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

 

 

 

 

 

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

 

 

 

 

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