Sub-Consortium Licencing Policy

October 7, 1998

This policy has been created to address these questions:

1. If a community-wide license is either not desirable or feasible, is it acceptable that OhioLINK central resources (staff and technical infrastructure) be used to administer a license or mount a database resource to serve a subset of libraries. It may be that the resource is mounted on a library or vendor server while OhioLINK will serve as the central licensing and billing agent.

The sub-consortium option may be valid when there is insufficient interest in a database across the consortium to make it a priority for all. It may be valid when we are unable or find it cost prohibitive to negotiate a suitable license for all institutions.

2. If so, are there minimum conditions that must be met? (e.g. minimal percentage of FTE or

institutions to be served, degree of technical compatibility with existing OhioLINK systems, amount of administration required)

3. Assuming there is always a longer list of things to do than resources to do them, how do we

determine how much effort can be placed in such activities versus other activities that serve the

greater collective whole?

1. OhioLINK will consider acquiring electronic resource databases to serve a subset of libraries provided that:

b. No OhioLINK central funds are used to fund the database fees although central funds may be used to support administrative or technical infrastructure needs.

c. The product is compatible with existing OhioLINK system and is relatively easy

to mount or administer. In other words, existing OhioLINK software and hardware systems can be used or extended to provide the product. If this is not the case the subset of libraries will have to pay for new infrastructure required. If the new infrastructure creates a significant workload for OhioLINK staff it may be deemed a prohibitive factor.

a.The product meets a priority need for the subset at a reasonable cost. This is a subjective measure but there must be evidence that a significant need will be met. Any license must be a high priority for the subgroup. From their view it must be a very compelling priority if it is to potentially displace OhioLINK staff work and machine space otherwise spent on the common good.

b.The displacement of activities to serve the common needs of the OhioLINK community is deemed to be acceptable via CIRM and LAC evaluation.

1. There will be an evaluation process on a case-by-case basis to determine whether or not OhioLINK will acquire electronic resources databases to serve a subset of libraries which process will include the following:

b.The administration or mounting of electronic resource databases to serve a subset of libraries via OhioLINK will have to go through the standard review process as our core databases. It should come through CIRM and be evaluated by CIRM as part of the overall agenda management process.

c.CIRM must make a recommendation to LAC confirming that a primary need is being addressed. With input from OhioLINK staff CIRM will comment to LAC on the impact of the request on other database activities. LAC will discuss the CIRM recommendation and make a recommendation to OhioLINK

d.CIRM will confirm to LAC the subset of institutions that will be served. LAC will consider the degree to which this represents a reasonably significant portion of our FTE or institutions relative to the need being served, and the cost in OhioLINK staff and infrastructure expansion so that it justifies the administration or mounting of the resource database for the subset of libraries.

d. Cost, technical compatibility, reliability of supplier, requirements for support, and any special factors will all be evaluated by OhioLINK staff and shared with CIRM and LAC. Depending on the case-by-case specifics it may be determined that subset libraries may be asked to pay some charges in addition to the direct vendor licensing fee.