Access to Collections: an Essential Part of Research Collaborations

Many ‘research intensive universities’ have witnessed an expansion of research and teaching collaborations internationally. There are many models, many names and many scales involved in collaborative activities and the challenge for many libraries is remaining up to date and understanding what is required to support these activities, and what has been agreed between the parties.

With the opening of our Dubai campus in September 2018, a root and branch review of all library licensed e-resource agreements was instigated to ensure they remain fit for a 21st century, global, research intensive University. The aim was to ensure all University of Birmingham staff, researchers, and students were entitled to access resources licensed to the university in full compliance with the licence terms. Over 380 different publishers, aggregators and suppliers were contacted as we extended access across 1,000 agreements.

The outcome was a 95% success rate within a 12 month period. No supplier refused access and over 70% agreed to our access at no additional cost. We planned for a 20% uplift in our costs; our suppliers quoted an 11% increase; we agreed a less the 5% increase in costs.

Three key lessons emerged from the licence review project:

1- Reviewing- research collaborations requiring library access need to be communicated so that the Library understands what the institution is doing, where, and with whom. Review the licences to understand the rights and responsibilities are for all parties involved.

2- Resourcing- where collaborations require support ensure that sufficient staff resource is available. For a licence review many teams, colleagues and senior management were all crucial to successfully completing such a project.

3- Robustness- if licences need extending negotiation with suppliers requires buy-in from senior University figures to be successful. Discussion with suppliers, academics and senior management can be detailed, complex and lengthy as the policies around collaborations are variable- having a robust approach with full disclosure is key to successfully completing any negotiation and ensuring value for money.

When new research focused collaborations are agreed libraries need to be informed, especially if those collaborative activities require access to University systems including Library acquired e-resources. The library is key assessing the impact enabling access by additional researchers may have on the licences held, to determine if access is permitted, on what terms, and whether the increase in numbers impacts on budgets.

We know that research activity will take place wherever staff and students are, indeed several research bids have already been accepted from Dubai based staff. We know that researchers will research and libraries need to ensure our licensing arrangements remain fit for purpose.