Frequently Asked Questions (FAQ)
We hope the following questions/answers will help you understand the AIRS database program for the coming year. Questions not addressed in this document may be directed to Jim Duncan, Colorado State Library, jduncan@coloradovirtuallibrary.org and/or Lisa Priebe, CLiC, lpriebe@clicweb.org.
This is a lengthy document. Bookmarks to the following sections are made available to help you zero in on your specific question(s).
General questions
1. What is AIRS? (What does it stand for, why do we have this committee, who is on the committee).
The AIRS (Acquisition of Information Resources Statewide) Statewide Database Program, is supported by CLiC, the Colorado State Library, the Alliance, and Amigos Library Services. This program makes content-rich databases accessible and affordable for libraries across the state. The AIRS Committee is responsible for advising on selection, negotiation, and administration of the package.
2. My library currently subscribes to AIRS, what do I need to do to subscribe this year?
ALL interested libraries must submit an order form. As part of the ordering process you’ll have an opportunity to select which databases will appear on your site.
3. My library is not a current AIRS subscriber, how do I join?
All interested libraries must submit an order form. As part of the ordering process you’ll have an opportunity to select which databases will appear on your site. We will contact you with your price once we’ve determined where your library fits within the tiered pricing structure. See questions concerning how your Library Size is determined below.
4. Why can’t AIRS offer a cafeteria plan where each library can select only the databases they want from all kinds of vendors?
Ala-carte packages of this nature are too costly to negotiate with multiple vendors and to administer. The current purchasing structure is the most affordable and provides the best content for all libraries.
5. Why can’t AIRS offer specific databases to individual libraries?
Some vendors may already serve a large number of existing subscribers in the state (for one or more databases). In this case, many vendors will only offer a group discount for NEW libraries, not those that currently subscribe on their own.
6. Can special libraries participate in AIRS?
Unfortunately, special libraries may not participate in the EBSCO package due to restrictions imposed by the vendor. However, special libraries may sign up separately to receive a quote to license an OCLC WorldCat/FirstSearch subscription.
7. Why doesn’t the package include databases from other vendors that were part of the open trials in January & February (GALE, ProQuest, Britannica, Scholastic)?
The Committee did evaluate all manner of vendor products, held open trials, conducted surveys and focus groups. AIRS did negotiate with vendors other than EBSCO, but unfortunately could not arrive at any other agreements that would be affordable for our state. However, CLiC and the State Library are evaluating ways to work with vendors on other database cooperative purchases in the future.
8. Who/what is Amigos and why do I pay my bill to them?
Amigos Libraries Services is the current fiscal agent for AIRS. This organization issues invoices, accepts payments, resolves billing issues, and pays vendors on behalf of AIRS.
9. Why can’t the State Library and/or CLiC manage the package?
The AIRS Committee, State Library, and CLiC are considering options for future management of the statewide package. Stay tuned for further developments.
10. From a special library: can you confirm that even though we have participated in the AIRS EBSCO purchase in the past, that we will not be able to do so for the next 5 years under the new contract?!
Previously, the package has been represented as a bundle of EBSCO and OCLC/FirstSearch products. However, a majority of special libraries haven’t been able to participate in the EBSCO side of the program for several years–the vendor would not allow it. Many special libraries have participated in AIRS and received access to OCLC FirstSearch at costs below what they would have paid individually. This year, we’ve disentangled these two vendor products–a clear request we heard from many libraries. Unfortunately we were unable to negotiate with EBSCO for access to the database package for special libraries. Special libraries that wish to license a database from EBSCO will need to contact a rep directly. [Contact page] We’re continuing to negotiate with OCLC. Please see the OCLC section of this FAQ for more detail.
11. Is there a rolling deadline for sign-up, or must all libraries that are interested be signed up by a certain date?
Yes and no! Sign up for the EBSCO package anytime between now and June 15 to be assured your library’s access is turned on (July 1) to the new EBSCO databases you’ve selected (in the online order form). Libraries can sign up after June 15 (this is when the “rolling deadline” kicks in), but there are no assurances of your library’s access being turned on by July 1. Beyond July 1, we will have a better sense of turnaround time between ordering and access turn on.
