Dealing with Partners - Carolyn Alderson

Carolyn Alderson, Jisc Collections

Dealing with Partners28/06/2017

What I’ll talk about and context

»International Partners

»UK FE partners

»Perspective of consortium licensing

› 250+ agreements– Journals collections– Databases– eBooks

› Publishers located in UK and abroad

› Shared service for libraries– Open Access

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HEIs with international partners

Support within the Jisc Member subscription:

» Jisc Model Licence - Additional Authorised User (AAU) licensing framework

» Decision Tool

» Guidance and Helpdesk support

» Details in the catalogue page in the ‘Additional Authorised User Information’ field to show how the publisher has responded in a Jisc Collections agreement

» A summary overview to show the extent to which publishers have so far engaged with the partner clauses and schedule

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Jisc Collections Model Licence

» LICENCE GRANT

» 2.1 The Publisher hereby grants to the Institution, subject to and in accordance with the terms of this Licence, a non-exclusive non-transferable licence to access and use the Licensed Material and to allow Authorised Users and Additional Authorised Users where applicable to access and use the Licensed Material via Secure Authentication and forEducational Purposes.

» 2.2 In consideration for the Publisher’s licensing of the Licensed Material pursuant to Clause 2.1, the Institution undertakes to pay to the Publisher the Licence Fee and where applicable the Partner Fee in accordance with the provisions of Schedule 1 and Schedule 4.

28/06/2017 4Dealing with Partners, Sherif Event, June 2017

Definition of Authorised User

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» “Authorised User” means an individual who is authorised by an Authorised Institution to have access to its information services (whether on-site or off-site) via Secure Authentication and who is:

• a current student of the Authorised Institution (including undergraduates and postgraduates)

• an alumnus of the Authorised Institution

• a contractor of the Authorised Institution

• a member of staff of the Authorised Institution (whether permanent or temporary including retired members of staff and any teacher who teaches students of the Institution

Or a Walk-In User.

Walk-In Users are persons who are allowed by an Authorised Institution to access its information services from computer terminals or otherwise within the physical premises of an Authorised Institution. For the avoidance of doubt, Walk-In Users may be given access to the Licensed Material by any wireless Secure Network. Walk-In Users are not allowed off-site access to the Licensed Material.

and, unless the context otherwise requires, all references to “Authorised Users” in this Licence include “Additional Authorised Users”.

Dealing with Partners, Sherif Event, June 2017

» "Additional Authorised Users" means individuals who qualify as authorised users and can perform the same activities as Authorised Users under this Licence (subject to the payment of the Partner Fee) but for monetary purposes are not included in the Licence Fee. Additional Authorised Users are users at a Partner Organisation for which the Institution has agreed with the Publisher to pay the Partner Fee.

"Partner Fee" means the fee payable by the Institution for access and use of the Licensed Material by Additional Authorised Users at a Partner Organisation where applicable. The Partner Fee may be paid by the Institution to the Publisher at any time during the term of this Licence upon receipt of the Partner Fee Quotation.

» "Partner Fee Quotation" means the quotation of the Partner Fee in writing, calculated in accordance with Schedule 4, provided by the Publisher directly to the Institution at the request of the Institution to include Additional Authorised Users from Partner Organisations under this Licence.

» "Partner Organisation" means the organisation(s) where Additional Authorised Users are located as shown in the Partner Fee Quotation.

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Licensing Framework for AAUs

NB: no reference to ‘student!’ – Focus on Partner, AAUs and Quotation

The Partner Fees Schedule 4 for AAUs

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The proposed Fees Schedule from October 2015 is shown below.

Number of FTE in Partner

Organisation requiring accessPartner Fee(s) per head

0-100

100-300

301-600

601-900

901-1200

1201-2000

>2000 FTE a separate licence applies

Consortium Licensing Challenges:

• Agreeing a fee with publishers• Knowing what is a relevant fee• Which HEIs are interested in reality?• Changes each year• What kind of FTEs are we talking

about?• What are the priority resources?• What are the key resources? • Framework only covers Jisc

Collections licensed agreements


Activity reflects an additional negotiation with publishers based on different negotiation criteria

» Libraries doing the negotiation themselves


AUs

AU or AAU??

Objectives


Decision Tool

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https://www.jisc-collections.ac.uk/Support/Services-and-tools1/decision-tool/


https://www.jisc-collections.ac.uk/Support/Services-and-tools1/decision-tool/

Decision Tool – Step 1

»Is your partner a part of your UK institution?

› Users appear in the HESA return (e.g. students)

› At least equal share of ownership

› At least 50% of the course revenues are declared by the UK institution in its financial return.. A note on Jisc Bands

»Secure Authentication

»Yes: Treat as Authorised Users– e.g. campus… but what if it’s very large?


Decision Tool – Step 2

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»Can the students be counted as Additional Authorised Users?

› Although not technically part of your UK institution are the students considered as such for the courses involved?

› Are the students on the courses less than 2000?

