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What’s in a licence? Model licences and managing the ‘terms and conditions’. Louise Cole Electronic Resources Team Leader University of Leeds

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Overview <ul><li>What’s in a licence? </li></ul><ul><li>Model licences … </li></ul><ul><li>… and alternatives </li></ul><ul><li>Administrative nightmares </li></ul><ul><li>... and possible solutions </li></ul><ul><li>What can subscription agents do? </li></ul><ul><li>The future </li></ul>

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What’s in a licence? <ul><li>Basic definition: “a legal document giving official permission to do something” </li></ul><ul><li>The typical model licence (e.g. the JISC/Nesli2 Model Licence) might include … </li></ul>

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Model licences ... JISC <ul><li>Key definitions, of users and other terminology </li></ul><ul><li>Permitted uses (document delivery and supply, coursepacks, VLEs, etc.) </li></ul><ul><li>Prohibited uses </li></ul><ul><li>Undertakings for licensee and publisher </li></ul><ul><li>Archival rights </li></ul><ul><li>Additional information (title lists, usage data) </li></ul>

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... and alternatives <ul><li>Publishers can choose to either use a modified ‘model licence’ (changing or omitting certain clauses) </li></ul><ul><li>Or issue an licence of their own, which may or may not be of a similar format and which might have different definitions and terms/conditions </li></ul>

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Administrative nightmares <ul><li>Every licence is different! </li></ul><ul><li>Interpreting ‘legal jargon’ and apparent contradictions </li></ul><ul><li>Sheer volume of paper </li></ul><ul><li>Retrieving countersigned documents </li></ul><ul><li>Conflict – the library offers the service, the provider dictates the terms </li></ul>

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.. and possible solutions <ul><li>Make all licences as much like the ‘model’ as possible </li></ul><ul><li>Ensure definitions are clear and not open to differing interpretation </li></ul><ul><li>Work with open access projects and pre-print services </li></ul><ul><li>Accept faxed signatures </li></ul>

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What can subscription agents do? <ul><li>Central bank of licence agreements </li></ul><ul><li>Be proactive – send agreement on to us rather than giving a URL </li></ul><ul><li>Scope in negotiating service for customers </li></ul><ul><li>Allow information to be included in Electronic Resource Management Reports </li></ul>

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Practicalities <ul><li>Central licence bank – should this be free to all customers / those with spend over a certain £££? </li></ul><ul><li>US/EU/UK-centric? </li></ul><ul><li>What about nesli2 and other consortia arrangements? </li></ul><ul><li>Administrative load/improved service </li></ul><ul><li>Does the agent know enough about customer requirements? </li></ul>

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Administration of licences <ul><li>“ To negotiate or not to negotiate?” </li></ul><ul><li>“ To modify or not to modify?” </li></ul><ul><li>Leasing resources rather than buying them </li></ul><ul><li>Model standard licences </li></ul><ul><li>Work being done in many countries in EU and outside it </li></ul>

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The University of Leeds approach <ul><li>Hundreds of licences for numerous types of electronic resources – what is in them? </li></ul><ul><li>The licence audit – reading every agreement and extracting the information we need </li></ul><ul><li>Making this information available </li></ul>

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The University of Leeds process <ul><li>Extracting information on do’s and don’t from our licences </li></ul><ul><li>User-friendly display of this information for library staff </li></ul><ul><li>Searchable interface </li></ul><ul><li>Front-end presentation to library customers </li></ul>

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Extracting information <ul><li>Who can use? </li></ul><ul><li>What can we supply? </li></ul><ul><li>What can we make available in VLE? </li></ul><ul><li>Archival rights </li></ul><ul><li>‘ Other areas’, including NHS and commercial use </li></ul>

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The next stage <ul><li>Front-end presentation to library customers : </li></ul><ul><ul><li>Making available to our customers the whole range of do’s and don’ts </li></ul></ul><ul><ul><li>Building on general statements already on web pages and screensavers </li></ul></ul><ul><ul><li>Integration with OPAC? </li></ul></ul><ul><ul><li>Best ways of doing this currently being investigated </li></ul></ul>

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The future <ul><li>CHEST Agreements Usage Rights survey – taking note of customer needs </li></ul><ul><li>Open access initiatives </li></ul><ul><li>The effect on the research library collection </li></ul><ul><li>Trust in an e-only world; as print disappears </li></ul>

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Contact <ul><li>Louise Cole, Electronic Resources Team Leader (and Library Copyright advisor) </li></ul><ul><li>University of Leeds </li></ul><ul><li>[email_address] </li></ul>