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Database Renewals through WiLS - 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 coop [at] wils.org (WiLS) for more information)

July - October

  • Verify that your library received your renewal list
  • Contact coop [at] wils.org (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 setup time. Please notify SCLS no later than September 1 to ensure that authentication is ready by the January 1 subscription start date.

August 1:

  • Libraries log into their MyWiLS account to verify all information, including contacts and invoicing preferences, and let coop [at] wils.org (WiLS) know of any issues
    • Invoicing preferences
      • 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)

September 1:

  • Renewal pricing available in MyWiLS

September 15:

  • Deadline to submit new quote requests

October 15:

  • DEADLINE: All libraries must respond to ALL quotes and renewal subscriptions

November 1: 

  • All unresponded quotes will be canceled and unresponded renewals will be renewed

November 15: DEADLINE

  • Review pricing in MyWiLS for any changes

November 15 - February 1

  • No new database subscriptions will be added during these dates to allow time for the annual renewal process. Subscriptions may be added any other time during the year. WiLS will work with vendors to prorate subscriptions for a January 1 renewal.

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

For more information, contact
Jean Anderson