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Electronic Resources

The Orbis Cascade Alliance works with its members and other libraries in the region to purchase electronic resources. The Alliance's role may take various forms and can include activities such as resource selection, license & price negotiation, and serving as fiscal agent (billing, paying).

The Electronic Resources Program is run on an opt-in/opt-out model. Participants agree to a share of the group price to gain access to subscribed content. Invoicing is done by either the Alliance Office or directly from the provider.

Most of our business is conducted via email.

Listserv

Electronic Resource Program participants are subscribed to an unmoderated list announcing all new product opportunities, trial requests, renewals and completed subscriptions. In addition, a second list (ER-News) is used by the ER Program Manager to call attention to announcements that might be of interest. The latter list does not provide for discussion or posting by anyone other than the Program Manager.

Any staff from participating institutions can request to be subscribed to either list. However, each institution appoints one person as the official representative of that institution. This is the only person that can officially commit an institution to participating in a subscription.

Renewals

Renewal of resources does not cover changes of vendors. In order to change vendors, the Committee may wish to review the resource, as it is offered by other vendors, up to six months prior to renewal. Central staff handles renewals according to a renewal calendar, also linked from the website.

  • Two months or more prior to renewal, the vendor is queried regarding pricing
  • An announcement is made to the list notifying of the pending renewal.
    • Includes last years pricing and participation
    • Includes information for the current renewal
    • Gives deadline for response (usually 2 weeks).
    • Gives opportunity to add or drop.
    • Non-response is an automatic renewal.
  • Each committee member (institution representative) is responsible for monitoring the ER list carefully for renewals.
    • Should that person be absent for more than a day or two, they will need to have another individual who can monitor the list for them and keep them apprised.
  • A message announcing the completion of the renewal is sent to the list, confirming participants, their price and if the invoice will be sent by the Alliance or the vendor.