› Can you confirm that your partner institution doesn’t already purchase subscriptions to the same content?

› If Yes, Yes, Yes: treat as Additional Authorised Users…..


Decision Tool: Step 3

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»Should fees apply for your Additional Authorised Users?

» Are the users included in your institution’s HESA return?

» Is at least 50% of the revenue included in the financial return?

» Is this essentially a validation agreement with small numbers involved in comparison to the partner organisation?

»Yes, Yes, Yes: Fair to expect no/low additional fee

»Any with No: Unsurprising to pay an additional fee

»Still need to agree with publisherDealing with Partners, Sherif Event, June 2017

Solutions28/06/2017

Revise/simplify the Decision Tool?


TNE International Access Consortium: Students located outside the UK

Establishing users as Authorised Users Answer

1. Are the students recorded in the UK HEI's offshore HESA return? Yes

2. Is secure authentication in place (to ensure that only those students in a partner

organisation can access the resources)? Yes

3. Are the total student numbers (UK + abroad) lower than 40,000 (the size of the largest

UK HEI by UG and PG FTE outside The OU)? Yes

4. Are the total number of students less than 1000 at any location? Yes

If any answers are 'No' then treat those users as Additional Authorised Users

A Partner Fee applies for Additional Authorised Users using a tiered structure in the Partner Schedule

Agree with members as to what those fees should be based on what institutions are paying currently.

Discounts based on volume of FTE across the TNE consortium?

If Yes to all: Treat as Authorised User for duration of course/degree - No additional fee with these

conditions in place

TNE International Access Pilot

AUs and AAUs:

› Clarify current pricing arrangements across publishers and HEIs– Case studies/examples from librarians – Where/when have fees applied?

› Gain an understanding of current differences and similarities of resource provision for users located abroad by UK HEIs

› What information needs to be collected?

› Would HEIs be willing to pool information?

› How to collect relevant information and the format of the information? – What would a publisher expect in the Partner Fee Quotation?

› What reliable data?: HESA/Heidi Labs can be provided regarding overseas student data

› Common terminology


Expected Outputs

» Have established the viability of a sustainable, optional service that supports an easier, more cost-effective solution for all UK HEIs with overseas delivery.

› Clarity on Authorised User status / simplified Decision Tool

› UK HEIs will not need to negotiate directly with publishers to confirm/ include their Additional Authorised Users as they do currently.

› Centralised negotiated agreements will bring coordinated and transparent discounts, value, savings and efficiencies for HEIs.

› Efficient management process

› Save UK HEIs time and money in local licensing, through a less labour-intensive sand more cost effective solution, thus releasing funding back into the sector.

» Parity of access to resources for students located abroad

» It is anticipated that ordering, licensing and payment processes will be streamlined via the developments coming on stream via the new Jisc Collections transactional website.

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Draft Pilot Timetable

» June 2017 Communication to members about the pilot with call for participation

» July Follow up communication about first planned workshop

» July Communications with publishers

» August Licensing Workshop with members/ establish TOR and Steering Group

» September Steering Group meeting / Establish processes for data collection/ Establish priorities/

» October Second Workshop with libraries directly involved in the pilot providing information

» Oct 17 -April 18 Negotiation phase with publishers/ Communications / Reporting/ Meetings of SG

Licensing assessment

Internal assessment to ensure new Jisc Collections website supports activity

» May Assessment of pilot outcomes / Communication of outcomes

» June Develop Business Model

» July Communications of new opt in service

» August Roll out


HEIs with UK partner FE Colleges

» Eligibility for FE college users to access resources licensed by the University

» Due to changes, the users from these partner colleges no longer feature in an HEI’s HESA return

» The users at the partner FE colleges are no longer eligible to access the university’s subscription resources and access should be removed/ not made available.

» If access is already in place due to prior legitimate arrangements, removing access is likely to cause a lot of disruption for FE colleges.

» We advise universities that these partners continue to access the resource until the licence expires/is due for renewal and then the access is removed. This will allow the FE College to be notified in advance and consider its options for the future.


» HEI produces list of resources that had been available to FE Colleges and provides to FE partners

» Review any usage data that may be available to inform priority content for FE users. If the FE college IP address has been listed separately by the publisher in the account set up, then it may be that the prior year’s usage data can be provided in a COUNTER report via the university.

» Check the College’s Jisc Band as Jisc Collections pricing for FE resources usually relates to Jisc Band.


FE College options when access is withdrawn

https://www.jisc-collections.ac.uk/Support/Jisc-Banding/FE-bands-by-institution/

Identifying relevant FE content

» Which resources/content has the HEI licensed that are also agreements with FE, or ‘HE in FE’, pricing as shown in the Jisc Collections catalogue?

» It may be that these resources are still considered too expensive and if so the FE College could discuss with its partner university the possibility of the university negotiating to extend access for FE AAUs in the HEI’s licence agreement for this content with the publisher. If student numbers are low the likelihood of success is more likely.

» The HEI will need to do the negotiation and invoice the FE college. » The HEI will carry any risk
