We also check for perpetual access to cancelled titles.  If the cancelled title is also part of a different package (ex. JSTOR, Project Muse, etc.) I check if we get perpetual access to that package.  If the package covers the subscribed dates and includes perpetual access, I don’t bother retaining perpetual access with the publisher, and vice versa.

 

I start updating our link resolver in early to mid January.  I find that new titles can take up to 3 months to gain access to, but I get our jobber involved if access hasn’t been granted by mid February.

 

Mandi

 

Mandi Schwarz
Library Assistant - Serials
University of Northern British Columbia
250-960-6455; Mandi.Schwarz@unbc.ca

 

 

 

 

This is very helpful. I processed my first Renewal this year, and there was a lot to learn. I wanted to add that we always make sure to check each of our cancelled e-journal titles for perpetual access. This information is available in EBSCOnet. We keep perpetual access titles in our catalog and in our Electronic Resource Manager in order to track access.

 

amanda

 

Amanda Cabot

Acquisitions Librarian

Rivier University

Regina Library

Nashua, NH 03060

603-897-8535

acabot@rivier.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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