burke
Collection Services Librarian, Library
Kalamazoo College
1200 Academy St
Kalamazoo, MI 49006
p 269.337.7144
f 269.337.7395
Leslie.Burke at kzoo.edu<mailto:Leslie.Burke at kzoo.edu>
She/her/hers
LinkedIn: www.linkedin.com/in/leslieburke/<http://www.linkedin.com/in/leslieburke/> ; Twitter: librarygal2go; K's Library on Facebook: https://www.facebook.com/kalamazoocollegelibrary

From: Eril-l <eril-l-bounces at lists.eril-l.org<mailto:eril-l-bounces at lists.eril-l.org>> On Behalf Of Electronic Resources in Libraries discussion list via Eril-l
Sent: Tuesday, July 11, 2023 3:45 PM
To: eril-l at lists.eril-l.org<mailto:eril-l at lists.eril-l.org>
Subject: [Eril-l] Renewals timing question

Hello,
I am hoping the collective wisdom can offer some advice. Has anyone shifted all database renewals from a fiscal year start to a calendar year start?

If so, how difficult was it to coordinate? Were there any challenges?

Since June and July at academic institutions are traditionally vacation months for many campus offices, it can be challenging to get approvals.  I am trying to brainstorm ways to work within the system.

Thank you in advance,
Anne


Anne P. Hancock

Head of Resource Management, McQuade Library
Merrimack College I 315 Turnpike St. I North Andover, MA 01845
978-837-5064 | hancockan at merrimack.edu<mailto:hancockan at merrimack.edu>

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