NOTE: The Electronic Resource Evaluation Checklists are useful throughout this selection process.

Referring "out of scope" products:
     If selectors identify general interest products not of immediate interest to their areas, they should bring them to the attention of CoDGeR which designates a point person or team for each resource as necessary. Teams are usually only called into play if a resource is of very broad interest. If a team approach is used to examine general-interest resources, the Instruction Group is consulted to ensure the reference and instruction impact of a resource is properly evaluated. Individual selectors should also take care that this issue is assessed in their evaluations of more specific resources.

Identifying partners:
      Once selectors identify a need for an electronic resource, they should consider the possibility of other selectors partnering in the process. This is of greater importance for electronic resources than for other formats due to greater costs and wider accessibility. If multiple copies of a print resource exist, some possible partners are more readily identified, but these may not be the only interested parties. A message to SELECT-L soliciting interest may identify unexpected partners.

Identifying the options:
      Where a product is available through multiple vendors, it is wisest to examine several of the alternatives both for price and presentation reasons. CoDGeR has evaluated several interfaces on different qualities. Depending on which aspect of an interface is more important to you (and whether the product is available via multiple interfaces), you will wish to examine the product via that interface.

Beginning lengthy processes:
      Because certain evaluations may take longer due to needed negotiations or fitting assessments into other departments' schedules, it is important to begin them early.

1. Selectors should ask for a copy of a generic license. Review the license promptly, and identify possible areas of negotiation. Begin discussions on these areas in a timely fashion and involve the AUL for Collections (Ann Okerson) as acquisition of the resource becomes more assured. Note: even if a product does not have a license to sign, there may still be standard use restrictions that are implied by purchase, and these need review as well.
2. Selectors should identify non-standard technical needs. These are referred to the Head, Electronic Collections (Kimberly Parker), and as appropriate to the Systems Office for an assessment of the time or costs involved in accommodating these needs.

Requesting a trial:
      Trial(s) should be requested if the vendor provides this opportunity, and should run through the evaluation period if possible. A trial serves several purposes. Besides allowing close examination of the content and presentation of the product for staff and/or patrons, it can also serve to interest or notify other selectors about the evaluation process and may bring in other partners for the resource. The trial(s) may be public (if the vendor allows the option) or restricted to staff.

1. Trial information should be recorded in DBOW for public trials or information should be sent to the Head, Electronic Collections (Kimberly Parker) for staff-only trials. The trial will then be advertised on the Databases page of the library website or on the password protected trials page as appropriate.
2. Selectors should announce the trial(s) to YULIB-L (for public trials) or SELECT-L (for staff-only trials) with an explanation of the product, any specific information associated with the trial, and a contact address for comments. It is recommended but not required that an assessment form be provided for comments.

Resource evaluation:
      While some evaluation has been occurring throughout the process so far, this is the stage where evaluations are completed and a preliminary decision is made. The Electronic Resource Evaluation Checklists can be consulted to ensure that no area has been neglected during the evaluation process.

Seeking funding:
      If selectors evaluating a resource feel able to fund it themselves, this task is non-existent. Many times, however, selectors cannot fund a product solely out of their own funds or do not feel it appropriate to do so for a product that would benefit several areas. In those cases, it is appropriate to seek funds from other library units. In general, this process is begun by a message to SELECT-L, but will probably need to be completed in individual conversations. If a resource will be funded in an ongoing manner by two or more disciplinary divisions or interest groups (CoDGeR divisions) the selectors involved can submit a proposal to CoDGeR for the resource to be considered for Central Funding in following years.

Notifying acquisitions and cataloging:
      As soon as it becomes probable that a resource will be acquired, selectors should notify the acquisitions and cataloging departments. Acquisition records will need to be readied in Orbis for payment of invoices. There may also be a need for negotiations with a vendor to provide MARC analytic records for a group of resources, and discussion with the Cataloger for Networked Information (Matthew Beacom) and Database Administration can ensure that questions of quality and ease of loading such records are addressed before money or time is needlessly expended. The cataloging department has an online form to facilitate requests for cataloging networked materials.

Signed license exchange:
      By this point, any needed changes to a product's license should have been negotiated, and the review and signature of the AUL for Collections (Ann Okerson) secured. The Electronic Collections department needs to send the signed license to the vendor and a countersigned copy received before the transaction is complete.

© 2008 Yale University Library Electronic Collections Department Last modified: 07/14/03

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