Resources - Electronic

This section contains information on policies, workflows, how-to's, and configuration settings for electronic resources in the WRLC Alma environment. Information about shared WRLC electronic collections can also be found here.

Resources -Electronic Policies

Resources -Electronic Policies

CDI Best Practices and Recommendations

CDI Defined

Central Discovery Index (CDI) is a database of citations gathered from a wide array of sources such as journal articles, e-books, legal documents and more. They are harvested from thousands of primary and secondary commercial publishers and aggregators, and from open-access repositories. CDI is also a relational database between citations rather than just an aggregated list of abstracts or citations. This enables linking features like those between a book review and the book in question or a book chapter and the entire book. By default, CDI will try to display results for material where the full text is available for your users based on your local subscriptions or subscriptions provided to members of the consortium. 

Source: Section titled “Central Discovery Index (CDI). https://wiki.library.ucsf.edu/display/SILS/Primo+VE+Glossary 

Required Role: CDI Operator

 

Components of CDI:


CDI Search activation status OR CDI Search activation status

     Active/Yes: If selected, the content will be searchable.

     Not Active/No: If selected but a collection has both active portfolios and inactive portfolios, only the active portfolios will show as View Online,

     NOTE: Book Chapters (e.g., book chapters, encyclopedia entries, etc.,) from CDI will not show as View Online, even if the book is activated.

Recommendation: Select Active or Yes

 

We subscribe to only some titles in this collection

     Yes: CDI will try to match your active portfolios in Alma to records in CDI to show “View Online” on those.

     No: Everything from the collection (as identified in CDI) will show as Online.

Recommendation: Select as appropriate for your electronic collection.

 

Do not show as Full Text available in CDI even if active in Alma

     Checked: CDI content will not have a View Online link in Primo. Instead, it will show a “How to get it” link.

     NOTE: This will affect book chapters in CDI as well.

Recommendation: Checkbox should be left unchecked

 

*Recommendations provided by the libraries in WRLC

**Source of information and definitions: Harvard Wiki: “CDI Management in Alma and interoperability with Primo”, created by Corinna Baksik.

 

Additional aspects to consider:

Duplicate results for e-books appearing in Primo (if using a blended search scope)

Scenario: Two results are being displayed in Primo for a single activation of a title.

Likely cause: A record from both Alma and CDI are being displayed.

     Mark the “do not show as full text” checkbox.

     Good practice to select “No” next to “CDI Search activation status”, so that unrequestable books do not appear in the results of an expanded search.

     CON: Book chapter-level results (dictionary entries, encyclopedia entries, etc.,) will no

     longer appear if “CDI Search activation status” is set to No.

 

Additional information:

 


     Available for CDI search activation:

     Provider coverage:

     Search Rights in CDI:

     Full Text Rights in CDI:

     CDI Type:

Definitions for each section can be located here.

Linking Methods

Primo supports the following linking methods, which are set at the collection level:

     OpenURL linking

 

Additional sources:

Single Activation with the Fully Flexible Setting (Ex Libris documentation: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Electronic_Resource_Management/060_Alma_Single_Activation_Source_for_CDI/020Single_Activation_with_the_Fully_Flexible_Setting

CDI and Linking to Electronic Full Text:

https://knowledge.exlibrisgroup.com/Primo/Content_Corner/Central_Discovery_Index/Documentation_and_Training/Documentation_and_Training_(English)/CDI_-_The_Central_Discovery_Index/050CDI_and_Linking_to_Electronic_Full_Text 

Primo VE Release Notes page (Will include CDI updates): https://knowledge.exlibrisgroup.com/Primo/Release_Notes/002Primo_VE 

Single Activation for CDI in Alma - Overview:

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Electronic_Resource_Management/060_Alma_Single_Activation_Source_for_CDI/010Single_Activation_for_CDI_in_Alma_-_Overview

Using the Central Discovery Index (CDI) in Alma:

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Electronic_Resource_Management/060_Alma_Single_Activation_Source_for_CDI/060Using_the_Central_Discovery_Index_(CDI)_in_Alma

Specialized Search Scopes for CDI (released March 2022):

https://knowledge.exlibrisgroup.com/Primo/Release_Notes/002Primo_VE/2022/010Primo_VE_2022_Release_Notes?mon=202201BASE#CDI-Related_Updates

Resources -Electronic Policies

Placement of Electronic Resources in Alma

Introduction

This policy establishes guidelines on where bibliographic records for electronic resources should be placed within the Ex Libris Alma architecture. This policy applies to all staff members of Washington Research Library Consortium (WRLC) institutions who work in Alma.

