Creating a Standard of Practice for License Alternatives
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The document outlines practices for managing electronic resource licenses and their alternatives at Kansas State University Libraries. It details the lifecycle of these resources, including acquisition, administration, and evaluation, while emphasizing a standardized approach to interpreting terms of use and managing documentation. Key processes involve negotiating licenses, utilizing a shared e-resource understanding registry, and ensuring proper handling of interlibrary loan services.
Creating a Standard of Practice for License Alternatives
- 1. Creating a Standard of Practice for License Alternatives Christina Geuther Electronic Resources Librarian, Kansas State University Mira Greene Head of Content Development and Acquisitions, Kansas State University
- 2. Licenses and their Alternatives in Life Cycle of Electronic Resources Acquire Provide Access Administer Support Evaluate Renew Establish agreement between vendor and library Life cycle modified from: Pesch, O. (2008). “Library standards and E- resource management: A survey of current initiatives and standard efforts.” Serials Librarian 55, 3: 482.
- 3. Conventional Negotiation Process for Licensing Licensor representative or their website provides a standard license or amendment appropriate to the electronic resource Licensee reviews the terms and requests modifications of terms and/or supplies possible addendums Licensor reviews the new language and provides feedback with a modified document if Licensee requests are accepted Licensee reviews modified license/amendment again and decides whether to sign
- 4. Process of Acceptance for License Alternatives Licensor representative or their website provides terms of use for the electronic resource Licensee reviews the terms and decides whether to accept • Unlike the conventions of licensing, alternatives do not include negotiations to their agreement. • Terms of Use that are posted on a website are also subject to change, suggesting that they should be captured by the library at the time of acceptance/agreement. • A suggested option is that terms may be provided by a Shared E-Resource Understanding registry.
- 6. Concerns for Documentation of Agreements • Interlibrary Loan Services • Possible Future Cancellation • Archiving/Perpetual Access • Authorized Users • Terms of Use
- 7. Setting: Kansas State University Libraries • Land grant institution founded in 1863 • Campuses in Olathe, Salina, and Manhattan, Kansas • 2014 FTE was 21,581 • $5.8 million budget for electronic resources • Migrated in July 2015 from Ex Libris Verde and Voyager to Alma • Full license records in Verde since 2007 and currently in cleanup process in Alma "Hale Exterior". Licensed under CC BY 3.0 via Wikipedia - https://en.wikipedia.org/wiki/File:Hale_Exterior.jpg#/media/File:Hale_Exterior.jpg
- 8. K-State Work Distribution for E-Resources • Head, Content Development & Acquisitions – Approves purchases and renewals while overseeing department • Content Development Librarians – Review e-resources, analytics, vendor profiles • Continuing Resources Librarian – Oversees Library Assistants for processing invoices, activating & linking new portfolios/collections – Co-administers e-resources modules • Electronic Resources Librarian – Documents licenses and license alternatives for e-resources – Co-administers e-resources modules • Electronic Resources Access Specialist – Administers link resolver and collects usage statistics • Interlibrary Loan Services – View license terms and process interlibrary loans incoming and outgoing
- 9. License Alternatives Documented in Verde • Three predecessors with some inconsistencies – Written procedure only developed for licenses • Same treatment as license with regard to filling out options for all terms and attaching documentation file • Name field marked with “TOU”, "no license", or “SERU” after product
- 10. Move to Alma • License Codes – Modified from U of Minnesota Libraries policy • Organizational Information • Controlled Vocabulary? – Need for Word Doc template • One SERU record for all applicable e-resources • Making terms of use and ILL visible from Alma to Primo
- 11. Timeline with Migration and Data Cleanup June 2014 to June 2015 • Review and data cleanup in Verde in preparation of migration. June 30 2015 • Technical freeze. Stop work in Verde. July 15 2015 • Fix migration errors of license module found during training and testing period. July 20 2015 • Go live with Alma. September 2015 • Stop on licensing due to other migration errors in Admin module. October 2015 • Migration team negotiating longer access to Verde. Proceed with licensing in Alma.
- 12. License Alternative Workflow Contact vendor for most recent Terms of Use and to ensure there is not a license that can be negotiated Consider Terms of Use and whether the needs of the Library will be met Register for SERU when applicable Documentation of Terms of Use & File Management Interpret SERU or Terms of Use Upon Staff Request
- 13. 1. Contact vendor for most recent Terms of Use and to ensure there is not a license that can be negotiated Contact vendor for license/alternative If vendor cannot sign a license, make sure it does not require State of Kansas DA 146A Ask vendor if they are in the SERU Registry
- 14. 2. Consider Terms of Use and whether the needs of the Library will be met Review terms of agreement Contact vendor and document areas needing clarification Apply the same checklist and red flags as licenses
- 15. 3. Register for SERU when applicable Confirm use of SERU Check registry (K- State is already listed) Link SERU license record to appropriate electronic resource in ERM/URM
- 16. 4. Documentation of Terms of Use & File Management Use Word document to first write down all of the ERM/URM licensing interface values and corresponding terms of agreement information Reread Word document against SERU/TOU Copy information over to license form Description and Terms tabs Attach copy of terms of agreement to the form Maintain any clarification emails in W: Drive licensing folder
- 17. Public Services refers a patron who wants to use an electronic resource in a manner that may be reflected in terms of use Fair Use implications are unclear The management system license interface does not have enough information to answer a question Most Common Reasons to Interpret Licensing Alternatives for Staff 5. Interpret SERU or Terms of Use Upon Staff Request
- 18. ERL makes an informed suggestion based on materials at hand ERL looks through documented emails in W: drive Licensing folder and most current agreement to identify whether Staff terms of use question has an established answer Staff contacts Electronic Resource Librarian (ERL) to interpret terms of agreement Contact between ERL and Staff Unclear ERL becomes main contact for communication over the matter with the vendor licensing representative The issue is treated in the best interest of the university, whether reading gray area at an advantage or deciding to be conservative based on most practices (such as avoiding systematic downloading) Yes ERL cites the terms of agreement documentation, reading the possible confidentiality clause first whether to actually include wording in an email exchange
- 19. The Effect on Interlibrary Services • In July 2015, we configured licensing module to place interlibrary loan concerns at the uppermost portion of the interface • SERU and TOU given same treatment as licenses • Consistent workflow for Interlibrary Services staff dealing with all terms of agreement K-State University Libraries Interlibrary Services led by Janice Barrons, left