EBSCO also "wants" our renewals in July, but that's just flat out impossible given the budget cycle we have.  They aren't really happy to get our renewal at the end of September, but they haven't dropped us as a customer yet over it, nor does it affect our price.

Don't let your serials jobber bully you into a timeline that doesn't work for you.

Melissa

On Wed, Apr 29, 2015 at 3:31 PM, Colleen A McGhee-French <cmcghee@wellesley.edu> wrote:

I'm new at this too, but have a few observations:

 

- We have a subscription agency (Harrassowitz) that wants to know of any cancellations by July 1, so that's one deadline

 

- We have language in our policy that says we need to post the list of proposed titles for a certain length of time so that faculty members have a chance to look at it, and not all our faculty are around after commencement, so that's another factor in our timeline.

 

- Usage reports can be deceiving! There are some expensive titles, like Chemical & Engineering News, that looked like they had zero use over the last several years. But C&EN is on a different platform from the other ACS titles, and they don't do COUNTER-compliant usage reports, so I had to ask them specifically for usage and put that in a COUNTER-compliant template to upload for usage stats analysis.

 

And don't get me started about SUSHI.

 

Colleen

 

On Wed, Apr 29, 2015 at 1:55 PM, SERIALST automatic digest system <LISTSERV@listserv.nasig.org> wrote:

There are 2 messages totaling 2526 lines in this issue.

Topics in this special issue:

  1. Renewals (2)

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Date:    Wed, 29 Apr 2015 17:21:59 +0000
From:    "Cabot, Amanda" <acabot@RIVIER.EDU>
Subject: Re: Renewals

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


From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG] On Behalf Of Emily Miller
Sent: Wednesday, April 29, 2015 1:14 PM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: Re: [SERIALST] Renewals

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

------------------------------

Date:    Wed, 29 Apr 2015 17:54:35 +0000
From:    Diane Raines <draines@WESTMINSTERCOLLEGE.EDU>
Subject: Re: Renewals

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<mailto:draines@westminstercollege.edu>

From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG] On Behalf Of Emily Miller
Sent: Tuesday, April 28, 2015 1:50 PM
To: SERIALST@LISTSERV.NASIG.ORG<mailto:SERIALST@LISTSERV.NASIG.ORG>
Subject: [SERIALST] Renewals

Greetings All,

I am gearing up for my first Renewal Process with our subscription management vendor.  Does anyone have a Serials Renewal Process Timeline/Schedule/Checklist, including all the tasks that need to be performed, that they would be willing to share?

Many thanks in advance!
Emily

emily dara miller
acquisitions/collection development librarian
collection services

Jefferson County Public Library
10500 W. 38th Avenue
Wheat Ridge, CO 80033
p 303.403.5217
emily.miller@jeffcolibrary.org<mailto:john.smith@jeffcolibrary.org%0d>

 

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