Guidelines for Activation of "Free-with-Print" Electronic Versions of Journals (DRAFT)

Overall principles to keep in mind:

1. Think about licenses.
2. Think about IP addresses.
3. Think about requesting notice when the electronic version becomes fee-based.
4. Think about informing all the right parties (selectors, catalogers, serials staff, web page constructors) of the status and/or results of the work done.
5. Sometimes much of the work of the above has been already done and the activation is relatively simple. -- IF IT HASN'T, see the TIPS document.

1. Check the Ejournal Status webpage. If the publisher is not listed, send a copy of the notification to Kimberly Parker (or other person designated specifically by a unit) so that the publisher can be investigated and information added to the web page. Unless you receive a selector request for the journal, you need take no further action on a journal that is not listed.
2. Send a copy of the notification to the relevant selector as an FYI, but there is no need to await an answer from them before proceeding if the title is listed on the Ejournal Status webpage.
3. If the publisher is listed as having an approved license on the Ejournal Status webpage, there will usually be additional instructions there.
4. For some vendors (Catchword is a good example) activation can take place with minimal action on the part of staff. In these cases staff would request the vendor (or publisher) to activate the electronic version on CatchWord, and to supply the CatchWord ID in that request (available upon request from Kimberly Parker).
5. In any activation, request notification of when the electronic version is activated, so that you can inform the selector and (as appropriate in different units) you, the selector, or some other designated staff person will inform the cataloging staff and the maintainers of the web lists.
6. In any activation, request notification if the status of the electronic version changes from "free-with-print" to a fee-based electronic version.
7. If the publisher is NOT listed as having an approved license on the Ejournal Status webpage, and you receive a selector-request for the title, get in touch with Kimberly Parker (or other relevant person from your unit) to coordinate the more detailed activation -- see TIPS document).
8. Many electronic activation processes are still in a state of flux. The information on the Ejournal Status webpage will reflect this, and will usually list a Yale contact person to discuss the particular situation with. In most cases, this person will be willing to take on activation of other units' titles if the situation is too complex to explain easily or delegate to others.

© 2008 Yale University Library Electronic Collections Department Last modified: 06/12/00

http://www.library.yale.edu/ecollections/ejouractiv.html