12. I’m not ready to fill out the form signing up for the EBSCO package. Can I see what’s on the form before I actually get in there to fill it out for my library?
Absolutely. We’ve had this request from several people, so we’ve created an EBSCO “order form in pictures” file to show you all of the things asked in that form. Click here to see that “advance view” of the form.
EBSCO questions
1. How long is the EBSCO contract?
The AIRS Committee negotiated a 5-year contract with EBSCO. CLiC is the registered agent for the contract.
2. What databases are included in the EBSCO Package?
The AIRS Committee is pleased with the new expanded package. The list of databases is found by clicking here to see the list of databases.
3. My patrons aren’t interested in some of these databases. Can I choose which databases will display for my library?
Libraries may choose any or all of the databases listed. [Click here to see the list of databases]. Simply indicate on your order form which databases you’d like turned on for your library. Note, that you may modify your selection at any time either by updating the list in the Administration module of your EBSCO account or by contacting your EBSCO representative [Click here to open Contact page in separate window]. Full database descriptions are also available on this AIRS website.
4. What if my institution already subscribes individually to some of the EBSCO databases now offered in the AIRS package?
When a library subscribes to AIRS, EBSCO has agreed to issue a company credit for each database that is currently subscribed to separately. This mean your library can choose even more content from EBSCO. Discuss this directly with your EBSCO representative.
5. What if I want to license an additional database from EBSCO or upgrade a database?
Because of the contract negotiated with EBSCO, libraries that wish to license additional products or upgrade specific databases can do so at a discounted rate–but this is arrangement directly between your library and EBSCO. Discuss this directly with your EBSCO representative.
OCLC Questions
We are now maintaining frequently asked questions within the AIRS/OCLC Fact Sheet document. Please [Click here] to access that document, which contains answers to questions like:
1. Is OCLC/FirstSearch access part of the package?
2. What is OCLC/FirstSearch?
3. Are there any estimates of what the OCLC FirstSearch subscription might cost individual libraries?
and many more!
Pricing Questions
1. Why are you publishing each library’s price on the website?
With feedback from the Colorado library community, the AIRS committee has committed to improved transparency and openness about all pricing and wants you to see what each library is paying. If your library is new to AIRS, we will contact you with your price once we’ve determined which tier you are in. See questions concerning how your library size was determined, below.
2. How is pricing for AIRS established?
Much thought goes into how pricing is set by library type and size. When we negotiate with a vendor for a statewide deal, it is at a specific dollar amount for all libraries, not individual prices for a library of a certain type or size. We set pricing that reflects savings for all library types and sizes, and uses publicly-available demographic information, and is fair and equitable to all.
3. How much money is my library saving by participating in AIRS?
Your library’s savings are significant. If you were to negotiate directly with EBSCO yourself, your library could expect to pay anywhere from 50% to 90% more. The power of cooperative purchasing becomes evident very quickly.
4. Will the subscription be a license/contract, or just an invoice?
Libraries will be invoiced by Amigos (our fiscal agent for this year). CLiC will sign the contract and product order form with the vendor(s) and keep copies on file. Copies are available upon request.
5. When will licenses/invoices be sent out?
Invoices will be sent out within two weeks of your order form being submitted, terms net 60.
6. I want to purchase the package for my entire school district; can I get a district discount?
Unfortunately, our pricing model cannot accommodate such discounts. The only time this is allowed is if there is a single library for K-12. There is also special pricing for the smallest school districts (under 100 total enrollment, K-12).
7. My library doesn’t wish to subscribe to all the databases offered in the AIRS package. Can I get just a few of the databases and pay a lower fee?
The best discounts for databases are available when one vendor is selected to provide all of the content and allows access to all libraries that purchase the content. However, this doesn’t mean that a library must give access to all the databases available. You have choice! For a library subscribing to next year’s package, it selects its databases during the online order process. Think of this like a salad bar. You pay one low price, and you get to select as many items from the salad bar as you like. If you only want lettuce and dressing you still pay the same price as the person who selects lettuce, tomatoes, cheese, carrots, tuna, and so on.
