Electronic Resources Policy Collection Development Policy
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Purpose/General Statement

The policy outlined on this page is meant to supplement the Library’s current Collection Development Policy, which governs the selection of library materials and information resources. For the purpose of this policy, electronic resources are defined as reference or indexing sources, whether full-text or citation only, which require computer access.

The Gill Library subscribes to electronic resources in support of the educational needs of students, faculty and staff of The College of New Rochelle.  Due to the high cost of electronic resources subscriptions, the Serials/Electronic Resources Committee is charged with making cost-effective and balanced purchase recommendations based on our institutional needs. At the same time, a major goal of acquiring electronic resources is the provision of access both on and off campus in the most affordable manner possible.

 

I.  General Criteria

Subject matter covered is relevant to the curriculum of the four schools of The College of New Rochelle and meets the needs of our primary users (students, faculty and staff).  Additional criteria include:

• Appropriate intellectual level, depth of coverage and quality of information for user population
• Reputable, reliable, and authoritative provider
• Information and updates are current, accurate and complete
• Electronic format provides greater accessibility to information over other formats
• Uniqueness of information

Formats

The following electronic formats are considered:

• Citation/abstract databases
• Full text article databases
• Full text reference sources online
• Graphics and multimedia files
• E-books
• WWW resources

Access
The following methods of access are preferred:

• Delivery via the web
• Authentication by IP address (rather than passwords or logins)
• Compatibility with the Library’s existing proxy server and software

Ease of use
Electronic resources should adhere to conventional user expectations such as:

• Availability of on-screen help and/or tutorials
• Basic and guided/advanced searching
• Ability to print, save, and email results and/or articles

Cost Considerations

• Cost-effectiveness (including the availability and cost of updates and back files when appropriate)
• Ability to sustain cost for the foreseeable future
• Potential usage and/or uniqueness of information justifies cost

Vendor Considerations

• Provides responsive customer service and technical support that is available during library working hours
• Availability and quality of training programs
• Reputation and business record suggests continued support for the product via updates or new versions
• Documentation is thorough and clear

Technical Considerations

• Allows for local customizations via system administration access for the Library
• Product is compatible with the Library’s existing and/or future hardware
• Product is compatible with standard web browsers if accessible via the web
• Usage statistics are readily available in a user-friendly format (preferably COUNTER compliant).

Special Considerations for Online Reference Sources or Subscriptions to Individual Online Journals
A subscription to or purchase of an individual online reference or journal title will be considered if:

• The electronic format offers value-added enhancements to make it preferable over, or a significant addition to, its print equivalent. Examples of such enhancements include wider access, flexibility in searching, and frequent updates.
• It contains or covers the equivalent information compared to the print format.
• Acquiring the electronic version is cost-effective (e.g., the cost differential is justified by demonstrated or expected increase in use) and provides greater access to users

License Agreements

The Gill Library purchases access to or data from publishers who require signed license agreements. When negotiating license agreements, the Library keeps the interests of the user in mind and refrains from purchasing products where use restrictions would seriously impede research or be impossible to enforce. The Electronic Resources Librarian coordinates the review of license agreements and submits the signed license agreement as part of the ordering procedure.  Amendments or changes to vendor license agreements are made in consultation with the Dean of the Library on a case-by-case basis to ensure use is granted to the fullest extent possible. 

 

II.  Decision Making Process

Requesting New Subscriptions/Acquisitions

All new electronic resources must be requested through the Electronic Resources Librarian.   In consultation with faculty, library liaisons, appropriate library staff and others (as needed), the Electronic Resources Librarian will:

• Consider whether or not the product meets the selection criteria outlined in the Electronic Resources Collection Development Policy.
• Request pricing for the product and investigate consortial purchase options.
• Decide if a trial of the product is warranted.  All trials should be coordinated through the Electronic Resources Librarian. This will ensure that the trial is appropriately timed and publicized when necessary.
• In consultation with faculty, library liaisons, appropriate library staff and others (as needed), the Electronic Resources Librarian will solicit feedback and evaluate the product based on the trial.
• Consult reviews of the product.
• Consult other subscribers to the product.

Based on cost, perceived need, usage, and the degree to which the electronic resource meets the selection criteria, the Electronic Resources Committee will:

• Recommend whether or not to acquire the resource
• Prioritize its purchase in relation to other electronic resources requested within budgetary constraints.

 

III. Review of Electronic Resources for Cancellation

A subscription to a product may be cancelled if:

• Usage statistics are consistently low over a significant period of time.
• The product is no longer cost-effective
• The content provided is no longer meeting the needs of Gill Library users.
• A competitive or better product becomes available.
• The vendor fails to hold up their end of the agreement and/or provides poor service.
• A product’s price inflates such that it no longer is considered affordable.
• The product’s content is found to duplicate content in another database.
• A new vendor can deliver a superior product, including a more user-friendly search interface, providing greater and more reliable access at a reasonable cost, or meet other key criteria not being met by current database provider.

 

       Approved April 2008