[LIBRARYDIR] question about paying for databases

[Kanne, Lynn]

Same here at Seattle Central.

I've never had an issue with prepayment for licensing databases...and no vendor would accept payment after the term of service ended. However, I have recently run into the $30k limit for a single vendor...which happens for one jumbo districtwide subscription/bundle. Databases were previously exempt from this rule, but no more. We will have to do a sole source process for that one next year.

Fun times.

Lynn

From: LIBRARYDIR <librarydir-bounces at lists.ctc.edu> On Behalf Of Jennifer Dysart via LIBRARYDIR
Sent: Thursday, May 25, 2023 11:37 AM
To: WACTC Library Directors <librarydir at lists.ctc.edu>
Cc: Jennifer Dysart <JDysart at greenriver.edu>
Subject: Re: [LIBRARYDIR] question about paying for databases

Hi Claire, our practices match yours. Databases are unusual in that we are purchasing access. For a not-insignificant number of databases, we will pay in June while access starts July 1.

I know this is not uncommon and won't attempt to justify it under our bureaucratic rules. In eLearning it works the same way. We are billed for Canvas in June but access starts July 1. That perpetual access model seems to work for SBCTC. IT purchases software subscriptions in advance. So I don't know why it's ok, but I trust that it is!
Jennifer


Jennifer J Dysart
Dean of Library, eLearning, and Media Services
Green River College
Auburn, WA 98092
253-288-3445
________________________________
From: LIBRARYDIR <librarydir-bounces at lists.ctc.edu<mailto:librarydir-bounces at lists.ctc.edu>> on behalf of Claire Murata via LIBRARYDIR <librarydir at lists.ctc.edu<mailto:librarydir at lists.ctc.edu>>
Sent: Wednesday, May 24, 2023 5:32 PM
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Subject: [LIBRARYDIR] question about paying for databases


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Hello wonderful colleagues!

Here's my question of the day:

In my college and the library, we are supposed to spend our budget in the current fiscal year and if there's any left over, it returns to the general college fund. But I realized that we paid for databases in this fiscal year (FY23) but for terms of service that are (mostly) in FY24. Any monographs we purchase have to be received in the current fiscal year or we have to wait until July 1 and the money comes out of next year's budget.

Is there some law or WAC that makes this ok, or is that down to local accounting practices? Thanks for considering! Claire

Claire Murata, MLIS
Associate Dean, Library and Learning Resources
20000 68th Ave. W., Lynnwood WA 98036 | edmonds.edu<http://edmonds.edu/>
claire.murata at edmonds.edu<mailto:claire.murata at edmonds.edu> | (425) 640-1522

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