[LIBRARYDIR] question about paying for databases

[Claire Murata]

Thank you! If anyone else knows why/how we get to pay in one fiscal year
and use in the next, I would love to hear!

Also, Lynn, thanks for bringing up the $30,000 single vendor limit. I'm
definitely asking our budget office about that!  Happy Monday, all! Claire

*Claire Murata, MLIS*
Associate Dean, Library and Learning Resources
Edmonds College
20000 68th Ave. W., Lynnwood WA 98036 | edmonds.edu
claire.murata at edmonds.edu | (425) 640-1522

[image: college logo]


On Thu, May 25, 2023 at 12:58 PM Kanne, Lynn via LIBRARYDIR <
librarydir at lists.ctc.edu> wrote:

> 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> on behalf of Claire
> Murata via LIBRARYDIR <librarydir at lists.ctc.edu>
> *Sent:* Wednesday, May 24, 2023 5:32 PM
> *To:* WACTC Library Directors <librarydir at lists.ctc.edu>
> *Cc:* Claire Murata <claire.murata at edmonds.edu>
> *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
> claire.murata at edmonds.edu | (425) 640-1522
>
> [image: college logo]
>
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