University of Guelph Library
Library Procedure for Cancellation of Major Electronic Resources
Effective: April, 2008
A major electronic resource is a database/index, reference title on subscription, or package of journals.
The full process will normally take 3 to 4 months from the point that a resource is proposed for cancellation until the final decision has been made.
Cancellation normally means no renewal. It is almost impossible for the Library to recover any money by ending a subscription early, unless we purchase a substitute from the same vendor. In some cases, access points to a resource may be removed before the end of a subscription, resulting in an effective "cancellation" from the public perspective.
A decision on cancellation must be made in advance of the renewal date, preferably no later than 1 month before renewal. This will ensure that all communications can be handled properly, both with library staff and with product vendors. Public announcement of the cancellation (see Step 7) will normally take place one month before access to the resource ceases.
Step 1: Identification of Title for Potential Cancellation
A title may be identified as a candidate for cancellation in a variety of ways, including the following:
- During review of comparative usage statistics, if there has been low use
- During review of coverage of a subject area, when duplication is discovered
- At receipt of renewal notice, particularly if a large price increase is expected
- During course or program assessments, if a resource no longer supports Guelph needs
- When serious access problems occur, such as technical issues that are insurmountable
While candidates will often be identified during reviews by IRC and at renewals, any librarian may suggest a title for cancellation. Such suggestions should be emailed to the Head, Information Resources, the Electronic Resources Librarian, and the Manager, Acquisitions.
Step 2: Assembly of Relevant Information
The Electronic Resources Librarian and the Manager, Acquisitions, will assemble the following information about the resource suggested for cancellation:
- Expiry date of current subscription
- Prospective and past costs
- Usage statistics (with input from Evaluation and Analysis as appropriate); 3 years of usage will normally be reviewed.
- Brief description of resource
- Subject coverage of resource
- Current access method(s) (e.g. platform, need for plug-in)
This information will be posted in the Information Resources section of the Library website for consultation by librarians and faculty. Access to the information will be restricted to Guelph IP addresses for reasons of confidentiality.
The Manager, Acquisitions, will ensure that a note is placed in the order record to hold renewal until staff has checked with her so that the resource does not get renewed inadvertently. Sometimes, a resource will be renewed during consideration of cancellation because there is insufficient time for full examination; in such a case, prospective cancellation simply moves to the next renewal date.
Step 3: Preliminary Discussion at Information Resources Committee (IRC)
IRC will examine the information and make a preliminary decision.
Decision to Retain the Resource
If IRC decides that the resource should be retained, the Head, Information Resources will inform the suggesting librarian(s), if applicable. The Electronic Resources Librarian will record the reasons for retaining the resource in the electronic resource management system for future consultation, and the Manager, Acquisitions, will updated any notes in the order record.
Decision to Proceed Towards Possible Cancellation
If IRC decides that the resource merits cancellation, Step 4 of the procedure will apply.
Step 4: Input from Librarians
The Electronic Resources Librarian will send out a message to all librarians with the following information:
- Title of resource considered for cancellation
- Reasons why IRC is considering cancellation
- Information assembled in step 2 of this procedure
- Deadline for input (normally 1 month will be allowed for input)
All input will be recorded in the electronic resources management system [note: hopefully automated form for collection of input will be available]. Librarians may seek input from faculty and others as they deem appropriate.
At the end of the input period, the Electronic Resources Librarian will collate all input and present it to IRC.
Step 5: Final Decision by IRC
IRC will examine the input from librarians and make a final decision on cancellation.
Step 6: Communication of IRC decision to librarians
The Head, Information Resources will inform all librarians of the decision made by IRC via email within 1 week of the decision. IRC’s reasons for the decision will be provided.
If the decision is that the resource should be cancelled, the message will include the date when access will cease.
Step 7: Public Communication of Cancellation
A rationale for the cancellation of the resource will be formally written out (see template). This rationale will be placed on the Library website along with links to the information assembled about the resource.
Librarians will be responsible for informing faculty and graduate students in their departments about the cancellation once they receive IRC’s decision, as needed. They will also be responsible for removing the resource from pathfinders and course guides as needed. Other University stakeholders (for example, Senate Library Committee, BUGS, BOGS) may be informed by the Head, Information Resources, if appropriate.
The Electronic Resources Librarian will ensure that a note is added to public links to the resource to indicate that it will be cancelled, with an effective date. She will also draft a message for the Library web news that will outline reasons for the cancellation and possible alternative resources (in consultation with IRC and librarians as appropriate). This message should be posted on the website 1 month prior to the effective date of cancellation.
Sample Timeline
June 15: IRC reviews use statistics on journal packages, and decides that PackXXX has had very little use compared to other journal packages of similar size. Step 1.
June 16-July 15: Assembly of information. We have to request detailed usage by journal title from the vendor, which delays the process. Step 2.
July 20: IRC discussion. Decision made to forward PackXXX as prospective cancellation because no journal in the package has been used more than 3 times in each of the past 3 years. Cost per use of each title is therefore well above the cost of CISTI document delivery, and package is in the sciences and therefore has content available from CISTI. Step 3.
July 25: Information placed on website. Email to librarians outlining the situation and referring them to the information. Step 4.
July 26-Aug. 31: Librarians consult with faculty and check on content, then send feedback. Step 4, cont.
Sept. 5: IRC reviews the feedback from the librarians. Only one librarian wants to keep the package; the reason is that faculty will be discontented if they have to request these articles via CISTI – it takes too long. IRC decides that this is not sufficient reason to keep the package, since we can purchase several better resources that are likely to get heavier use with the money we save. Step 5.
Sept. 6: Email sent to all librarians with the decision that PackXXX will NOT be renewed, and will cease to be available after Dec. 31. Step 6.
Nov. 15: Rationale posted on website. News item posted on website about the imminent loss of access to PackXXX, with link to more information explaining the decision. (Notice is put up 6 weeks early because of exams and holidays in December). Step 7.