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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Hello Karen,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">I echo the recommendations made by Theresa. We also spent the last 2 years pro-rating all renewals to fall on a Calendar (January) or Fiscal (July) year basis
and it has helped tremendously with budget predictions. I agree that splitting them between January and July helps with the workload – having them all in one month would be overwhelming, not to mention your entire budget (or the majority of it) would be
depleted all at one time.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Good luck,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Nina<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Book Antiqua","serif";color:black">Nina Peri, MSLS<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Book Antiqua","serif";color:black">Collection Development Librarian for Licensed Resources<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Book Antiqua","serif";color:black">Project
</span><span style="font-size:11.0pt;font-family:"Book Antiqua","serif";color:black">Coordinator</span><span style="font-size:11.0pt;font-family:"Book Antiqua","serif";color:black">, DigitalCommons@Fairfield<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Book Antiqua","serif";color:black">Fairfield University, DiMenna-Nyselius Library<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Book Antiqua","serif";color:black">1073 North Benson Road</span><span style="font-size:11.0pt;font-family:"Book Antiqua","serif";color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Book Antiqua","serif";color:black">Fairfield, Connecticut 06824<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Book Antiqua","serif";color:black"><a href="mailto:nperi@fairfield.edu">nperi@fairfield.edu</a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Book Antiqua","serif";color:black">203-254-4000 ext. 2039<o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:11.0pt;font-family:"Book Antiqua","serif";color:#1F497D">To learn more about DigitalCommons@Fairfield click
</span></i><i><span style="font-size:11.0pt;font-family:"Book Antiqua","serif";color:#1F497D"><a href="http://librarybestbets.fairfield.edu/digitalcommons">here</a></span></i><b><i><span style="font-size:11.0pt;font-family:"Book Antiqua","serif";color:#1F497D"><o:p></o:p></span></i></b></p>
<p class="MsoNormal"><span style="font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal" style="margin-left:.5in"><b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif"">From:</span></b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif""> Eril-l [mailto:eril-l-bounces@lists.eril-l.org]
<b>On Behalf Of </b>Arndt,Theresa<br>
<b>Sent:</b> Friday, October 23, 2015 3:57 PM<br>
<b>To:</b> 'Karen Jensen'; eril-l<br>
<b>Subject:</b> Re: [Eril-l] package renewal dates<o:p></o:p></span></p>
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<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Hi Karen –
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">We’ve done this here with our largest vendors, for the same reason – small staff striving for more efficiency. I just contacted our
reps and worked with them individually one at a time to get things pro-rated so that renewals would align with our fiscal year. Since our fiscal year runs July to June, I’ve left alone renewals that were on the calendar year (January through December), since
those are easy for us to adapt to internally. Also, when we start new subscriptions we sometimes will ask them to pro-rate the first year, so they are aligned. I’m not sure I’d want ALL our renewals at once on July 1. Having a batch on July 1 and another
batch on January 1 works pretty well for workflow and budgeting purposes. I highly recommend this approach, as it has made budgeting more predictable. Last year we were asked to produce a “zero-based budget” request and it was a lot easier due to the prior
work aligning our renewal dates for most things. <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">I recommend you just start with one or two vendors and go from there. It requires some work up front, but makes things easier to track
in future years. Keep careful records of the pro-ration arrangements, so you can make sure you are charged correctly the following year. We keep track of everything in our ERM CORAL, which has a way to designate a payment as “prorated”, and has space for
notes.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">- Best, Theresa<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Theresa Arndt, MLS<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Associate Director for Library Resources and Administration
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Library and Information Services<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Dickinson College<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">P.O. Box 1773<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Carlisle, PA 17013<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">voice: 717-245-1750<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">fax: 717-245-1439<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><a href="mailto:arndtt@dickinson.edu">arndtt@dickinson.edu</a><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><b><span style="font-size:11.0pt;font-family:"Calibri","sans-serif"">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri","sans-serif""> Eril-l [<a href="mailto:eril-l-bounces@lists.eril-l.org">mailto:eril-l-bounces@lists.eril-l.org</a>]
<b>On Behalf Of </b>Karen Jensen<br>
<b>Sent:</b> Friday, October 23, 2015 3:33 PM<br>
<b>To:</b> eril-l <<a href="mailto:eril-l@lists.eril-l.org">eril-l@lists.eril-l.org</a>><br>
<b>Subject:</b> [Eril-l] package renewal dates<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
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<p class="MsoNormal" style="margin-left:.5in">This may not be the best list for this subject, but it's been such a great, active list with lots of ideas shared, that I'm going to start here.<o:p></o:p></p>
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<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
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<p class="MsoNormal" style="margin-left:.5in">I wonder if any libraries out there have worked to get all or most of their electronic package renewal dates to come up during the same month of the year, in order to create more predictable accounting, keep the
staff schedules the rest of the year for other activities, minimize the number of interruptions from vendors, etc. In other words, work toward prorating or other means in order to get renewal dates changed to concentrate the work of renewals. I ask because
our personnel cutbacks and reduced hours have forced us to look for any possible improvement in efficiency; we all have more to do and need to streamline how we do it. I wondered if someone else has done this and if they have tips for proceeding.<o:p></o:p></p>
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<p class="MsoNormal" style="margin-left:.5in">Thanks,<o:p></o:p></p>
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<o:p></o:p></p>
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<p class="MsoNormal" style="margin-left:.5in">Karen Jensen<br>
Collection Development Officer<br>
Rasmuson Library<br>
University of Alaska Fairbanks<o:p></o:p></p>
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<p class="MsoNormal" style="margin-left:.5in"><a href="tel:907-474-6695" target="_blank">907-474-6695</a><o:p></o:p></p>
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<a href="mailto:kljensen@alaska.edu" target="_blank">kljensen@alaska.edu</a><o:p></o:p></p>
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