Handling Access Fees for E-Resources

Access fees can be associated with single e-resources, or multiple e-resources.

Single e-resource example: Annual access fee to JSTOR Arts & Sciences IX Archive Collection

Multiple e-resource example: Gale Hosting Fee for GVRL and GDL titles

These are handled differently.

Access fee for single e-resource

Do a repository search for the e-resource at the portfolio or collection level, then click on "Additional order."

Create an additional order of the purchase type "Access Service - Subscription."

Populate the POL as per normal procedures. Use 1st reporting code: Access Fee.

Access fee for multiple e-resources

(Create a PO Line for the resource being acquired using the appropriate purchase type, typically One Time. This is used to track the purchase price of the e-resource.)

Create a PO Line for the access fee using the Order Without Inventory functionality. This allows you to create an order without having to associate it with a MARC record or with inventory.

Acquisitions => Purchase Order Lines => Order Without Inventory

Note: Any POL with the Purchase Type "Other Service - Subscription" by definition cannot be attached directly to a collection, database, or portfolio. It has to be a free-floating POL.

Order Heading: [example: GVRL Hosting Fee]

Alternative Heading: [example: GVRL and GDL hosting fee]

Description:

Purchase Type: Other Service - Subscription

PO Line Owner: Carothers Library

Create PO line

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Fill in the fields in the PO Line as appropriate, including:

Fund: P- ___ [no need to use "fee" fund code because "purchase type" will capture this data]

Acquisition method: Purchase at Vendor System

1st reporting code: Access Fee

Manual renewal: uncheck

Order Now

Make a note of the PO Line number

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Return to each PO Line for the one-time e-resource which the access fee will cover.

Open the Additional section at the bottom of the PO Line.

Associated PO Lines: [select the PO Line for the access fee]

Save

Note: When you bring up the POL for the access fee and click on the "Associated PO Lines" tab, you will see all the individual POLs you have connected to this fee.

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Example

If a number of individual e-books are ordered from Gale, but there is a hosting fee that covers more than one portfolio/collection, then put the one-time POL on the title and make the access fee have no inventory.

Example: Worldmark Global Business and Economy Issues on POL-2615 is an [electronic book - one time] which links to the GVRL Hosting Fee POL-280 [other service - subscription].

The key concept here is:

From within the POL with inventory, link to the POL without inventory under "Additional"

With inventory POL => link to => Without inventory POL