[LIBRARYDIR] question about paying for databases

Tue May 30 10:02:33 PDT 2023

I so appreciate the context and the description!

*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 Tue, May 30, 2023 at 9:54 AM Dawn Marie Lowe-Wincentsen via LIBRARYDIR <
librarydir at lists.ctc.edu> wrote:

> Hi Claire and all,
> The college I was at prior to Shoreline had a zero balance budget. This
> means we would have to spend money for goods and services out of that
> budget year and come to zero at the end. If a database started in July or
> August great - it fit the model. However if a database more than $1000
> started September - June, It was prorated so that the part paid out of the
> current year budget came out of the balance, and the part that came out of
> the next year's budget would be held in an account to be taken out of the
> following year's budget. For example, a $2000 database paid in December
> would have 1000 in the current budget and 1000 in the next years budget.
> However, vendors got their full payment when it was due in December. The
> library kept separate balance sheets for each year. It was complicated and
> messy - not recommended.
> In 2017 when I became the interim leadership of the library there was a
> bit of turnover in the business office, and the roll over of accounts to
> the following year was missed. The new provost and I were very perplexed by
> the fy16-17 budget being over spent by $90K until I learned the process and
> figured out what step had been missed. On the up side, that gave us an
> additional 90K to spend in fy 17-18. My executive assistant and I worked to
> change as many databases and subscriptions as we could to start in July and
> August in order to minimize the roll over amounts.
> I am happy to talk to you about this process and what it entailed for the
> library. Do note that the college in question is not in Washington, and is
> a 4 year school offering bachelors and masters degrees.
>
>
> *Dawn Lowe-Wincentsen, MLIS*
> Executive Director of Learning Resources
>
> Dlowe-wincentsen at shoreline.edu
>
> *Shoreline Community College*
> www.shoreline.edu  |  206.546.4101
>
> Pronouns: she, her, hers
>
> On Tue, May 30, 2023 at 7:08 AM Claire Murata via LIBRARYDIR <
> librarydir at lists.ctc.edu> wrote:
>
>> 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
>>>
>>>
>>>
>>> *CAUTION:* This email originated from outside of Green River College.
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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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