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The Library collects electronic resources to support the Valley City State University community in their instructional and research endeavors.
Electronic resources are defined as resources that require electronic access. These include, but are not limited to:
As part of the North Dakota State Library group (NDSL), the Online Dakota Information Networks (ODIN) consortium, and the tri-state MINITEX consortium, Allen Memorial Library cooperates in the provision and management of a statewide shared electronic collections. Additionally, the Library may participate in consortial purchases with other college and university libraries where appropriate.
Selection, deselection and acquisition responsibilities lie with the professional library staff. Suggestions for acquisition from faculty and staff are encouraged and considered. Journal subscription requests are reviewed by the professional staff with input from the Director.
Faculty, students and staff may recommend particular electronic resources be added to the collection by submitting a Suggestion for Purchase. Product trials are made available to faculty and staff on a regular basis, and feedback is solicited.
Cancellation typically means non-renewal. It is usually impossible for the Library to recover any money by ending a subscription early. In some cases, access points to a resource may be removed before the end of a subscription, resulting in an effective "cancellation" from the public perspective.
A decision on cancellation must be made in advance of the renewal date, preferably no later than 1 month before renewal. This will ensure that all communications can be handled properly, both with library staff and with product vendors. Public announcement of the cancellation will normally take place one month before access to the resource ceases.
A title will be identified as a candidate for cancellation by the librarian responsible for electronic resources using a variety of methods, including the following:
While candidates will often be identified during reviews prior to renewal time, any librarian may suggest a title for cancellation. Such suggestions should be emailed to the Director of Library Services.
In order to make an informed decision on cancellation, the librarian should assemble the following information:
Once a title has been identified for possible nonrenewal, input should be sought from other librarians and from the faculty affected by the potential change. A summary of the information will be provided, showing why the resource has been identified for potential non-renewal, and faculty will be given the opportunity to comment.
After input has been sought from faculty and other librarians, all information gathered should be presented to the Director of Library Services, who will make the final determination on cancellation in consultation with the professional library staff. The Director will then communicate this information to the campus. Reasons for the decision will be provided and will include the date when access will cease.
Librarians will also be responsible for removing the resource from pathfinders and course guides, and providing information on potential alternative resources.
Electronic resources should be relevant and appropriate to a significant segment of the Library’s users, meet current academic and research needs, and support the University’s mission. Electronic resources considered for addition to the collection should fall within current guidelines as reflected in the Allen Memorial Library Collection Development Policy and other appropriate guidelines.
Duplication of the print and electronic versions of a resource are generally discouraged but will be considered on a case-by-case basis. The Library prefers to acquire materials in electronic format if available and deemed appropriate to provide improved access to all on and off campuses or to enhance the Libraries’ current collections. Electronic access is the preferred format for serials when available.
Traditional selection criteria for library materials apply to electronic resources; however, due to their unique nature, special criteria need also be applied. These include:
Electronic resources such as databases, e-book collections, streaming audio and video services, and online journals, are a significant component of the library collection. These resources must be carefully evaluated to ensure that the VCSU community is receiving the best and most cost-effective resources available. This requires a careful and considered evaluation of online resources, which may ultimately lead to the nonrenewal of an electronic resources subscription. The following policy is intended to guide the evaluation of electronic resources to ensure the best use of the funds available.
This policy applies to only those resources subscribed to directly by the university library. Consortial subscriptions or those provided by the state undergo a different analysis and often the decision to continue or nonrenew is out of the university library’s control.
Assessment of electronic resources is primarily obtained through COUNTER-compliant usage statistics. These statistics are compiled and analyzed to determine the continued viability and cost-effectiveness of the electronic resources currently purchased, and to determine any areas of weakness and need.
The Director of Library Services will negotiate the best possible license with each vendor. Each resource may have differing terms and not all preferences may be met. In general, the vendor should provide a standard agreement that describes the terms of the license in easy-to-understand and explicit language. Licenses should include, but are not limited to:
Reviewed January 2023