Library:EResources&Access Documentation Trial Phase

In general, Trials are only requested for resources that we a) are sincere about considering a purchase, b) have the ability to fund and c) can support from a technical standpoint (ie doesn't require 3^rd party software we don't have and can't get).

There are two types of trials: Public Trials (open to all patrons) and Private Trials (open to only invited participants)

Trial Request

1. a Selector notifies the Licensing Specialist that he/she wishes to conduct an e-resource trial via the Trial Request Form and follow-up email if necessary
2. the Selector is generally then designated the Trial Coordinator.
3. the request is reviewed by the Licensing Specialist to see if it meets the criteria for a trial (especially if it's a Public Trial)
4. information on past activity related to the request (including related past trials, cancellations, currently subscribed resources, etc) will be sent to the Trial Coordinator.
5. if it is decided not to proceed with the trial, the info is filed with the Licensing Specialist in Technical Services.

Vendor Contacted

1. the Licensing Specialist contacts the Vendor/Provider to request a trial and negotiate any cost, licensing or other terms that might be associated with the trial
2. a series of questions is also put to the Provider about the product => list to be added
3. the standard IP / Contact document (contains IPs, our Citation Linker BaseURL, contacts, etc.) is sent to the Provider
4. the Vendor / Provider supplies access information (URLs, Log-ins or whatever)
5. the Licensing Specialist passes this info on to ER&A (Access) team with a request to set up the trial

Trial Setup & Launch

If a Database or Title does not exist in Knowledgeworks, ask Serials Solutions to add.

Public Trials

1. set Database or Title Holding to status "Trial" in Knowledgeworks completing the pieces in Statuses in Knowledgeworks documentation
2. set up EZproxy if necessary
3. start a Resource page (the Selector can expand the Description later) but do not publish until trial start date

Private Trial

1. set Database or Title Holding to status "Trial" in Knowledgeworks completing the pieces in Statuses in Knowledgeworks documentation
2. set up EZproxy if necessary
3. remember to include who is participating (a specific Faculty? group?) in the Long Database Description field

In both cases, set up a reminder to take down trial at end date. Licensing Specialist will advise Library Communications as resource should be promoted in the Weekly Update. Add a Blog posting / Twitter tweet for Public Trials.

ER&A will troubleshoot any access issues as usual. Forward any questions/comments about content to Licensing Specialist or the Selector.

Trial End

1. set status in Knowledgeworks to "Trial [Archived](c)" completing the pieces in Statuses in Knowledgeworks documentation
2. un-publish the Resource page (Public Trials)
3. Selector consults with appropriate parties on decision to move forward with a purchase or not. Licensing Specialist will request License documentation to review if necessary.
4. if no purchase, add reasoning to [Trial Evaluation Form?]

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