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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 highly ranked in the Ranking Survey, BC ELN establishes a timeline for reviewing the product after the results of the Survey are announced.
  3. BC ELN negotiates pricing as well as terms and 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 partner library staff when product information is available. Notification is sent via an email from ConsortiaManager; product information is made available on the ConsortiaManager agreement page for that product.
  6. Partner library staff review documentation and coordinate product evaluation at their institutions.
  7. BC ELN staff coordinate with vendors to ensure the trial proceeds smoothly and that partners have the information they require to proceed with their evaluation.
  8. Partner libraries respond to product offers through ConsortiaManager. In general, libraries take action if they wish to join a NEW product licence. For renewals, libraries must take action if they wish to CHANGE their subscription status. Current subscribers are automatically renewed (unless stated otherwise on the agreement) so they must withdraw from the licence by rejecting the renewal offer within ConsortiaManager.
  9. Partner library staff have until the posted deadline to respond to the trial or renewal. A reminder is sent out through ConsortiaManager a week before the response deadline.
  10. Following the deadline, BC ELN 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.