Electronic Resources Evaluation Policy
Purpose
The purpose of this policy is to maintain a transparent, consistent, and data-informed process for evaluating electronic resource subscriptions for user-responsive collection management and budget constraints. This policy provides a structured framework for identifying electronic resources that may be reduced, renegotiated, or canceled, while ensuring alignment with the Library's mission, academic priorities, and institutional responsibilities.
This policy is designed to:
- Support equitable and mission-driven decisions regarding collection practices
- Promote consistency across various subject areas and resource types
- Ensure accountability and proper documentation in the context of resource cancellation
- Facilitate effective communication with faculty, administration, and other stakeholders
- Balance fiscal responsibility with the instructional and research needs of the organization
Scope
This policy applies to all subscribed electronic resources, including but not limited to:
- Databases
- Journal packages
- Streaming media services
- E-book and e-reference platforms
- Data and analytics products
- Aggregated content packages
- Specialized digital collections
This policy does not apply to one-time purchases unless they involve ongoing maintenance or platform fees.
Guiding Principles
Decisions regarding the cancellation of electronic resources will be guided by the following principles:
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Data-Informed Decision Making
Decisions should be grounded in both quantitative and qualitative evidence, including usage statistics, cost analysis, and the overall impact on the institution.
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Equity and Consistency
Resources will be assessed using standardized criteria to ensure fair and consistent evaluations across different disciplines and user groups.
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Academic and Institutional Alignment
Resources that effectively support academic curriculum, program accreditation, research priorities, student success, and institutional strategic goals will be given substantial consideration.
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Transparency and Accountability
The review process and the rationale for decisions will be documented and retained to ensure institutional accountability and enable future assessment.
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Stewardship of Financial Resources
The Library will prioritize sustainable collection development practices and the careful use of financial resources.
Roles and Responsibilities
Electronic Resources Committee
The Electronic Resources Committee oversees and evaluates electronic resources, ensuring their effective management through various critical activities. Specifically, the committee is responsible for:
- Coordinating the review process to ensure efficiency and alignment with timelines and goals
- Utilizing standardized criteria for cancellations to maintain fairness in decision-making
- Examining relevant data and documentation to support informed contract status decisions
- Evaluating findings to recommend appropriate actions—whether reducing, renewing, or canceling agreements—based on performance and compliance analysis
- Recording the reasoning behind each recommendation to ensure transparency and accountability for future reference
E-Resources and Serials and Fiscal Services Personnel
Personnel in E-Resources and Serials and Fiscal Services play a crucial role in supporting the collection review process. Their contributions include several key activities:
- Providing detailed usage statistics and financial reports on electronic resources to assess user engagement and resource effectiveness over time
- Calculating cost-per-use metrics to aid in understanding the return on investment for each resource
- Reviewing licensing, continuity of access, and perpetual ownership to ensure compliance with legal requirements and to protect the Library's interests
- Identifying contractual obligations or vendor restrictions, including assessing any limitations on access, usage rights, or terms that may affect the Library's ability to provide these resources to patrons
- Preparing review materials for the committee, summarizing key findings from usage data, financial analysis, and licensing reviews
Public Services Personnel and Stakeholders
Personnel in Public Services and relevant stakeholders play a vital role in providing essential contextual information that underscores the significance of library services within the academic environment. Their contributions may include:
- Detailing how library resources and services align with and enhance the curriculum, ensuring that both faculty and students have access to the materials necessary for successful learning outcomes
- Assessing the extent to which faculty and students rely on library resources for their academic work by examining usage patterns and identifying trends in research and learning support
- Communicating how library services contribute to meeting accreditation standards. This includes highlighting the library's role in supporting academic programs and providing necessary resources that demonstrate institutional effectiveness
- Articulating the significance of library services in enhancing research efforts across disciplines, showcasing how access to comprehensive databases, interlibrary loans, and expert guidance can enhance the quality and impact of academic research
- Discuss initiatives aimed at promoting equitable access to information and resources. Address potential barriers faced by underrepresented groups to ensure that all students and faculty receive the support they need to thrive in their academic pursuits
Reviewer Preparation Requirements
Before participating in cancellation review discussions, reviewers are required to complete one evaluation worksheet for each assigned resource. They should:
- Review usage data from the most recent two to three years
- Calculate and analyze the cost per use
- Examine license terms and provisions for archival access
- Identify known impacts related to the curriculum, accreditation, or institutional mission
- Consider overlaps with other resources or alternative access methods
Scores should reflect the overall value and performance of the resource, rather than individual title preferences or anecdotal usage. Reviewers must provide concise written notes to support their scores and facilitate committee discussion.
Evaluation Criteria
Electronic resources will be assessed using a weighted rubric that may include the following categories:
- Usage and demand
- Cost effectiveness and cost per use
- Curriculum and research support
- Accreditation or compliance significance
- Uniqueness of content
- Availability of alternative access
- Accessibility and usability of interface design
- License terms and perpetual access rights
- Vendor reliability and service quality
- Equity and institutional mission impact
Each criterion shall be scored according to the established rubric scale and weighting methodology approved by the Electronic Resources Committee.
Scoring and Interpretation
Reviewers, including members of the Electronic Resources Committee and other designated experts, will assign scores based on the approved rubric scale and apply category weights to calculate a total composite score. These scores will help identify:
- High-retention priority resources
- Resources that require additional review or negotiation
- Candidates for potential cancellation
The scoring rubric is intended as an advisory tool and does not solely determine the final outcomes.
Additional Considerations
Final decisions may also consider factors not completely reflected in the rubric scoring, including:
- Accreditation requirements
- Contractual or consortial obligations
- Vendor negotiations or pricing concessions
- Transitional or temporary instructional needs
- Pending program changes
- Institutional strategic initiatives
- Timing constraints associated with renewal cycles
Communication and Documentation
The Electronic Resources Committee is responsible for maintaining the following documentation:
- Completed evaluation worksheets
- Reviewed usage and cost data
- Committee recommendations
- Final decisions regarding cancellations or renewals
- Supporting rationale and contextual notes
The Library will inform affected stakeholders about any anticipated cancellations or reductions ahead of their implementation.
Appeals and Reconsideration
Faculty or administrative stakeholders may request reconsideration of a proposed cancellation if they can demonstrate new information or significant institutional impact. The Electronic Resources Committee with consultation from the University Librarian has final decision authority. Requests for reconsideration should include the following:
- Academic or operational justification
- Evidence of sustained or emerging need
- Potential funding alternatives, if applicable
The Electronic Resources Committee may reevaluate its recommendations if new evidence or changing institutional priorities arise. There is also a possibility that cancelled resources can be recovered at a later time if supported by the Library’s budget and academic demand.
Policy Review
The Electronic Resources Committee will periodically review this policy to ensure it remains relevant, effective, and aligned with institutional priorities and budgetary conditions. Revisions may be suggested as necessary to enhance evaluation practices, improve data collection, or refine decision-making procedures.
Contact
Zachary Stein, Ed.D. | Associate Professor and Assistant University Librarian of Technical Services and Special Collections
(337) 482-6427 | zachary.stein@louisiana.edu
[ Last Revised on Jul. 6, 2026 ]