Licensing Tool Kit

Here, you'll find information that will assist you with the negotiations and licensing process. This information is intended for University of California staff only. If you're working with a publisher who needs information about the licensing process, please refer the publisher to the vendors and content providers page.

See sections below:

• Licensing Guidelines
• Cost Share Models
• Collaborative Selection Decisions
• How to Manage a Tier 2 License
• Contact the CDL

Licensing Guidelines

General licensing guidelines: The California Digital Library strongly supports and prefers that vendors follow the International Consortium of Library Consortia (ICOLC) guidelines for the licensing of electronic information, statistical measures of usage, and privacy.

CDL licensing guidelines:

• Standard license agreement: Provides an overview of the preferred terms for all UC licenses. [RTF]
• License agreement checklist: Points that must be addressed in a CDL or UC license. [HTML] [RTF]
• Letter of intent: Once negotiations are agreed upon, use a "Letter of Intent" to provide a written agreement to the vendor to license a product and gain access before the formal contract is signed. [RTF]

Cost Share Models

• Cost-sharing models: Describes the principles underlying the cost sharing model endorsed by the Joint Steering Committee on Shared Collections (JSC)and the Collection Development Committee (CDC) for co-funding electronic resources. [RTF]
• Current year standard shares: Lists the campus percentage shares recommended by the JSC. [XLS]
• Carnegie classifications: The CDL uses pricing models based on the Carnegie Classification of Institutes of Higher Education. To learn more about the classifications, go to the Carnegie Foundation web site.
• UC enrollment data: If a pricing model is based on FTE, use the most current UC year-average data. [xls]

Collaborative Selection Decisions

• Collections framework: Principles guiding the development of CDL collections. [HTML]
• Priorities for licensing: JSC-recommended variables for determining licensing priorities. [HTML]

How to Manage a Tier 2 License

Tier 2 licenses are initiated by campus library staff. They are multi-campus contracts for electronic resources that are negotiated and signed by a sponsoring campus, and are funded by participating campuses.

The CDL supports multi-campus licenses by:

• Offering negotiation and licensing advice.
• Integrating the resource into CDL's collection of shared content.
• Recharging participating campuses.
• Providing assistance via the CDL Helpline.
• Handling annual renewals.

How to Get Started:

• Step 1 - Read an overview: Describes the process of licensing electronic resources that are campus-funded and negotiated by bibliographers. [HTML]
• Step 2 - Follow acquisition procedures: Outlines procedures and responsibilities for placing initial orders, ensuring proper start-up, and renewing the license. [HTML]
• Step 3 - Document your new resource: Explains how to document business arrangements with vendors so the CDL can manage renewals and maintain the contract for participating campuses. [HTML]

Demystifying Tier 2 Licenses: A workshop given to the UC Health and Life Sciences bibliographer group on the roles of CDL and the sponsoring campus in Tier 2 negotiations and licensing. [PPT]