Background

When WRLC migrated to Alma in July 2018, most electronic resource records from Voyager and Sierra were placed in the Network Zone (NZ), which is the shared catalog. This immediately caused a problem because member institutions do not have access to electronic resources held by other member institutions. The only electronic resources that can be accessed by all libraries are those which were acquired as a consortium; these are managed by WRLC in the NZ. All other institution-specific electronic resources are not shared and therefore do not belong in the shared catalog. Furthermore, the presence of other institutions’ electronic resources confused patrons, who were frustrated or confused by not being able to access some ejournals, ebooks, and other electronic resources. At that time, it was not possible to limit the display of electronic resources in Primo VE by owning institution. Therefore, all institutions unlinked their records from the NZ so that they only resided in the proper Institution Zone (IZ).

During migration, electronic resources from Serials Solutions were activated in the Community Zone (CZ), which is a knowledge base of shared records for electronic resources that can be used by all Alma customers. Staff have also been activating electronic resources in the CZ since migration completed. These CZ records also go to the NZ, even though they are for non-shared electronic resources. It is not feasible for staff to unlink these records from the NZ (as they did with other migrated records) because that also breaks the link to the CZ.

Policy

  1. All bibliographic records for shared electronic resources acquired by WRLC must reside in the NZ.

  2. All bibliographic records for non-shared electronic resources acquired by individual institutions:

    1. Must reside in the IZ if that institution loads the records from a vendor, OCLC, or any source other than the CZ.

    2. May reside in the NZ if that institution has activated them in the CZ.

      1. These records may not be edited, merged, or overlaid in the NZ; instead, all changes must be made in the CZ.

      2. If an institution finds the CZ records to be low quality or inaccurate, the institution may create its own record in its IZ.

Approval

Approved by Electronic Resource Committee on 8/27/20.

Approved by Metadata Committee on 8/28/20.

Resources -Electronic Policies

URLs in Alma Bibliographic Records

Introduction

This policy establishes guidelines on the inclusion of institution-specific uniform resource locators (URLs) in bibliographic records for electronic resources within the Ex Libris Alma architecture. This policy applies to all staff members of Washington Research Library Consortium (WRLC) institutions who work in Alma.

Background

The MARC 856 subfield $u is the standard location in the bibliographic record for URLs. These URLs may provide direct access to an electronic resource or they may link to ancillary documentation, such as summary, table of contents, etc. Access URLs may be generic, or may be specific to a particular institution. Institution-specific access URLs are problematic. 

Records containing institution-specific access URLs in the 856 $u field may be introduced to the shared catalog via migration or from other sources, including Community Zone records created or edited by vendors and by other Alma libraries, or from services such as OCLC. When these records are introduced to a different local catalog, the access URLs are not functional, creating confusion for users. 

Ex Libris is working to address this problem on a global level. Individual libraries can fix their own records and try to avoid further problems. The Alma local equivalent for the 856 field is 957, which is not transferred to shared records. Institution-specific URLs in the 957 field are not problematic. Transferring the URL from the 856 to the 957 field resolves the problem. 

Policy

  1. Institution-specific access URLs are not to be stored in the MARC 856 $u, but instead should be stored in the 957 $u or 856 $x.

  2. Generic URLs (of any type: access or table of contents, etc.) that apply to all institutions are allowed in 856 $u. 


Approval

Approved by Electronic Resource Committee on 1/28/21.

Approved by Metadata Committee on 1/29/21.

