Jump to Content
December 21, 2014
 
 
 
 
 

How to Manage a Tier 2 License

Step 2: Follow Acquisition Procedures

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. It is essential that you obtain final approval from your local campus Collection Development Officer before agreeing to a multi-campus license.

1. Inquiry, Negotiation, and Start-up Stages

Sponsoring Campus Responsibilities:

  • Contacts vendor for preliminary information
  • Refers the content/database provider to the Vendors and Content Providers page for information on points to be addressed in a UC license, FTE stats, technical requirements, etc.
  • Refers to the CDL Licensing Toolkit for information on Tier 2 procedures, CDL model license terms, model cost shares, information to request from vendor, and documentation
  • Notify Wendy Parfrey at the CDL that you are pursuing a Tier 2 negotiation. (important)
  • Subject selectors or the campus CDO survey interest among campuses through bibliographers and CDC
  • Negotiates with vendor (business model and license issues); confers with CDL Shared Content staff if needed
  • Confirms interest among campuses, including verification of any existing orders
  • Negotiates an option for including additional campuses in the future
  • Reviews, negotiates and finalizes the business terms and pricing
  • Obtains approval of each participating campus Collection Development Officer (critical). The CDO 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 their cost share will serve as documentation for CDL's payment and recharge process.
  • Forwards license to authorized campus signatory for signing
  • Handles start-up activities, when agreement is reached and approved
  • Documents 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). Indicates which UC campuses are participating. Includes UC Office of the President (UCOP) IP addresses as a part of any agreement for maintenance purposes.
  • Sends URL for access and vendor technical contact information to CDL Support.
  • Notifies CDL Support and campuses when access is activated.
  • Prepares an announcement which describes the content, the importance to scholarship, and campus availability for posting to CDLINFO; sends to CDL Support.
  • Forwards signed license, summary of business terms, all CDO approvals and campus share information to CDL (electronic version preferred if available) for official file; sends to Adriana Moran at UCSD.
  • Appoints a resource liaison and coordinates the process with CDL Digital Library Services via CDL Support.

CDL Responsibilities:

CDL (Oakland):

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

CDL Acquisitions Unit (San Diego):

  • Serves as permanent address for invoices
  • Maintains duplicate file copies of business plans and license agreements
  • Verifies with sponsoring campus that original invoice should be approved for payment
  • Processes invoices for payment
  • Recharges campuses
  • Creates official order record on Innopac
  • Adds redacted license to the CDL license web site

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

Sponsoring Campus Responsibilities:

  • Renegotiates the business model or license as needed
  • Verifies 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 CDO approvals from each participating campus unless there are significant changes in pricing, content, or business terms.
  • For renewals with significant changes, the CDO 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):

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

CDL Acquisitions Unit (San Diego):

  • Compares invoice to prior year's payment; pays if within acceptable inflationary range
  • Refers discrepancies to the sponsoring campus
  • Verifies accuracy of invoice and approves for payment
  • If renewal includes additional offers, requests review from sponsoring campus
  • Processes renewal invoices for payment
  • Recharges campuses
  • Provides new IP address list to vendor at renewal time
  • Records any changes in status (e.g., cancellation or addition of a campus)
Last updated: January 10, 2013
Document owner: Wendy Parfrey