Inside CDL: Frequently Asked Questions about Licensing Electronic Resources

CDL Licenses

1. What is the licensing process for the CDL?

The process begins with UC campus bibliographers who report their priorities across all formats annually to the systemwide Joint Steering Committee on Shared Collections. The JSC examines the survey responses in light of the CDL collection development framework, CDC consultation and JSC criteria for priority selection to identify the products to recommend for systemwide acquisition by the CDL.

The JSC's recommendations are incorporated into the CDL Licensing Priorities (password protected) for each fiscal year. Campus Acquisitions Contacts on each campus report current campus expenditures on the product in all formats. The CDL negotiates with information providers, and when it reaches a sustainable business model, it seeks final recommendation from the JSC and the agreement of UC Collection Development Officers (CDO) when campuses will fund ongoing access.

2. What are the CDL selection policies?

As a "co-library" of the University of California, the CDL acquisitions are based on the collection development framework established when the CDL was created.

3. Where can I find information on CDL acquisitions already in process?

The CDL Negotiations in Progress (password protected) provides information, updated on a weekly basis, on the progress of negotiations.

4. Are there problems licensing electronic journals and other content from some Publishers?

Yes. Some publisher business models are not sustainable by UC libraries, creating an impasse. See the current licensing barriers.

Campus-negotiated licenses

5. What about resources that are not recommended for licensing by the CDL?

For resources that are not recommended for CDL licensing, campus subject selectors may negotiate a multi-campus license. With CDO approval, the lead campus negotiates the terms and signs the license on behalf of participating campuses. Campus-negotiated and funded licenses are called "Tier 2" licenses. When properly documented, the CDL will handle future renewals. See the CDL Toolkit described below.

6. Are there resources available to help me negotiate a multi-campus license (Tier 2) when it is not on the CDL work plan?

The CDL Model License embodies all the preferred license terms to which UC libraries agree. The CDL Toolkit web page offers many useful resources helpful to subject selectors in negotiating licenses for electronic resources.

7. Are there guidelines or procedures for Tier 2 negotiations and licenses?

Yes, there are specific terms discussed in the Checklist of Points to be Addressed in a CDL License Agreement and the CDL Model License. Click here for Tier 2 procedures for transitioning a Tier 2 license to the CDL for renewals and contract maintenance.

8. Where can I find the information that vendors need? (e.g., publicly available FTE counts, technical specifications, preferred license terms, etc.)

The CDL has a web page Especially for Vendors and Content Providers. It contains all the information that information providers need to provide a quote, negotiate license terms, and determine technical compliance. Please refer vendors directly to this page.

Technical Requirements

9. Should I inform vendors about CDL technical requirements?

By all means. Refer the vendor to the CDL web page Especially for Vendors and Content Providers.

Breach of License

10. What happens when a breach of license occurs?

A breach of license occurs when a person, whether knowingly or not, uses a resource in a way that does not comply with the terms set out in CDL contracts. For example, a user may not realize that it is illegal to download a large number of bibliographic records or ejournal articles from a licensed product (licenses state a "reasonable number" may be downloaded). Resource providers monitor their systems to spot inappropriate activity. The vendor asks the CDL to ensure that the activity ceases immediately.

The CDL Director for Business Development contacts the local library (determined by IP address), which identifies and investigates the breach. An important part of this effort is educating the user.

11. How do I know what the CDL licenses' terms and conditions are?

You may examine contract terms and conditions for CDL licenses in the redacted versions of the licenses. The CDL Collections web page also provides (password-protected) information on cancellations, business models for current subscriptions, and renewals.

12. To whom do I report a suspected breach of license?

Please report a Breach of License to curtis.lavery@ucop.edu.

CDL Licensing Contacts

CDL collection development and licensing staff are available to answer questions, strategize, and explain terms, and help you educate users to prevent contract breaches. Please contact them with your questions!