Resources -Electronic Policies

Open Access Community Zone Collections in the NZ

A number of Open Access (OA) Community Zone (CZ) collections are activated and managed in the WRLC Network Zone (NZ). 

The decision to manage the most popular OA CZ collections in the NZ was agreed upon by the E-Resources Committee, the Coordinated Collections Committee, and the Alma/Primo Advisory Committee in the 2021-2022 school year. This was done to ease the burden of maintenance for the individual schools. Like all e-collections in the Network Zone, access to the collection is distributed to members who want the collection to appear in their institution's Primo VE.

For a current list of OA CZ collections , please see the Shared Electronic Collections page (the value in the Access Type column equals Open Access). 

Collections that are activated by 5 or more institution and that have an overall Brief Level over 6 are reviewed and added to the NZ once a year. For a full workflow on how new collections are approved, please see the Shared Open Access E-Resource Collections Workflow page.

Resources - Electronic Workflows and How-To's

Resources - Electronic Workflows and How-To's

How to activate Community Zone Collections

In order for an Electronic Collection or an Electronic Portfolio to be visible and accessible to users, it must first be activated. When activating from the Community Zone (CZ), the Collection or Portfolio is activated and then becomes a part of the Institution Zone (IZ) while still connected to the CZ for updates.

  1. Identify an Electronic Collection or an Electronic Portfolio in the CZ that you wish to activate.

  2. Click the “Activate” button. The Activation Wizard: Electronic Collection and Services Setup page appears.

  3. Enter the required information in the Activation Wizard: Electronic Collection and Services Setup page. The Activation Wizard allows you to configure settings for the Collection and/or Portfolio that are required for user access. The Ex Libris documentation should be consulted for the most current details of the Wizard. However, the Wizard is comprised of 4 main sections requiring input, some of which only appear for specific types of collections:

    1. Local Electronic Collection Information (All Collections) - basic localized information about the collection. If the collection is to appear for users, some input will be required:

      1. Public name - If you want to override the electronic collection name that is exposed to the public, enter a new name in this field.

      2. Library - select the library of which this collection is a part.

      3. Level URL - the unproxied access URL for the whole of the Electronic Collection

      4. Additional descriptive information - the bibliographic record that describes the Collection. This will automatically come from the CZ but can be overridden with a bibliographic record in the IZ.

      5. Mark Bib as suppressed - if checked, the collection-level bibliographic record will not appear. Uncheck if you wish for the collection to be visible to users.

      6. Electronic Collection Proxy Enabled - Select “Yes” if the Level URL should be proxied.

      7. Electronic Collection Proxy Selected - If “Yes” was selected for the Electronic Collection Proxy Enabled, select the appropriate pre-configured proxy.

    2. Full Text Service (Selective Packages only) - contains the services available for the Collection being activated. More than one service may be available.

      1. Activate this electronic collection service - this activates the relevant service for the Electronic Collection. This must be checked in order for the collection to be accessible for staff locally or for users through Primo.

      2. Make service available - this makes the activated service available for the Electronic Collection. In conjunction with Activate this Electronic Collection, both must be checked in order for the Collection to be visible to users in Primo. If the service is activated but unchecked, the Collection will not be available for users in Primo but will be activated for testing by staff in Alma.

      3. Automatically activate new portfolios - check if the Collection is an aggregator. Uncheck if only specific portfolios are to be activated.

    3. Full Text Service - Linking Parameters (Selective Packages only) - contains the parameters that are required for some full text services. Depending on your authentication method or the provider, client ID or Shibboleth parameters may be required for title-level linking.

    4. Full Text Service - Proxy setup

      1. Proxy enabled - if access requires proxy access, it should be enabled at the service level to cascade to all individual portfolios.

      2. Proxy selected - if the proxy is enabled above, select the appropriate pre-configured proxy

    5. Activation Type (Selective Packages only) - decide which activation type is appropriate for the collection

      1. Activate all - activates all portfolios then available in the CZ without selection. If the Collection is an aggregator, select this and ensure that Automatically activate new portfolios was selected earlier in the Wizard.

