CORAL “Licensing” Module Training

https://coral.shsu.edu/licensing/ 

CORAL is an “ERM” or electronic-resource management tool

NGL uses it to track our library materials (mostly subscriptions) for access information, vendor contact information, admin information and licensing.
We also use it as we add/delete/modify acquisition and cataloging information for each resource.

For those who were familiar with the paper forms (Add/Modify/Delete Title or Subscription), CORAL has replaced these (or is in the process of) and puts this routing and information online for everyone to see!

LICENSING

1. What to expect to FIND in CORAL Licensing Module

1. Information regarding

• Permissible or prohibited uses of our licensed resources

• InterLibrary loan use
• e-Reserve use
• Perpetual access (whether owned permanently or annual subscription)

• Terminating the subscription - required advance notice and other terms
• Definitions of what the provider considers an “authorized user”
• initial orders
• changes to subscriptions

• Both amendments to licenses as well as emails containing information

• In some cases, old (scanned) copies of NGL Title Order Form/Title Change Form/ Close Title Form

2. Find/Search for a License

1. Typically I recommend to search by Resource name or Publisher/Provider Name.
2. *Findability is WHY consistent naming nomenclature is SO VERY IMPORTANT!*

3. Create a License

1. Naming convention

• Name by the provider/vendor
• Add a license for each “type” of resource, if possible

• Example: Sage Premier Journals License; Sage Journals Archive License, Sage eBook License & Amendments, etc.
• Some can just be split - Journal, ebooks, eVideos, etc.  while others may need distinct licenses (Sage Freedom vs Sage Premier Journals) if the terms are distinct and unique.  This all depends how the company does their licensing.  Some just “build” by amending a previous license.  Others require seperate and unique licenses.

• Within each license (by type),  Add and NAME a Document for each actual file NGL has

• Example:
  LICENSE: APA E-Collections & Handbooks Site License Agreement (PsycNET access)
  Documents:  

1. APA 2016 eBooks Collections - Addendum
2. Social Personality Handbook
3. APA 2014 eBooks Collection - Addendum
4. APA 2012 & 2013 eBooks Collections - Addendum
5. Multicultural Handbook; Sexuality Handbook

• DO NOT add the year in the License name (in the Document name is fine) so that we can aggregate all licenses related to a specific pkg/collection

• The License should be “Sage Premier Journals”
• And then each DOCUMENT can specify which renewal period (2016-2018, 2012-2015, etc.) as long as it’s also specified on the “Effective Date”.

Another good example: Springer (has both journal and ebook licenses)

        https://coral.shsu.edu/licensing/license.php?licenseID=40 

EXAMPLE of each type of DOCUMENT:

• Amendment

• Amendments can range from adding individually purchased eBook titles to an existing license for a provider/platform, to newly changed/updated Terms & Conditions to an existing license.  Any independent “Schedules” should be treated as Amendments.  
  All Amendments should have a Parent License!
• https://coral.shsu.edu/licensing/ElsevierRefEbooks 

• Consortium Authorization Statement

• This would include a statement giving a consortium authorization to negotiate on SHSU’s behalf.  I would imagine we have some of these for our large E-Journal Packages but currently we have none loaded into CORAL Licenses
• No example as of yet...

• Countersigned Agreement

• This is the GOLD Standard of licensing documents.  Both parties (NGL and licensing provider/vendor) have signed the agreed upon written license.  All licenses should attempt to meet this level of documentation.  Title Lists should be attached in the CORAL Resources Module.
• https://coral.shsu.edu/licensing/ArtStor 

• EBSCOnet Licensing Information

• This project was initiated due to the reality that some information (subscription years, frequency of volumes/issues, perpetual access proof, etc.) was unavailable outside of EBSCOnet, and that information tended to change or disappear so NGL chose to try and “archive” that information by saving the webpage as a PDF and uploading to the resource(s) affected.  
• https://coral.shsu.edu/licensing/BehavioralDisorders 

• Internal Agreement

• This can be communication affecting the license or giving additional information, typically emails, faxes and/or scanned letters.
• https://coral.shsu.edu/licensing/IGIGlobal-InternalEmail-EVideosFree 

• Licensing Agreement

• This typically indicates a BLANK or non-countersigned version of the existing/current license agreement.
• https://coral.shsu.edu/licensing/MITPressJournals 
  This particular license is from 2007, before NGL became more conscientious of making sure the license was signed and countersigned

• Order Form

• These are vendor-provided order forms and/or scanned copies of the old paper forms forms that were used to route acquisitions/title changes through Tech Services.
• https://coral.shsu.edu/licensing/OxfordUnivPress-eBooksOrderForm 

• SERU

• Shared Electronic Resource Understanding = SERU.
  SERU is a NISO Best Practice which articulates standard business practices and does not require a license because Copyright Law governs use (just like it did for print).
  HOW TO USE IT...

• Libraries and Publishers join the SERU Registry
• They confirm use of SERU then place and fill the order, sometimes the same day, BECAUSE THERE'S NO LICENSE TO NEGOTIATE AND SIGN

• We have not encountered any publishers/providers using SERU as of yet… although we do have existing licenses with some listed on the SERU Registry - Ambrose, BioOne, Business Expert Press, etc.