8. Can I change which databases my library subscribes to?
You bet. Maybe you’re worried about selecting the “right ones?” at the outset when you’re placing your order. You can always add or remove databases later, even mid year! Choice and control remain in the hands of the library. Through EBSCO’s administrative module, at any time during the subscription period, a library can select which databases to display.
9. How do those pricing tiers work? What are those codes?
We have adopted a standard convention for describing tiers within each type of library chart. Here is what those codes mean. [Click here to see the Pricing Tiers]
Academic Institutions:
NA1 through NA9 – “New Academic Tier 1-9″
New in this instance means this is a new tier. Since all tiers are new, all of them are preceded by the letter N.
Community Colleges:
NC1 through NC7 – “New Community Tier 1-7″
New in this instance means this is a new tier. Since all tiers are new, all of them are preceded by the letter N.
Public Libraries:
NP1 through NP9 – “New Public Tier 1-9″
New in this instance means this is a new tier. Since all tiers are new, all of them are preceded by the letter N.
School Libraries:
NS1 – “New School Tier 1″
NES2 – “New Elementary School Tier 2″
NMS1 – “New Middle School Tier 1″
NMS2 – “New Middle School Tier 2″
NHS1 – “New High School Tier 1″
NHS2 – “New High School Tier 2″
NHS3 – “New High School Tier 3″
New in all of these instances means a new tier. Since all tiers are new, all of them are preceded by the letter N.
Library Size Questions
In the past, libraries would self-report their library population whether it is local service area, FTE, headcount, or student population. In some cases, libraries were reporting incorrectly, not understanding which of several statistics they should report. In order to normalize the data and make sure that each library was treated the same, the committee has identified sources for demographic data representing each library type. These sources are detailed below, by type of institution. Within these data sources, we make every effort to use the latest year data reported by these publicly-accessible sites. For the 2012 – 2013 AIRS year, we are using 2010 data.
1. School Libraries
School student population data is retrieved for the latest year published in the Colorado Department of Education – SchoolView Data Center. Click on “SchoolView Data Center” -> select your school district -> select your building -> select the “Students” tab. Some schools are either not listed (private) or could not be retrieved using this source. In this case, other public documents available through CDE were utilized to look up the information [For CDE link, Click here for Education Statistics page, Pupil Membership].
2. Public Libraries
Public libraries annually report their Library Service Area (LSA) data to Library Research Service (LRS). In order to be fair, the same year is used for public library data as for schools and academic libraries. Reference: http://www.lrs.org/pub_stats.php
3. 2-year Academic (Community College) Libraries
2-year academic data is derived from the most recent data available on IPEDS (Integrated Postsecondary Education Data System) – Data Center. An exception is the campuses of Front Range Community College, which report to IPEDS in aggregate, but subscribes to databases by individual campus/library. The same data year is used when pulling all figures.
4. 4-year Academic Libraries
4-year academic data is derived from the most recent data available on IPEDS (Integrated Postsecondary Education Data System) – Data Center. In the rare case that a private institution does not report to IPEDS, the institution is contacted directly and asked for the specific data.
Training Questions
1. With all the new EBSCO products, will training be offered?
Yes, AIRS has been assigned an EBSCO trainer. If your library staff has specific training needs, contact Lisa Priebe, lpriebe@clicweb.org.
2. What types of training?
We hope to offer both in-person and web-based training. We will also make sure that we provide information about other training that EBSCO offers on a regular basis.
3. Is there a cost for training?
Training is FREE, as part of your subscription to AIRS.
4. When will training be available?
Training will be offered beginning in summer of 2012. Watch for announcements on various listservs such as, Libnet and CLiC-L, the AIRS website, and CLiC’s Facebook page.
5. Who can attend training?
Training will be for any library staff member or volunteer who teaches patrons how to use databases. This training is not recommended for the average patron.
Marketing Questions
1. Will marketing materials be available?
A selection of free marketing tools and resources for libraries to use including, “success stories” is available from the EBSCO Customer Success Center. The AIRS Committee will be working with EBSCO throughout the year to develop a marketing campaign.