1. Licenses & Prevailing Terms Updated: 18-Jun-2006

2. Licenses & Prevailing Terms 2 License Records License records store information that describes the legal agreement between the library and the vendor Licenses can exist on any level of the e-product hierarchy There are 3 license types: Regular Supplemental Trail.

3. Licenses & Prevailing Terms 3 Prevailing Terms Whenever two or more licenses apply to an e-product, a prevailing terms record should be created to reconcile the multiple license terms.

4. Licenses & Prevailing Terms 4 Inheritance Licenses and prevailing terms have special inheritance rules.

5. Licenses & Prevailing Terms 5 Inheritance (2) The child will always inherit the parent’s licenses and prevailing terms, unless it has a license of its own. License 1 License 2 Prevailing terms

6. Licenses & Prevailing Terms 6 Inheritance (3) Prevailing Terms will not be inherited if the resource has a license of its own. License 1 License 2 Prevailing terms License

7. Licenses & Prevailing Terms 7 Prevailing terms Inheritance (4) The child will need to create a prevailing terms record to reconcile the 3 licenses (the explicit and inherited). License 1 License 2 Prevailing terms License Next: The License Record Structure

8. Licenses & Prevailing Terms 8 License Description The description contains general information. For example: Status Dates Licensor and licensee Renewal type, etc…

9. Licenses & Prevailing Terms 9 License Record Status License records are considered active when they have a status of Approved.

10. Licenses & Prevailing Terms 10 License Terms Under the License Terms, detailed information about the license is maintained. For example: Perpetual rights ILL terms Copying terms Licensor and termination obligations

11. Licenses & Prevailing Terms 11 License Use Notes License Notes store license use notes for a given license or prevailing terms. Two types of notes: Public and Internal. Public notes will be made available to external systems via SOAP services. The Add use note function is available from the notes tab of the license.

12. Licenses & Prevailing Terms 12 License Reviews License review records store notes added by license reviewers.

13. Licenses & Prevailing Terms 13 Allowed Locations Under the Locations tab you can see the locations that are licensed to use the e-product and add notes to them The list is parallel to the list under the e-product libraries tab.

14. Licenses & Prevailing Terms 14 Allowed Users Under the Users tab you can set the user groups that share the license (the user groups are maintained in the code table section of the Admin module). Next: Handling the License

15. Licenses & Prevailing Terms 15 Default Values Default values can be set for license details and terms (more details in System Settings lesson). For example, all the fields marked in red will appear in a new license record.

16. Licenses & Prevailing Terms 16 Link License Press the Link License button to link the e-product to another license record View the list of linked e-products under the Related tab.

17. Licenses & Prevailing Terms 17 Copy and Paste a License Record Copy a license record using the Copy button: Paste a license record to another e-product using the Paste button: Make sure all copied details are relevant.

18. Licenses & Prevailing Terms 18 View Clipboard If you forgot what you have copied, press the View Clipboard button:

19. Licenses & Prevailing Terms 19 Attach License File You can attach the license file to the license record. The file can be of.doc /.pdf /.xls formats.

20. Licenses & Prevailing Terms 20 Adding a New License To create a new license record use the new license function in the license list. To link an e-product to an existing license, use the link license function from the license list. Once an e-product has been linked to an existing license, the license will display and be editable from the license list of the e-product.

21. Licenses & Prevailing Terms 21 Edit a License Licenses that are of status Approved or Retired cannot be edited. To override this, change the status from approved, submit the change and then edit the license. Then return the license to original status and submit. All licenses and prevailing terms records can be duplicated. All the fields are copied, except license start and end date and license status.

22. Licenses & Prevailing Terms 22 Deleting a License A license can not be deleted if it has status Approved or Retired. Inherited licenses cannot be delete. Licenses can only be deleted on the highest level record.

23. Licenses & Prevailing Terms 23 Prevailing Terms Prevailing Terms records store the terms that govern an e-product that is subject to more than one active license Prevailing terms records are created manually using the Add Prevailing Terms button that displays only when needed Prevailing terms have the same fields as license, but have only two statuses, Active and Inactive.

24. Licenses & Prevailing Terms 24 Printing and Emailing When a license is printed, the print out includes all fields that contain data In addition, the license terms, license notes, license reviews and the titles of all e-products that are licensed by this license, will all be included in the print out The email will include all fields that contain data.

25. Licenses & Prevailing Terms 25 Ask Verde Pressing the link will open an info window, which will display general information & license details from Verde. For example: Hardware & software requirements Authorized user definition. Digital and print copy terms… Active targets / portfolios, with getFullText services, will have a link to Verde Next: Reports/Tasks/Loaders

26. Licenses & Prevailing Terms 26 Reports The Verde General Report of e-Products can be used to create a report of licenses with a particular status. In addition, license status is searchable online e-Products Without Licenses report.

27. Licenses & Prevailing Terms 27 License Renewal Task The license renewal type controls the manner in which licenses are renewed: Licenses flagged as Perpetual do not need to be renewed Licenses flagged Automatic are extended automatically when the acquisition record for the e- product is renewed, and Licenses flagged as Explicit must be renewed using the Renew function, which will display above the license details when a license is renewable.

28. Licenses & Prevailing Terms 28 License Renewal Task (2) The Verde task License Renewal will renew licenses that are about to expire. It will also create a report of licenses that have to be renewed explicitly and are up for renewal. The license renewal process uses the Vendor Advance Notice field in the license, to determine when licenses should be reported on.

29. Licenses & Prevailing Terms 29 License Data Loader A generic acquisition loader can be found under the KB Tools module The loader will take an input file (.xls or.csv) and load it into Verde.

30. Licenses & Prevailing Terms 30 Further reading… See chapter 2.9 - License - in the staff user’s guide. For more information regarding tasks, reports and loaders see session 14 - KnowledgeBase Tools.