      2. Activate electronic collection and selected portfolios via Excel file upload - when this option is selected, the search for portfolios in the Community Zone is done using the ISSN or ISBN (from the Excel file) 

      3. Manual activation - select the specific portfolios that should be activated from within the Alma web interface

    6. Activation Summary (All Collections) - this summarizes the service(s), portfolios, and total activations that will be carried out. The total activation count is the sum of the collection, service(s), and portfolios.

  4. To complete the Wizard, click “Activate”. Selecting Activate causes an Inventory Electronic Collection Activation/Deactivation job to run. The results of the activation job can be viewed by selecting Report from the row actions list on the Monitor Jobs page for the job that ran. This report identifies the validation policy that you selected and provides a link to the file that was analyzed, that is, the file that was selected for loading in the Activation Wizard when you selected the Activate electronic collection and selected portfolios via Excel file upload option.

Relevant Documentation

Last updated: 2/27/2020

Resources - Electronic Workflows and How-To's

How to create an Alma import profile

There are several types of import profiles in Alma.  Different import profiles may be appropriate for different types of materials.

Creating a Repository Import Profile

Repository import profiles are the most common import profile type you will create in Alma.  They can be used to load and update local electronic collections, and to load batches of records 

EOD Import Profiles

Embedded Order Data (EOD) profiles allow you to import records with order data which is used to create attached PO lines.  Sometimes, these are overlaid by full records at a later point. 

Update Inventory Import Profiles

When EOD information is added, or if you are overlaying or merging records with new ones, you can use an Update Inventory Import Profile. 

Pay special attention to the match profile to ensure the match method is correct.  In most cases you will be matching by PO line, but 035 (other system number) is also a reliable match-point for overlays or merges that are not for EOD records.  

Manually Running an Import Profile

Setting up an Import Profile via FTP

Marymount has two import profiles set up using FTP.  One is for GOBI and the other is for Ingram.  The instructions will detail general set-up of FTP import profiles, as well as specifics for the GOBI and Ingram profiles at Marymount. 

Basic Set-up

Relevant Documentation

Last updated 2/27/2020

Resources - Electronic Workflows and How-To's

How to set up automatic holdings for e-resources

Introduction

Alma has a feature that allows e-resource providers to set a library’s ebook, ejournal, and database holdings in the Institution Zone (IZ) on behalf of that library and update them on a regular basis. This eliminates the need for manual activation/deactivation and setting date thresholds. There are currently four participating providers: Elsevier, Ovid, ProQuest, and Springer. Review the considerations to determine whether the advantages outweigh the disadvantages for your library.

Workflow

  1. Communicate with the provider. Some providers allow you to obtain all the necessary information from their administration site, while others may require you to send them instructions to set up this feature.

    1. Elsevier: create an institution token in the Elsevier admin tool

    2. Ovid: contact Ovid to request your user name, password, and Ovid group

    3. ProQuest: submit a support case to ask for automated holdings

    4. Springer: create an institution token in the administrative site

  2. Activate Community Zone (CZ) collections. The provider will activate individual titles from these electronic collections, which will result in the bibliographic records and electronic portfolios for your e-resources being copied from the CZ to your IZ. 

    1. Elsevier ScienceDirect Books Complete

    2. Elsevier ScienceDirect Journals Complete

    1. Books@Ovid Subscription Complete

    2. Books@Ovid Purchase Complete

    3. Journals@Ovid Complete

    1. Ebook Central Perpetual and DDA Titles

    1. SpringerLink Journals - AutoHoldings

    2. SpringerLink Books - AutoHoldings

    1. Elsevier

    2. Ovid

    3. ProQuest

    4. Springer

  3. Create integration profiles. Within Alma Configuration, you need to create a separate integration profile for each provider. The process for creating these profiles is the same for every provider:

    1. Select a provider

    2. Enter account information (obtained in step 1)

    3. Schedule the updates

Considerations

Relevant Documentation

Last updated 2/27/2020

Resources - Electronic Workflows and How-To's

E-Resources Training Sessions 2021

Session 1 | E-Resources Basics

 

Session 2 | Advanced E-Resources

 

Session 3 | E-Resources and Acquisitions

 

Session 4 | Usage Statistics

Resources - Electronic Workflows and How-To's

Shared Open Access E-Resource Collections Workflow

Involved Parties: CCC APAC NZ Manager ERC 

NEW RESOURCES

Requests from any library for new open access electronic resources to be added to Primo should be directed to Coordinated Collections Committee (CCC).

