[Eril-l] Renewals timing question

Wed Jul 12 09:54:38 PDT 2023

Thank you to everyone who shared their experience and wisdom on this topic.

These responses will be very helpful in framing the discussion with our
budget and accounts payable administrators here on campus.

Best,
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

On Wed, Jul 12, 2023 at 9:09 AM Electronic Resources in Libraries
discussion list via Eril-l <eril-l at lists.eril-l.org> wrote:

> Ditto to previous responses.  Having done some realignments, one
> suggestion I'd make is to start with some of your bigger vendors for whom
> you have a responsive personal rep.  That way you may see a big impact
> fast.  E.g., if you have a lot of ProQuest databases, start with realigning
> all of those by working with your rep.
>
> Good luck!  - Theresa
>
> Theresa Arndt
> Associate Dean for Collections and Resources
> Library Services
> Dickinson College
> Carlisle, PA 17013
> Office/voicemail:  (717) 245-1750
> arndtt at dickinson.edu
> she/her/hers
>
>
> ------------------------------
> *From:* Eril-l <eril-l-bounces at lists.eril-l.org> on behalf of Electronic
> Resources in Libraries discussion list via Eril-l <eril-l at lists.eril-l.org
> >
> *Sent:* Tuesday, July 11, 2023 5:26 PM
> *To:* Electronic Resources in Libraries discussion list <
> eril-l at lists.eril-l.org>
> *Subject:* Re: [Eril-l] Renewals timing question
>
> *Caution:*This email originated from outside of the College. *Do not*
> click links or open attachments unless you recognize the sender and know
> the content is safe. Report anything suspicious to the HelpDesk.
>
>
> 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
>
> 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
>
> She/her/hers
>
> LinkedIn: 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> *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
> *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
>
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