At East Central University, we do a periodicals analysis every year before it’s time to renew.

 

I make a giant spreadsheet that shows the price difference from last year to the next year (with anticipated cost of renewal) and 3 years’ worth of usage data for each title. We collect in-house usage stats for print titles, and we collect online stats from all of the various journal publisher websites we use.

 

I then organize the spreadsheet by academic department and meet with each liaison librarian to discuss the trends and cost per use for the titles in their subject areas. The librarians then meet with department chairs and faculty to discuss what should be cut, renewed, or switched to a different format (eg., print to online).

 

After meeting with faculty, the librarians make recommendations of what to keep/cut to our library director. The final decisions rests with the director, but she usually takes the librarians’ recommendations.

 

 

 

University of Otago has developed an assessment tool for subscription based eresources that you may find helpful

https://ourarchive.otago.ac.nz/handle/10523/8141

 

We consider 2 factors – ROI and AVA.

 

ROI = Return on investment. 

Cost per use

Cost per use trend

Price difference from previous renewal

Content overlap

Access/performance issues

Each of these factors are weighted and if the result is above our predetermined threshold then we renew.

 

If the result is under our predetermined threshold we seek -

AVA = Academic Value Assessment

We seek input from those academics who are likely users to determine the risk if the item is cancelled. They are provided with the ROI data so that their feedback is informed by cost and use issues.  The academics are requested to provide specific comment on the value for teaching and/or research not just a generic statement. We find they appreciate the ROI data and provide very focused feedback.

 

If other institutions use this model they would need to assign their own weightings and value to the criteria to determine a threshold which is acceptable.  The best way to do this is to test the model on previous decisions which were successful.

 

 

 

 

 

I would echo Scott’s advice. Every library has a different approach.

 

My department compiles cost and usage reports for all subject areas, from as many publishers as possible, and that report gets reviewed by subject specialists. If there is a perpetual, IP authenticated, online version available, that format change gets made automatically. Otherwise, the subject specialists have primarily (practically final) authority to cancel and add. Adds must be cost neutral, though.

 

Cres Dept enters changes into the agent’s renewal system at the end of the process. We rely on accurate information at the agent for many of our renewal decisions.

 

Let us know if you have more questions.

 

Christina Torbert

Head of Continuing Resources and Acquisitions

Bibliographer for Philosophy and Religion

Associate Professor

J.D. Williams Library

University of Mississippi

P.O. Box 1848

University, MS 38677-1848

U.S.A.

O: +1-662-915-7059 | F: +1-662-915-6744

ctorbert@olemiss.edu

 

 

 

Kathryn,

This is somewhat of a complicated question. I would refer you to conference presentations and journal articles about these topics.

 

We decide we gets renewed or cancelled by groups of subject librarians reviewing usage, cost per use, core title applicability, and availability of pay-per-view.

Yes, we review usage reports, both for electronic and print. Please explore “unique” in COUNTER 5.

Subject librarians are primarily responsible; however, they do consult with faculty.

 

The final decision is made by acquisitions subject to a final, final decision by administration.

 

Scott Pope

Continuing Resources Librarian

Texas State University

 

 

 

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