  1. For each requested resource, CCC gathers input on which libraries are interested in opting in (“participating libraries”) and communicates in/out decisions to Alma/Primo Advisory Committee (APAC). Report should include resource name, URL, brief description, and decisions of all WRLC members (IZ level - need 14 responses). 
  2. If only one library is interested in a particular OA resource, activation of this resource should be directed back to the appropriate IZ. (See Regular Review section for potential future reevaluation.) If more than one library is interested, APAC directs the E-Resource Committee (ERC) to investigate. 
  3. Network Zone Manager checks on availability in the Alma Community Zone (CZ) and evaluates the catalog record quality and provides a brief report to ERC. Report should include: resource name, URL, brief description, participating libraries, CZ record number. ERC prepares a response with approval to move forward or, if not, itemizes specific reservations that need to be addressed.   
  4. APAC reviews ERC response and makes a decision either to move forward or to wait for discussion of reservations. APAC directs NZ Manager to proceed with activation. 
  5. NZ Manager activates the collection in the NZ, with configuration set for the participating libraries. NZ Manager tests access on behalf of participating IZs. NZ Manager configures SUSHI collection (if applicable) and provides access to usage statistics to participating libraries. NZ Manager notifies APAC when completed. 
  6. APAC notifies CCC and ERC of successful activation. 
  7. CCC publicizes new shared OA collections at home libraries and in WRLC Newsletter. CCC maintains list on WRLC Intranet of all shared OA collections that have been added. See Regular Review section.

REGULAR REVIEW

Each year, ERC prepares list of OA resources that are already activated in each IZ. Those with more than 4 libraries and with an overall Brief Level over 6 are prioritized and then submitted into the new resource workflow for reactivation as NZ resources. 

Each year, CCC examines current shared OA list and offers libraries the opportunity to reevaluate decisions on opt-in or opt-out. 

  1. Any requests for changes are communicated to APAC. 

  2. APAC directs NZ Manager to make appropriate changes.  

  3. NZ Manager makes changes and communicates completion to APAC.

  4. APAC notifies CCC and ERC.

  5. CCC revises shared OA list. 

Resources - Electronic Configuration

Resources - Electronic Configuration

Configuration of CDI Settings for Shared Electronic Collections

CDI settings for electronic collections in the Network Zone are individually configured for each Institution Zone that has access to a specific collection. 

CDI Inheritance Parameter

In order for each IZ to inherit the configured CDI settings for NZ shared e-collections, the cdi_consortia_inheritance parameter must be set to Y (for Yes) in the Configuration > Resources > General > Other Settings page.

shared-e-resources4.PNG

Notes on CDI

Resources

  1. Single Activation with the Fully Flexible Setting
  2. Single Activation with the Fully Flexible Setting - Consortia
  3. CDI - Setting CDI Attributes (ODIN)

Current WRLC NZ settings


Collections with Book or Journal linking level and Linkresolver

CDI Tab : for each IZ listed in the Group Settings tab for this particular collection, the settings should be as follows

  1. CDI Search Activation Status = Active (this setting actually doesn't matter because all full text collections that are active in Alma will be searchable by default, regardless of what their search activation status is)
  2. We subscribe to only some titles in this collection = Yes
  3. Do not show as full-text available in CDI even if active in Alma = Check for Yes


Collections with Book or Journal and Link in record
  1. CDI Search Activation Status = Active (this setting actually doesn't matter because all full text collections that are active in Alma will be searchable by default, regardless of what their search activation status is)
  2. CDI-only full text activation = Do not check
  3. We subscribe to only some titles in this collection = No
  4. Do not show as full-text available in CDI even if active in Alma = Check for Yes



