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BC ELN Database Licensing Process

This is an outline of the standard BC ELN database licensing process.

  1. A database is identified as being of potential interest for the consortium (see Methods of Selection).

  2. If the database has been identified as a top-ranking candidate during the annual product ranking survey, BC ELN establishes a timeline for reviewing the product when the results of the survey are announced.

  3. In advance of the review process, BC ELN negotiates pricing and terms & conditions, and arranges a trial for partner libraries.

  4. In cases where the same (or similar) products are available from multiple vendors, BC ELN may arrange multiple trials and create additional comparative documentation.

  5. BC ELN notifies the Collection Development Resource Team when product information is available. Notification is sent via the elncollect list; product information is made available on the BC ELN web site under Trials and Renewals.

  6. Collection Development Resource Team members review documentation and coordinate product evaluation at their institutions.

  7. BC ELN staff coordinate with product vendors to ensure the trial proceeds smoothly and that partners have the information they require to proceed with their evaluation.

  8. Collection Development Resource Team members respond to BC ELN as indicated in the trial documentation. In general, libaries must reply in the affirmative if they wish to join a NEW product licence. For renewals, sites must inform BC ELN if they wish to CHANGE their subscription status. Current subscribers are automatically renewed unless BC ELN receives notification of their intention to withdraw from the licence.

  9. Collection Development Resource Team members have until the posted deadline to respond to the trial or renewal. BC ELN sends out a reminder to the eln-collect list a week before the response deadline.

  10. Following the deadline, BC ELN sends out a final list of participants and signs a contract with the vendor establishing participants for the current licence year. Please note that it is not possible for participants to withdraw from a licence once the contract has been signed. However, it is generally possible for sites to join a licence during the year on a pro-rated basis.

The process described above constitutes the typical or standard steps involved in BC ELN product licensing. A wide variety of external factors may cause the process to vary in practice.

Return to BC ELN Database Licensing Framework.