to the establishment of the WSU-Davis campus, including a library, the growth
of distance education and the needs of a student body composed largely of
working commuters, Stewart library will attempt to provide as many resources
as possible in an electronic format available on and off-campus.
resources collected by Stewart Library fall into the following categories:
- Article databases
- Reference resources
Other types of electronic
resources may be collected as needed to support University curriculum areas
or general reference needs.
Stewart Library receives access to a number of
electronic resources as part of it s membership in the Utah Academic Library
Consortium (UALC) and other consortia. Purchase of these materials is determined
by the consortia with representation from their members. Stewart Library’s
representatives provide input based on decisions by the Collection Management & Reference
Proposals for new electronic resources purchased directly by Stewart
Library come from students, faculty, staff, and subject bibliographers.
Subject bibliographers determine if the request is worth pursuing. If the
is pursued, the Electronic Resources Process is followed. (For additional
information, see the Electronic Resources Process.)
Because of the rapidly
increasing number and complexity of electronic resources, responsibility
for coordinating the purchase of and access to these resources has been
given to the Head of Reference & Information Services.
Factors considered in
purchasing new electronic resources include:
- Off-campus availability
- Quality of indexing and search capabilities
- Ease of use
- Suitability to curriculum support
- Technical support requirements
- Compatibility with existing network system
- Licensing restrictions
possible, purchases will be made through consortia such as BCR to realize
the greatest possible savings.
(Reviewed & revised 2003)
NOTE: The Electronic Resources Coordinator (ERC) position
is being implemented in two stages. Currently, the position has responsibility
electronic journal resources only. The Head of Reference & Information
Services continues to have responsibility for all databases. Once
journals are managed, responsibilities of the ERC position will
be extended to
cover databases and other electronic resources as well.
increasing number and complexity of electronic resources has made
it difficult to
handle such resources using the current ad hoc procedures. Therefore,
responsibility for coordinating these resources will be centralized
with the Head of Reference & Information
Services (RIS). Procedures follow:
- Subject Librarian:
- Identifies a product (patron request, brochure, etc.)
- Identifies vendors who offer, which vendor is preferred
- Determines best product, prepares justification and presents
product to Collection Management team for
- Turns product request over to ERC
- ERC identifies best vendor and gives information to subject
- Subject librarian prepares justification and presents product
to Collection Management team for discussion.
- If access to the product is not IP based, subject librarian must
justify need for product, even though use is cumbersome (exceptions:
CDs for stand alone station or checkout)
- CDs for check out will be treated as regular circulating materials
and will not go through this process.
- Trials and tests will be set up and administered by the ERC.
- If Collection Management team approves acquisition, subject librarian
informs Head of RIS who will then inform the ERC
of the decision. If acquisition is not approved, subject
librarian can remove product from consideration, hold for a
later date, or do more research and resubmit.
- If product acquisition is approved:
- ERC negotiates license. Terms, where possible, should include:
- July - June billing
- IP access
- Remote access (including Ezproxy)
- Use of fulltext for Ereserve & ILL
- Original licenses will be kept by Administration, copies
by the ERC.
- Other items (from licensing evaluation checklist or necessary
for Bibliographic Services)
- ERC is listed as contact for everything except billing/renewal
or technical. Acquisitions Assistant is billing/renewal
contact, Systems Librarian is technical contact, where this is different
from general contact.
- If any licensing quirks that would affect use significantly
are identified, ERC will refer to Head of RIS for consideration.
Head of RIS will make final decision, in consultation with subject
librarian and Collection Management team, if necessary.
- ERC completes necessary forms/license to activate product, gets
the University Librarian’s signature, and working with the
Acquisitions Assistant, purchases the product.
- The ERC notifies the Systems Administrator that a new Ezproxy
link is needed as soon as the URL is available.
- When the product is activated, the ERC is responsible for having
appropriate person add the link to the Database Finder. Where ever
possible, only the Ezproxy link should be used. Non-IP based, web
accessible products will be made available in the most appropriate
- If it meets the guidelines for cataloging, ERC forwards URL and
other necessary information to the Head of Bibliographic Services.
- If necessary, ERC, in consultation with the Head of RIS, will
provide training or access to such training.
- The Head of Bibliographic Services is responsible for cataloging & processing
the item if it meets the guidelines for inclusion.
- RENEWALS: The Acquisitions Assistant forwards renewals
to the Head of RIS. The Head of RIS will confirm the renewal
with the subject librarian and the ERC. In the case of a major price
or interface change, the subject librarian and
the ERC will research options and make a recommendation to the
team. The subject librarian will relay decision to the Head
of Reference and the ERC. The ERC will inform the Acquisitions
Assistant and the Head of RIS will initial all orders.
- UALC: ERC and Head of RIS will make sure each is informed of changes
and additions. ERC will be responsible for seeing
that links are added to web page, and will also inform the
Systems Librarian, the Head of Bibliographic Services and Library
staff as necessary.
- Consortium Purchases: Subject librarian will be representative to
consortium. Process will follow general Electronic Resources
process described above.
- Electronic Journals:
- Freely available on internet.
- Subject librarians are free to add journals to their pages.
However, if they wish these journals to be cataloged
or be added to the main web pages, they must follow the procedures
- Subject librarian will submit journals to be added to the
main web pages to the ERC .
- If it fits the guidelines for cataloging, the ERC will
notify the Head of Bibliographic Services for cataloging.
- ERC will have Web Support Assistant add links. (Location
of links determined by ERC and subject librarian.)
- Journals free with print subscription or original online subscription:
- Journals will be added following collection management
policies and procedures. All journals for which we have
aprint subscription will be added automatically, unless licensing
or access presents problems. In those cases, the subject
librarian, ERC and Head of RIS will make the final decision.
- Where possible, access will be through Ebsco.
- If journal is available via Ebsco, it will be treated as
any journal. The ERC will be responsible for seeing that
appropriate information is added to the web page.
- If the journal is not available via Ebsco, it will be treated
as any other Electronic Resource, following the procedure
- The ERC, working with the Systems Team will maintain statistics pertaining
to Electronic Resources. The ERC will
also maintain a database with pertinent
information on all electronic resources.
The ERC will
be responsible for
liaison with outside services such as: Serials
(Reviewed & Revised 2003)