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September 17, 2014
 
 
 
 
 

How to Manage a Tier 2 License

Step 1: Read an Overview

Introduction

This document describes the process of licensing electronic resources that are funded by UC campuses and negotiated by subject selectors. It points you to companion documents for further information.

Tier 2 acquisitions are those initiated and negotiated by campus subject selectors in which four or more UC campuses participate. Tier 2 acquisitions are funded by the campuses and the responsibility for the license lies with the campus AUL for Collection Development ('CDO').

The expectation of the Joint Steering Committee is that campus-negotiated licenses will adhere to CDL licensing principles. Please make a serious effort to secure the terms in the CDL Model License, described in the Checklist of Points to be Addressed in a CDL License Agreement, incorporated into your final license agreement. You may share the Model License and the Checklist directly with vendors, preferably at the very outset of discussions. Refer vendors to the CDL web page Especially for Vendors and Content Providers, where these and other documents important for vendors to consider can be found.

In addition, the CDL negotiating and licensing staff are available to consult, strategize, and answer questions.

Companion documents in the CDL Licensing Toolkit may also be helpful with Tier 2 acquisitions:

  • "Cost Sharing Models" and "Current Year Standard Shares" provide background and strategy on UC cost sharing models.
  • "Letter of Intent" provides vendors with a commitment to purchase once there is agreement on the business model but before the final license agreement is signed. They are often used to lock in a price by a deadline imposed by the vendor. Please contact Curtis Lavery at the CDL for other examples of a Letter of Intent.

Overview of the Process for Campus-negotiated Acquisitions

  1. A subject selector takes the lead in negotiating price and terms directly with the vendor, in consultation with their campus CDO. That subject selector’s campus becomes the “sponsoring campus.”
  2. The subject selector or "champion" from the sponsoring campus works with subject selectors at other campuses where there is potential interest. The CDO of each campus must review and agree to the business terms and campus cost shares in order to participate. Each participating CDO's approval is a necessary step in the documentation given to CDL prior to completion of the Tier 2 process.
  3. Upon approval from all campus CDOs, the sponsoring campus signs the license agreement on behalf of the participating campuses and forwards a copy of the final, counter-signed license to the CDL.
  4. The sponsoring campus documents the purchase including vendor contact information, business terms, CDO approvals of campus cost shares and sends all the documentation to the CDL. With complete information, the CDL can pay the invoice, recharge the participating campuses, and process future renewals and recharges.
Last updated: January 10, 2013
Document owner: Wendy Parfrey