Collections with Article or Issue linking level and Linkresolver
  1. CDI Search Activation Status = Active (this setting actually doesn't matter because all full text collections that are active in Alma will be searchable by default, regardless of what their search activation status is)
  2. We subscribe to only some titles in this collection = Yes
  3. Do not show as full-text available in CDI even if active in Alma = Do not check



Collections with Article or Issue linking level and Link in record
  1. CDI Search Activation Status = Active (this setting actually doesn't matter because all full text collections that are active in Alma will be searchable by default, regardless of what their search activation status is)
  2. CDI-only full text activation = Do not check
  3. We subscribe to only some titles in this collection = No
  4. Do not show as full-text available in CDI even if active in Alma = Do not check



Database Collections with Link in Record
  1. CDI Search Activation Status = Active (this setting actually doesn't matter because all full text collections that are active in Alma will be searchable by default, regardless of what their search activation status is)
  2. CDI-only full text activation = Do not check
  3. Do not show as full-text available in CDI even if active in Alma = Do not check

Resources - Electronic Configuration

Configuration of Shared Electronic Collections in the Network Zone

A number of electronic collections are managed by the WRLC Consortial Network Zone Manager in Alma's Network Zone; for a full list, see the Shared Electronic Collections page on the WRLC Wiki, and the WRLC Shared E-Resources Collections report on the WRLC Intranet.

These collections are a little different than electronic collections in an Institution Zone, for the following reasons:

1. All bibliographic records and electronic portfolios exist in the Network Zone. You can search for the shared electronic collections and shared electronic portfolios in Alma by doing a Network Zone search. All shared collections have "(WRLC)" in the collection name.shared-e-resources5.PNGshared-e-resources3.PNG

2. Access to the collections is given to specific Institution Zones. This is configured for each shared collection in the Network Zone under a special tab called Group Settings.shared-e-resources1.PNG

3. There are two available Proxy settings for Institution Zone access to shared electronic collections:

Electronic Collections in the Network Zone CANNOT use any other proxy integration profile that is NOT the default proxy integration profile. 

shared-e-resources6.PNG

4. CDI settings for electronic collections in the Network Zone are individually configured for each IZ that has access to a specific collection. For more information about the CDI settings used for NZ e-collections, please see the Configuration of CDI Settings for Shared Electronic Collections page.  

Shared Electronic Collections

Below is a list of current shared electronic collections that are kept and managed in the WRLC Network Zone. The table is updated as new collections are added. You can find links to the original Google Sheet (as well as Google Sheets for previous years) on the left-hand side of this page. Please note that only the Google Sheet lists the number of portfolios in each e-collection.

To see a current list of shared e-collections along with the number of active portfolios, please see the WRLC Shared E-Collections report on the WRLC Intranet.

If you have any questions regarding paid subscription packages, please contact the WRLC Coordinated Collections Committee. If you have any questions regarding open access collections and/or Institution Zone access, please open a ticket in the WRLC Service Desk (or email servicedesk@wrlc.org).

Collection Name Subscription
Package
Managed via Access Type Acquisitions Profile Availability
De Gruyter Columbia University Press Complete eBook-Package 2023 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter Columbia University Press Complete eBook-Package 2024 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter Columbia University Press eBook Package Backlist 2000-2013 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter Duke University Press Complete eBook-Package 2023 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter Duke University Press Complete eBook-Package 2024 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter Duke University Press eBook Package Backlist 2000-2013 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter Harvard University Press Complete eBook-Package 2023 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter Harvard University Press Complete eBook-Package 2024 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter Harvard University Press eBook Package Backlist 2000-2013 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter New York University Press Backlist 2000-2013 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter New York University Press Complete eBook-Package 2023 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter New York University Press Complete eBook-Package 2024 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter Princeton University Press Complete eBook-Package 2023 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter Princeton University Press Complete eBook-Package 2024 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter Princeton University Press eBook-Package Backlist 2000-2013 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter Print Title Collection (WRLC) De Gruyter Community Zone WRLC Subscription Access to titles WRLC owns in print AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter Yale University Press Backlist eBook-Package 2000-2013 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
De Gruyter Yale University Press Complete eBook-Package 2023 (WRLC) De Gruyter Community Zone WRLC Subscription Access to all in collection AMU; AMULAW; CAA; CUALAW; DOC; DOCLAW; GAL; GUNIV; GUNIVLAW; GWA; GWAHLTH; GWALAW; HOW; MAR
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Coordinated Collections Committee (CCC) Shared Cost Formula Philosophy

CCC Shared Cost Formula Philosophy

Trying to be fair to both small and large institutions alike, our shared cost formula considers both potential users and actual usage. 

