I. INTRODUCTION

The policy outlined on this page is meant to supplement the Library’s current Collection Development Policy, which governs the selection of library materials and information resources. For the purpose of this policy, electronic resources are defined as reference or indexing sources, whether full-text or citation only, which require computer access.

The Library of Columbia College Chicago subscribes to electronic resources in support of the educational needs of students, faculty and staff of the College.

Due to the high cost of electronic resources subscriptions, the Electronic Resources Committee (in consultation with appropriate library personnel) is charged with making cost-effective and balanced purchase decisions based on institutional needs. At the same time, a major goal of acquiring electronic resources is the provision of access both on and off campus in the most affordable manner possible.

The Library will pursue partnerships in cooperative acquisitions and cost-sharing both within and outside of Columbia College Chicago including consortia such as the Consortium of Academic and Research Libraries in Illinois (CARLI) and the Missouri Library Network Corporation(MLNC).

II. SELECTION

General Criteria
Subject matter covered is relevant to the Columbia curriculum and needs of primary users (students, faculty and staff)

• Appropriate intellectual level, depth of coverage and quality of information for user population
• Reputable, reliable, and authoritative producer
• Information and updates are current, accurate and complete
• Electronic format provides greater accessibility to information over other formats
• Uniqueness of information

Formats

• Citation/abstract databases
• Full text article databases
• Full text reference sources online
• Graphics and multimedia files
• Ebooks (selective)

Access
The following are the preferred methods of access:

• Delivery via the web
• Authentication by IP address (rather than passwords or logins)
• Compatibility with the Library’s existing proxy server and software

User-Friendliness
Electronic resources should adhere to conventional user expectations such as:

• Availability of on-screen help and/or tutorials
• Basic and guided/advanced searching
• Helpful error messages (i.e., error message indicates specific problem(s) and provides possible alternatives)
• Ability to print, save, and email results and/or articles

Cost Considerations

• Cost-effectiveness (including the availability and cost of updates and backfiles when appropriate)
• Ability to sustain cost for the foreseeable future
• Potential usage and/or uniqueness of information justifies cost
  

Vendor Considerations

• Provides responsive customer service and technical support that is available during library working hours
• Availability and quality of training programs
• Reputation and business record suggests continued support for the product via updates or new versions
• Documentation is thorough and clear

Technical Considerations

• Meets usual and customary technical standards in the industry
• Allows for local customizations via system administration access for the Library
• Product is compatible with the Library’s existing and/or future hardware
• Product is compatible with standard web browsers if accessible via the web
• Usage statistics are readily available in a user-friendly format (preferably COUNTER** compliant).
  

Special Considerations for Online Reference Sources or Subscriptions to Individual Online Journals
A subscription to or purchase of an individual online reference or journal title will be considered if:

• The electronic format offers value-added enhancements to make it preferable over, or a significant addition to, its print equivalent. Examples of such enhancements include wider access, flexibility in searching, and frequent updates.
• It contains or covers the equivalent information compared to the print format.
• Acquiring the electronic version is cost-effective (e.g., the cost differential is justified by demonstrated or expected increase in use) and provides greater access to users

If an electronic resource is acquired in the electronic format, especially with perpetual ownership rights, the Electronic Resources Committee (in conjunction with appropriate Library staff) should determine if the print equivalent should be canceled.

License Agreements
The Columbia College Chicago Library purchases access to or data from publishers who require signed license agreements. When negotiating license agreements, the Library keeps the interests of the user in mind and refrains from purchasing products where use restrictions would seriously impede research or be impossible to enforce. The Head of Collection Management coordinates the review of license agreements and submits the signed license agreement as part of the ordering procedure. The Library will consult with General Counsel to amend vendor license agreements on a case-by-case basis to ensure use is granted to the fullest extent possible.

III. DECISION MAKING PROCESS

Requesting New Subscriptions/Acquisitions
All new electronic acquisitions must be requested through the Coordinator of Electronic Resources and the Electronic Resources Committee.

1. In consultation with faculty, liaisons, appropriate library staff and others (as needed), the Electronic Resources Committee will consider whether or not the product meets the selection criteria outlined in the Electronic Resources Collection Development Policy.
2. The Coordinator of Electronic Resources will request pricing for the product and investigate consortial purchase options.
3. The Coordinator of Electronic Resources will request a trial of the product. All trials should be coordinated through the Coordinator of Electronic Resources. This will ensure that the trial is appropriately timed and publicized when necessary.
4. In consultation with faculty, liaisons, appropriate library staff and others (as needed), the Coordinator of Electronic Resources will solicit feedback and evaluate the product based on the trial.
5. The Coordinator of Electronic Resources will consult reviews of the product.
6. The Coordinator of Electronic Resources will consult other subscribers to the product.

Based on cost, perceived need, usage, and the degree to which the electronic resource meets the selection criteria, the committee will: 1) decide whether or not to acquire and 2) if a decision to acquire is made, prioritize its purchase in relation to other electronic resources requested within budgetary constraints.

IV. REVIEW OF ELECTRONIC RESOURCES FOR CANCELLATION

A subscription to a product may be cancelled if:

• Usage statistics are consistently low over a significant period of time.
• The product is no longer cost-effective
• The content provided is no longer meeting the needs of Columbia College Chicago users.
• A competitive or better product becomes available.
• The vendor fails to hold up their end of the agreement and/or provides poor service.
• A product’s price inflates such that it no longer is considered affordable.
• The product’s content is found to duplicate content in another database.
• A new vendor can deliver a superior product, including a more user-friendly search interface, providing greater and more reliable access at a reasonable cost, or meet other key criteria not being met by current database provider.