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How to Manage a Tier 2 License: Step by Step

Tier 2 acquisitions are those initiated and negotiated by campus subject selectors in which four or more UC campuses participate. This page provides step-by-step procedures through the process.

1. Inquiry, Negotiation, and Start-up Stages

Sponsoring Campus Responsibilities:

  • Notify Wendy Parfrey at the CDL that you are pursuing a Tier 2 negotiation. (important)
  • Survey interest among other campuses through Common Knowledge Groups or the Shared Content Leadership Group (SCLG)
  • Negotiate with vendor (business model and license issues); confer with CDL Shared Content staff if needed
  • Confirm interest among campuses, including verification of any current holdings or recently placed orders
  • Negotiate an option for including additional campuses in the future
  • Review, negotiate and finalize the business terms and pricing with the vendor and participating campuses
  • Reach agreement with selectors from participating campuses on a co-investment model
  • Obtain approval of each participating campus SCLG member (critical). The SCLG member of the sponsoring campus might choose to send a proposal to the SCLG Proposals listserv in order to facilitate the formal approval process. Otherwise, correspondence with individual SCLG members that demonstrates approval of their cost share will serve as documentation for CDL's payment and recharge process.
  • Forward license to authorized campus signatory for signing
  • Handle start-up activities when agreement is reached and approved
  • Document all aspects of the business arrangement including campus shares and credits, access information, and other salient points of the license and sends to CDL Acquisitions staff in San Diego, as detailed in Documenting Tier 2.
  • Request IP addresses be sent to vendor from the CDL (via cdlsupport-l@ucop.edu). Indicate which UC campuses are participating. Include UC Office of the President (UCOP) IP addresses as a part of any agreement for maintenance purposes.
  • Send URL for access and vendor technical contact information to CDL Support.
  • Notify CDL Support and campuses when access is activated.
  • Prepare an announcement which describes the content, the importance to scholarship, and campus availability for posting to CDLINFO; sends to CDL Support.
  • Forward a counter-signed license, summary of business terms, all SCLG approvals and campus cost share information to CDL (electronic version preferred if available) for official file; sends to Adriana Moran at UCSD.
  • Appoint a resource liaison and coordinate the process with CDL via CDL Support.

CDL Responsibilities:

CDL (Oakland):

  • Maintain official file copies of business plans and license agreements
  • Provide duplicate copy to CDL Acquisitions Unit in San Diego
  • Provide IP Addresses (either directly to vendor, or via campus contact) and adds to list to provide regular IP updates to vendor.
  • Add URL to CDL Directory and provides technical support information to CDL Helpline.

CDL Acquisitions Unit (San Diego):

  • Serve as permanent address for invoices
  • Maintain duplicate file copies of business plans and license agreements
  • Verify with sponsoring campus that original invoice is approved for payment
  • Process invoices for payment
  • Recharge campuses
  • Create official order record on Innopac
  • Add redacted license to the CDL license web site

2. Maintaining a Tier 2: Annual Renewals (License in place)

Sponsoring Campus Responsibilities:

  • Renegotiate the pricing or license as needed
  • Verify that the resource should be renewed [Note: CDL Acquisitions assumes an automatic renewal policy unless advised to cancel. Exception: CDL requests the sponsoring campus prior approval for unreasonably high annual price increases.]
  • For standard renewals, it is not necessary to obtain SCLG approvals from each participating campus unless there are significant changes in pricing, content, or business terms.
  • For renewals with significant changes, the SCLG member of the sponsoring campus might choose to send a proposal to the CDC Proposals listserv in order to facilitate the formal approval process. Otherwise, correspondence with individual CDOs that demonstrates approval of the changes and their renewal cost share will serve as documentation for CDL's payment and recharge process.

CDL Responsibilities:

CDL (Oakland):

  • Maintain current IP addresses with vendors; updates quarterly
  • Resolve access problems via CDL Helpline [(510) 987-0555]
  • Maintain repository of business and license terms

CDL Acquisitions Unit (San Diego):

  • Compare invoice to prior year's payment; pays if within acceptable inflationary range
  • Refer discrepancies to the sponsoring campus
  • Verify accuracy of invoice and approves for payment
  • If renewal includes additional offers, request a review from sponsoring campus
  • Process renewal invoices for payment
  • Recharge campuses
  • Provide new IP address list to vendor at renewal time
  • Record any changes in status (e.g., cancellation or addition of a campus)
Last updated: May 16, 2016
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