Licensing Toolkit

The CDL Licensing Toolkit is designed to assist you with the negotiations and licensing process; it is intended for University of California staff only. If you are working with a publisher who needs information about the licensing process, please refer the publisher to the Information Gateway for Vendors.

Licensing Guidelines

• Standard License Agreement: Provides an overview of the preferred terms for all UC licenses.

• License Agreement Checklist: Points that must be addressed in a CDL or UC license.

• Letter of Intent [RTF]: 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.

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

Cost Share Models

• Cost-Sharing Models [DOC]: Principles underlying the cost sharing model for co-funding electronic resources as endorsed by the Joint Steering Committee on Shared Collections (JSC) and the Collection Development Committee (CDC).

• Current Year Standard Shares [XLS]: Lists the campus percentage shares recommended by the JSC.

• Carnegie Classifications: CDL uses pricing models based on the Carnegie Classification of Institutes of Higher Education.

• UC Enrollment Data [XLS]: Current UC year-average data for use with pricing models based on full-time equivalent enrollments (FTE).

Technical Guidelines

• Technical guidelines for vendors: Includes information about major technical issues, CDL's preferred solutions, and the implications for vendors.

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.

Getting started with a Tier Two license:

• Step 1 - Read an Overview: Describes the process of licensing electronic resources that are campus-funded and negotiated by bibliographers.
• Step 2 - Follow Acquisition Procedures: Outlines procedures and responsibilities for placing initial orders, ensuring proper start-up, and renewing the license.
• 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.

Tiered Approach to Licensed Collections: Describes the dual ("tiered") approach to licensing by the CDL and campuses; defines Tiers 1-4.