• Supporting Documentation

• This is a catch-all.  This could be an internal email addressing new stipulations, changes, title additions/removals.  Or it could be how to set up EZProxy for this particular resource.
• https://coral.shsu.edu/licensing/BioOne2010Q&A-email 

• Terms & Conditions

• Generally Terms & Conditions fall into 2 categories: (1) essentially a license document that does not require signatures (not our preferred method). Or (2) unique terms & conditions that apply to the USERS of the resource (typically not addressed in the institutional license agreement).  Any Click-Thru Licenses apply as T&C.
• Unsigned License “Terms & Conditions” : https://coral.shsu.edu/licensing/AlexanderStreetPress 
• User-specific “Terms & Conditions” : https://coral.shsu.edu/licensing/CambridgeUnivPress 
  

** If you know of a document type that should be added - please let me know! **

4. Modify a License

1. Demonstrate Parent/Child relationship

• Example: https://coral.shsu.edu/licensingAdamMatthew 

2. How to “tie” (relate) a Resource to a License

• http://shsulibraryguides.org/CORAL/AssociateLicenseWithResource

5. CORAL Licensing EXPRESSION

10 Expressions to be identified/documented in CORAL-License project

Please note not every license may have all 10.  Some licenses do not address one or more of these “key” terms.  Just do your best to identify key language, as directed below, for as many of these 10 key terms as possible.

1)   Authorized Users:

o   This clause addresses who is allowed to use this resource.

o   Key words/phrases to look for:

 Authorized Users; valid users; SHSU students, staff, faculty; walk-in users;

2)   Confidentiality Clause:

o   This clause addresses whether we must keep the terms of the license confidential to SHSU employees (or consortia if applicable).

o   Key words/phrases to look for:

  Confidentiality; confidential; internal document; exclusive;

3)   Coursepacks/Print Reserves:

o   Whether this resource can be used for coursepacks or print reserves.

If so, the stipulations or restrictions (i.e. # of pages that can be copied/printed)

o   Key words/phrases to look for:

“reserves”; “ course reserves”, “print reserves”, “coursepacks”

4)   eReserves:

o   Whether this resource can be used for online/electronic reserves.

If so, the stipulations or restrictions. (i.e. # of pages that can be copied/saved)

o   Key words/phrases to look for:

  “online reserves”; “eReserves”, “electronic reserves”, “institutional repository”

5)   InterLibrary Loan:

o   This clause addresses whether Inter-Library-Loan is allowed and if there are any restrictions (fax only, mail only, maximum # of page or % of book, etc.).

o   Key words/phrases to look for:

  ILL; Inter-Library Loan; InterLibrary Loan;

6)   Jurisdiction:

o   Addresses where (location) the court or lawsuit should be filed or heard in the event of a license breach.

o   Key words/phrases to look for:

  “State of Texas”, “Jurisdiction”,

7)   Multi-Year Term:

o   This clause addresses whether the license is valid over multiple years as opposed to a contract renewed annually

o   Key words/phrases to look for:

  Multi-year; term; term length; license length; contract length; contract term;

8)   Perpetual Access Clause:

o   Identifies whether the Library has access if we cease the subscription (and/or identifies which years/issues of content are accessible after subscription cancellation)

o   Key words/phrases to look for:

  “Perpetual Access”;

  “in the event of the Institution cancelling their subscription, they will retain access to the years in which an active subscription was maintained”

9)   Termination/Cancellation:

o   Identifies any stipulation on cancellation or terminating this resource, usually identifying what kind of advance notice the Library must provide to vendor/publisher.

o   Key words/phrases to look for:

  “30/60/90 days notice (via mail, via fax, via email/phone number, etc.) must be provided to _____ before Licensee may cancel the subscription/contract

10)   Third-Party Archiving:

o   Addresses whether 3rd party archiving, such as Portico or LOCKSS is permitted or provided in the circumstance where the publisher ceases to provide access to this database/ejournal/ebook.

o   Key words/phrases to look for:

  “Portico”, “LOCKSS”, “dark archive”, third-party archiving”, “archive”

Additional “Expression Types”:

11)   Tranfers/Takeovers:

o   This clause addresses what happens when the publisher (licensor) transfers (or sells) its content (journals/databases/ebooks/resources, etc.)  to a different publisher OR takes over (acquires) content from another publisher and the impact on the licensee (library).

o   Keywords/phrases to look for::  transfer, takeover, substitute, add, acquire, or cancel a subscription/journal/title

 12)   Substitutions/Additions/Cancellations

o   This clause addresses whether the library (licensee, subscriber) is allowed to add or cancel titles or content within a journal package/database/resource and may describe a percentage of titles that can be cancelled or requirements for maintaining a base value. It may also address different formats of a title such as adding print to the online. A date by which changes must be submitted is often included.

o    Keywords/phrases to look for: substitute, cancel, base value, print subscription

6. CORAL Licensing Policies/Procedures

1. CORAL LibGuide:  http://shsulibraryguides.org/coral 

• This is NOW the place to find Workflow Notes to copy/paste
  (getting rid of Word document shortly…)
  http://shsulibraryguides.org/CORAL/workflownotes

2. Naming Conventions:

•  Please do NOT add the year in the License name so that we can aggregate all licenses related to a specific pkg/collection
• Adding the year(s) in the Document name is fine

• The License should be “Sage Premier Journals”
• And then each DOCUMENT can specify which renewal period (2016-2018, 2012-2015, etc.) OR signature date, so long as it’s also specified on the “Effective Date”.

• Another problem example: multiple licenses

• https://coral.shsu.edu/licensing/license.php?licenseID=40 

“Best Practices”

• Check spelling carefully
• Look for existing licenses (and how the provider is currently divided up with existing loaded licenses) BEFORE adding a new license
• Follow naming nomenclature (no dates in License Name; dates okay in Document Name)
• If you add a license, please also take the time to identify the “Expressions”.  (I wont be aware that the license is loaded but no expressions)
  We have a retroactive project to fill in missing information but going forward, if you add a license, please also add the Expressions then too.  Otherwise we will have incomplete information in CORAL and that would require another retroactive project to fill in the gaps.

• This is especially important as I hope to offer CORAL (view-only accounts) to ILL and Reference as a valuable place to find up-to-date information regarding what they can use for ILL, e-Reserves, etc.