Frequently Asked Questions (FAQ)
1. Where can I find a complete list of electronic journals, databases, reference materials, and publicly available content to which SEIR provides access?
Click on the "E-Resources" link located on the navigation menu and you will be able to see all the products that SEIR offers our CSU campuses. There is also an Excel version linked on that page.
2. Does my campus have access to a particular resource?
If you would like to see what your campus has subscribed to, click on the "E-Resources" link located on the navigation menu. This will lead you to another link titled: "Subscribers List". This will give you a listing of every product currently under contract for every campus.
3. How do I add a subscription for my campus?
Check our subscribers list (.xls) to see if SEIR offers the subscription you would like. If SEIR does offer it, call us and we will gladly add you to the systemwide contract. If SEIR does not offer the product you would like to have for your campus, please contact your Electronic Access Resources Committee members. They can bring your request for databases to consider and review for purchase to their quarterly meetings.
4. What criteria are used to develop the ECC collection?
There are several criteria for a resource to qualify for ECC funding. One determining factor is based on a threshold of subscribers: at least fifteen subscribing CSU campuses in order for a resource to be considered for inclusion in the Core Collection. For example: following one-year of use with at least fifteen (15) subscriber campuses, EAR may make a recommendation to COLD for consideration for inclusion in the CSU Electronic Core Collection. The one-year period represents a basic subscription cycle, and allows for a period of use to determine whether the resource meets the criteria and warrants recommendation for inclusion in the ECC.
To learn more about the ECC, please reference “Principles for CSU Acquisition of Electronic Information Resources” (.doc).
5. I need help, who should I call?
Lisa Moske: Director. Current or future contract negotiations and licensing, the Electronic Core Curriculum, or information technology procurement.
Linda Taylor: Associate Director. Coded memos and subscription renewals. Usage statistics, access, title lists, SEIR website, tracking of campus independent purchases.
Terri Joiner: Contract Manager. Subscription amendments. Questions regarding funds debited or credited from your campus or invoices. Questions regarding current contract paperwork.
Diana Kaufmann: Administrative Assistant. Subscription and account forms.
6. Where can I find information on SEIR acquisitions in process?
For information on resources for consideration, please review EAR committee minutes.
7. Describe the differences in Campus licensed databases: Opt-In vs. ECC vs. Independent.
SEIR offers two types of purchases to help the campuses benefit from consortia offers.
OPT-IN: SEIR handles all the negotiations, contract paperwork, invoicing, payments and maintenance of the contract on behalf of the campuses. The campus is responsible for providing the funding for their subscription. For the majority of the databases offered, campuses may select the products they wish to subscribe to. Coded Memos are released monthly with current offer details.
ECC: SEIR also administers the Electronic Core Collection. The products that are part of this collection are funded centrally and are accessible to all 23 CSU campus libraries.
Independent: Individual campuses handle all negotations, contract paperwork, invoices, payment and maintenanec of the contract. They also provide funding for their subscription.
8. Why don’t you have a SEIR contract with a particular vendor?
In most cases, SEIR has the ability to negotiate cost-saving subscriptions for campuses to purchase. However, there are times when a vendor has either saturated the market or is unwilling to offer lower costs for consortial purchases. In this case, SEIR may be unable to offer a contract with that particular vendor.
9. What happens after SEIR and EAR consider a resource?
SEIR and EAR work in tandem and collaboratively to consider and review resources. Once a campus has called either SEIR or an EAR representative for the CSU to consider a product, it is put on the agenda for the following EAR committee meeting. EAR meets 4 times a year, usually once each season. During the 2-day meetings, the items are discussed. EAR can either recommend that the product be informally surveyed, formally reviewed, or considered for purchase. SEIR follows by either coordinating an informal survey committee, a formal review process or obtain initial proposals for consideration of purchase. Once these items are finalized, SEIR will report back to EAR regarding its findings. At a future EAR meeting, final recommendations to SEIR can be made: either to begin active negotiations or to withdraw the consideration for purchase.
10. How long is the review process for a resource?
Contracts take time and reaching an agreement takes time. The average review process is approximately 6 months. It is critical for the review process to have several librarians and campus staff actively involved. The 6-month time frame enables not only EAR and the Council of Library Directors to be active in the process but also allows various committees on each campus to have enough time to review and trial products.
11. What is the difference between the ECC and other SEIR subscriptions?
The ECC subscriptions are purchased for all campuses and are centrally funded in full or in part by the Chancellor’s Office. (See question #8 above). The Council of Library Directors votes which resources are included in the ECC.
All other SEIR subscriptions are opt-ins. Campuses can choose to subscribe and resources are funded through their individual library budgets.
12. What funds can our campus use to pay for a resource?
Our office only has the ability to draw funds from the State Controller’s Office General Fund. SEIR cannot transfer funds from other accounts (e.g. grants or lottery). It is the campus’ responsibility to transfer funds into the General Fund. The procedure for transferring funds into the General Fund varies from campus to campus. Please contact your local campus accounting office for instructions on transferring into the General Fund.
13. When are funds pulled for a particular subscription once we have submitted the subscription and account form?
At the top of our subscription and account form there is a due date for submission. Due to many unforeseen circumstances, campuses do not often meet that deadline. Once all responses have been recorded, contract paperwork is finalized and the vendor signs and returns our Agreement, the funds are transferred by SEIR from the campuses. This usually occurs within a month or two of receiving the campuses responses. On occasion we have had vendors and/or situations that delay accounting procedures. SEIR is acutely aware of year-end deadlines and balancing of budgets. The Chancellor’s office deadlines coincide with all of the campuses deadlines. Thus, if a situation should arise where funds must be pulled by a certain date, SEIR will communicate with each of the campuses as soon as possible.
14. Is the Coded Memo the actual contract?
No, the Coded Memo is a numbered and dated memo, requiring a response from the library that includes the subscription offer and details taken from the negotiated contract. The actual contract is lengthy and includes not only the license terms, but also the CSU Provisions, the vendor’s certificate of insurance, list of subscribers, and negotiated title list.
15. Whom do I contact for technical questions?
For each vendor's contact information, browse our E-Resources section.
16. Whom do I contact if I have problems accessing a resource?
Campuses are responsible for notifying SEIR promptly regarding access issues. For any support issues, you may contact Linda Taylor.
17. What happens when a breach of license occurs?
When a breach of license occurs, the vendor usually notifies SEIR. We research the incident and work with the campus to discover the source of the breach. SEIR is aware that our students and educators are not malicious in their intent to violate a license. You can help prevent problems with our vendors by adhering to "good practice" and avoiding improper use. Here are some good rules of thumb: Responsible Use of Electronic Resources.
18. How do I know what SEIR licenses’ terms and conditions are for each resource?
For information regarding a product's rights and restrictions, please browse the E-Resources section of our SEIR website.
19. Does SEIR work with any other consortia?
Yes, SEIR administers a number of contracts on behalf of the California Digital Library, the Community College Library Consortium (over 100 campuses) and the Statewide California Electronic Library Consortium (over 80 independent universities). These contracts are negotiated collectively when it is financially beneficial to all parties involved.