Streamlined Licensing Through Institutional Master Agreements: A Success Story
Are you tired of contracts sitting in review for weeks or months? Do you worry that access will be cut off? The presenters will discuss how the library and administration (including legal) have worked together to improve contract review, which has made the contract process more effective and efficient for The University of Tennessee’s libraries, contract offices, and the vendors. The University has implemented master agreements for the vast majority of its library resource vendors (primarily electronic resource and media). This initiative has also greatly strengthened the relationship between the libraries and the system administrators. The master agreement initiative is nothing short of a “win-win-win:” the librarians, the administration, and the vendors all benefit from this initiative. Before the master agreement initiative, the University processed between 250-400 library contracts in a given fiscal year. The University implemented the master agreement initiative in the fall of 2012, and it started with one master agreement and has grown into over 100. The University of Tennessee has reduced its volume of library electronic resource and media licensing agreements by 50-70%. This has caused the entire University’s contract process to be more efficient, and it has allowed the libraries to be more efficient and effective. When master agreements are in place, terms and conditions no longer sit in review for weeks or months, so there is virtually no danger of access being cut off. Also, the master agreements have allowed the University’s various campus libraries to work together to save money. Audience members will be encouraged to ask questions and a list of the master agreements will be provided to the audience via web link. Attendees can expect to learn an effective and efficient way to process contracts in a manner that benefits everyone and satisfies everyone’s concerns.
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Streamlined Licensing Through Institutional Master Agreements: A Success Story
- 1. A success story Corey S. Halaychik Assistant Professor & Electronic Resources Specialist University ofTennessee Knoxville
- 2. An understanding of the issues that lead UT to switch to library master agreements. Knowledge of how master agreements work and why they help streamline the license review and approval process. An idea of what it takes to put a master agreement in place.
- 3. Fiscal policies Duplication of efforts Frustration
- 4. Standardize Provide Autonomy Streamline
- 5. Libraries Office of Contracts Administration Purchasing Department
- 6. 118 library master agreements signed between August 2012 and October 2014 Cover the majority of library subscriptions and purchases including e-Books, journal packages & streaming media Reduced library contract volume by 55% saving approximately $62,000
- 7. Flexibility Timing Persistence
- 8. 100% Helping others Addressing future changes
- 9. List of library master agreements http://treasurer.tennessee.edu/contracts/mastera greements/libmasteragree.html Charleston Conference Proceedings Forthcoming article
- 10. Please feel free to contact me Corey S. Halaychik chalaych@utk.edu 865-874-9314
Editor's Notes
- Fiscal policies Require full license review and approval for any new purchases and yearly amendments to account for changes in date ranges, prices, campus contact Individuals authorized to sign on behalf of UT is limited Duplication of efforts Libraries at each campus often had subscriptions to the same products but each campus was processing separate agreements and amendments Frustration Increase in license volume but not in number of staff Delays caused resources to be turned off
- Standardize Language is applicable across the System and addresses common terms such as governing law, indemnity, severability, etc. Provide Autonomy Libraries are free to negotiate and approve business terms – cost, subscription ranges, etc. – on their own Streamline Comprehensive review only once Purchases & subscriptions governed by purchase orders
- Collaborative effort Libraries: Identify and contact vendors Review agreements for terms that are important to libraries Facilitate exchanges between System and vendors Office of Contracts Administration Review agreements to ensure compliance with state laws and System policies Facilitate exchanges between libraries and Office of General Counsel Purchasing Department Approve and issue purchase orders Approve any other required documentation such as order forms
- Flexibility Libraries needed to back-off of major advances in license terms Office of Contract’s administration needed to remain willing to forego the template approach Timing Starting earlier is better but not always possible Vendors more likely to renegotiate when subscriptions are due for renewal or when new purchases are being made Negotiate extensions while the agreement is being worked out Persistence Don’t take no for an answer and keep pushing Find the person who can make the decision
- 100% Libraries are working towards having all vendors switch to master agreements Most likely not possible but we’ll keep striving Helping others Other institutions have expressed interest Continuing to educate at conferences, workshops and meetings Addressing future changes Continue to monitor licensing landscape and amend the existing master agreements as needed