That timing issue is also true for cancelling print subscriptions, and for transitioning from print to online as well.

 

 

 

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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