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Database Renewals - Timeline and Commitment

July 1: By this date, all libraries will receive information from WiLS about databases that they currently subscribe to via an email with a list that includes:

  • Which databases (if any) the library subscribes to
  • An estimate of what it will cost the library to renew those same databases if all subscribing libraries continue to subscribe (approximately 5%)
  • The opportunity to add database(s) that other SCLS libraries subscribe to
  • Trials for new databases are available upon request (contact WiLS for more information)

July - October

  • Verify that your library received your renewal list
  • Contact WiLS with any questions
  • Conduct trials for new databases
  • Review statistics for the previous year
  • Libraries will receive a reminder email from WiLS with upcoming deadlines
  • NOTE: Resources requiring SIP authentication require a longer set up time. Please notify SCLS no later than September 1 to ensure that authentication is ready by the typical January 1 subscription start date.

October 1: DEADLINE in order for WiLS to calculate final pricing

  • All libraries must let WiLS know which databases they intend to renew for the following year
  • Libraries must let WiLS know any new databases they will be adding for the next calendar year
  • These decisions are considered final
  • WiLS will work with vendors and libraries to negotiate pricing and calculate the final amount due from each library

November 1

  • Libraries will have final pricing in MyWiLS for the following year

November 15: DEADLINE

  • Libraries need to login to MyWiLS to:
    • Acknowledge their subscription(s)
    • Choose their invoicing preference
      • Invoice now means the library will receive an invoice within two weeks
      • Invoice later means the library must choose a date to be invoiced (i.e. January 1)

January: Libraries may receive invoices from WiLS for databases for the current year

For more information, contact: