Databases, platforms, newsletters, and other electronic resources not otherwise specified that require subscriptions will be forwarded to the Collections Working Group for review. Purchase of these resources may require conducting a trial depending on the cost of the resource, and familiarity with the information provided and platform.
Database Trial Policy
This policy was created to support transparency regarding University Library’s process for our stakeholders (patrons and vendors). It is University Library’s goal to run trials in an ethical and responsible manner to ensure that sound collection decisions are made that are fiscally responsible that optimize meeting our users’ needs. University library will NOT conduct a trial to download a dataset or for one-time use by a patron.
Before the Trial
University Library will request a conference call with the vendor to discuss the content of the database. If the platform or interface is unfamiliar, this call should include a demonstration.
The Library requires an initial price quote prior to deciding the trial. Please note that running the trial is not agreement to this initial price quote, which will be negotiated if the Library decides to purchase a subscription. This initial price quote is important for the Library, so we do not run trials for products that are well beyond what our budget can currently sustain.
When conducting trials, the Library classifies trials as either a full trial or minor trial.
Determining if Full or Minor Trial
The Director of Content Services, in consultation with the Collection Working Group, will determine if a full or minor trial is needed.
Full Trials
The library will conduct a FULL TRIAL if it meets any of the following criteria:
- The content offered is unfamiliar or complex,
- The platform or interface is unfamiliar,
- We are uncertain about potential use, particularly if price is high and use is uncertain without user feedback.
During a full trial, we gather assessment from our operations team, UX Librarian, subject librarians, faculty, and students evaluating:
- Technical issues
- Accessibility
- Use in Teaching
- Use in Research
We conduct FULL TRIALS twice a year, typically in October/November and February/March/April. During each trial period, we run a maximum of 4 trials, for a total of 8 trials per year. For full trials, University Library prefers at least 30 days of access to promote the database and gather information to evaluate the fit of the resource into the collection.
Minor Trials
A minor trial occurs when a full trial is determined to not be needed and involves the vendors providing access to subject librarian(s) who want to evaluate the fit into their collections, based on their expertise. The subject librarian(s) will evaluate and provide a recommendation.