Pay-to-Play (potential users)

Every institution should pay something for the privilege of offering a resource to its patrons. This pay-to-play amount is the ante that gets you in the game or the cover charge you pay to gain entry just to sit at the table. 

All institutions pay the same amount for each potential user. The potential users figure comes from institutional FTE. Larger institutions will have larger pay-to-play contributions because they have more potential users. 

In an attempt to avoid sudden jumps (or drops), we use an average of the most recent three years, and we recalculate the average FTE at each new contract. 

Consumption (actual usage)

Institutions that use a resource more heavily should pay a larger share when compared to those institutions that do not use the resource much. This usage amount is your bill for what you have consumed. Institutions with heavier usage will have a larger total consumption contribution because they have used the resource more. 

After three years, the usage figure comes entirely from the specific resource in question (and we can use the average of fewer than three years, if necessary), but for the initial year when there is no usage history whatsoever, we need to find an appropriate surrogate. This could be a similar resource package (e.g., ebooks to ebooks, regardless of provider). We just need to be sure that the participating institutions match up (e.g., an allocation split that excludes VIVA members cannot be used as a surrogate for a new resource that includes VIVA members). 

For ebooks, usage means Book & Chapter Downloads. We need each institution’s usage figures and then the total. From these figures, we calculate the percentage of total downloads for each institution. 

Calculating Institution Contributions

We need to determine an FTE multiplier: how much each institution should pay per potential user. We want to keep the total pay-to-play cost reasonable for all institutions, large and small. The percentage of total cost charged to pay-to-play should not be excessive (e.g., no institution should be paying 90% of its total share just for the privilege of offering a resource to its potential users). 

Once we have established how much of the total cost will be recouped through pay-to-play, the remaining cost is allocated based on the percentage of total downloads figure.

A Fictitious Example

Total resource cost for all participants is $100,000.00. This is what is on the invoice. 

Each institution contributes $0.35 for each potential user. 

Combined pay-to-play contributions cover $14,000.00 of the $100,000.00 total resource cost (i.e., 14% of the total invoice), leaving $86,000.00 to be divided by usage percentages (% of downloads x $86,000.00). 

Institution

FTE

Downloads

% of Downloads

Multiplier

Pay-to-Play Contribution

Usage Contribution

Total Contribution

Pay-to-Play % of Total

Blue

3,000

1,000

2.5%

.35

$1,050

$2,150

$3,200

33%

Red

7,000

11,000

27.5%

.35

$2,450

$23,650

$26,100

9%

Yellow

30,000

28,000

70%

.35

$10,500

$60,200

$70,700

14%

TOTAL

40,000

40,000

100%


$14,000

$86,000

$100,000


Looking at the total line, on average, each potential user had 1 download. But the institutional figures show how this varies from the average. 

Blue is a small FTE institution which also has low usage (1 download for every 3 potential users). A greater portion of its total contribution comes from pay-to-play, but this is still only 33%. 

Red is a medium-sized FTE institution but has higher than average usage (11 downloads for every 7 potential users). It has a low pay-to-play percentage (9%), and a large percentage of its total contribution comes from usage. 

Yellow is a large FTE institution with a commensurately high volume of usage (28 downloads for every 30 potential users). This usage accounts for its significantly larger total contribution. 

Obviously, with a greater number of participating institutions, the total cost of the resource is shared around more. 

The highlighted figures are what must be known before proceeding. Everything else is automatically calculated.

-Michael Fitzgerald, December 6, 2023