TexShare Database Cost Share FAQ for FY2023
(September 1, 2022 - August 31, 2023)


1. What databases are included in the Databases Program Membership Fee?

A complete list of databases licensed by TSLAC for use by TexShare member libraries in FY2023 is available at https://www.tsl.texas.gov/texshare/databasecontractlistfy2023.html.

The TexShare Electronic Information Working Group holds regular discussions regarding e-content and adds new resources as funding permits based on the TexShare Collection Development Policy. TexShare member institutions can send suggestions concerning TexShare database content at any time to texshare@tsl.texas.gov.

For information about resource changes, training, and support, please subscribe to the TexShare-Users email list.

2. Who can use the TexShare Databases?

The licenses between TSLAC and our e-resources providers limit use of the TexShare Databases to students, faculty, staff, and registered patrons of TexShare member institutions, plus on-site visitors and guests. By payment of the TexShare Databases Program Membership Fee, TexShare member institutions agree to abide by the TexShare Authorized Access Statement.

3. How much will my library pay in FY23?

TexShare member libraries that choose to participate in the TexShare Databases Program are assessed a Program Membership Fee each state fiscal year. This fee covers a portion of the cost of TexShare e-resources, with the remainder coming from state and federal funds. Collection of this fee is authorized by Texas Government Code Section 441.224b.

FY2023 fee amounts for TexShare member libraries are posted at:

FY23 TexShare Databases fee schedule for academic and medical libraries
FY23 TexShare Databases fee schedule for public libraries

4. When will TSLAC invoice libraries? When are payments due?

The invoicing schedule for FY23 is:

  • June 8, 2022 -- TexShare Databases Program Membership Fee quotes distributed by email.
  • August 31, 2022 -- TexShare Databases Program Membership Fee invoices distributed by email, unless a later date has been requested.
  • October 1, 2022 -- Late invoices distributed by email. Reminder emails sent to institutions whose fees have not been received
  • November 1, 2022 -- TexShare Databases Program Membership Fees due. Institutions who wish to protest the amount of their fees must submit an appeal by November 5, as well.
  • Prior to January 31, 2023 -- TexShare Advisory Board meets to review appeals.
  • January 31, 2023 -- Institutions that have not paid are removed from Databases Program.

Note: TSLAC cannot accept credit card payments. Payments must include the invoice number. Any payments with missing information or incorrect amounts will be returned.

5. What is the formula used to determine the Program Membership Fee?

At the May 12, 2017 meeting of the TexShare Advisory Board, the Board adopted a revised TexShare Databases cost sharing formula based on a recommendation from the TexShare Database Cost Sharing Working Group.

Under the revised formula, year-to-year stability is emphasized. The fee is based on the amount paid in the previous year, with adjustments by type, size, or resource expenditures determined from year to year by the Cost Sharing Working Group. No library will pay more than 5% of its resource expenditures budget, and no library's fee will increase more than 10% from one year to another.

Minor changes were made to the cost sharing funding formula for FY23. Previously, institutions whose fees were capped at 5% of their collections expenditures budget remained at the lowered rate indefinitely. Now, those institutions are re-evaluated annually and their fees are increased to previous levels if their collections expenditures budget has recovered.

6. My library can't afford the Program Membership Fee. What are our options?

For FY22, TSLAC used funds allocated to the agency by the Institute of Museum and Library Services through the American Recovery Plan Act (ARPA) to provide one-time fee reductions of up to 50% to institutions with financial or other limitations. These reductions are not available for FY23, but TSLAC will consider fee reduction requests as part of the regular appeals process.

As always, if a library's fee is greater than 5% of the library's resource expenditures, the fee has increased by more than 10% of the previous year's fee, or if a library has experienced other issues that affect its ability to pay the invoiced amount, the library can appeal the Program Membership Fee amount to the TexShare Advisory Board.

Information about resource expenditures for most academic and medical libraries is taken from the IPEDS Academic Libraries survey done annually by the National Center for Educational Statistics. The most recent dataset available comes from the 2019-2020 academic year. Information for public libraries is taken from the annual Public Library Annual Report performed by the Texas State Library and Archives Commission. The dataset used was the report for local fiscal year 2020. If you suspect that the data used for your library is incorrect, or if your collections expenditure budget has changed significantly since the last data release, please contact us at texshare@tsl.texas.gov or call 800-252-9386 as soon as possible.

7. What is the appeals process?

Libraries initiate an appeal by contacting texshare@tsl.texas.gov. TSLAC staff will work with the library to create the appeal, which will be discussed by the TexShare Advisory Board at a meeting prior to January 31, 2023. Appeals of TexShare Databases Program Participation Fees are due by November 1, 2022. Representatives of the library are welcome to attend the meeting, though attendance is not required. The Advisory Board will provide a recommendation to TSLAC, and the State Librarian will decide whether to grant or deny the appeal.

Should an appeal be denied, the library can further protest the decision. A protest will be heard by the Texas State Library and Archives Commission at their February meeting. The protest procedure is described in Texas Administrative Code, Title 13, Part 1, Chapter 2, Subchapter A, Rule §2.55. The procedure can also be viewed in Word and PDF formats: Word | PDF. TexShare staff will assist you with this process if needed.

Please contact texshare@tsl.texas.gov or call 800-252-9386 if you have any questions.

8. Can I pay by credit card?

No. The Texas State Library and Archives Commission cannot accept credit card payments. Payments must be made by electronic funds transfer or by check. Checks must include the invoice number and the library name. Checks must be written to the Texas State Library and Archives Commission. Ant checks with missing or incorrect information will be returned.

9. My library is required to go out for bid for all e-resources. How can we license the TexShare Databases from you?

Libraries do not license the TexShare Databases. TSLAC licenses the resources from vendors through a competitive bidding process. The TexShare Databases Program Membership Fee is assessed once per state fiscal year, and TSLAC is the only provider of this membership program. TSLAC formerly referred to this as a Participation Fee, but we have updated the language to make it easier for purchasing departments. By paying the Program Membership Fee, TexShare member libraries choose to participate in the program and can then provide access to their patrons on-site and remotely. We can provide a sole-source letter to your Purchasing department upon request explaining this. Please request a sole-source letter by sending an email to texshare@tsl.texas.gov.

The Texas State Library and Archives Commission will not respond to solicitations posted by TexShare member institutions. If your purchasing department requires that all resources be procured through a competitive bidding process, please have them contact us so that we can explain the program.

10. My institution requires VPATs for all resources we offer. Are these available?

TSLAC requires Accessibility Conformance Reports (ACRs) using the current VPAT template from all providers of electronic resources for the TexShare Databases Program. Links to ACRs will be included in the contract list at https://www.tsl.texas.gov/texshare/databasecontractlistfy2023.html in September 2022. Some vendors do not make their ACRs publically available. For those, please contract TexShare at texshare@tsl.texas.gov.

In addition to ACRs, TSLAC has conducted accessibility testing on the majority of resources included in the program. Our contracts include provisions that require vendors to correct any accessibility issues we find. If you have a report of an accessibility issue, please send it to us at texshare@tsl.texas.gov.

An ACR for the TexShare Portal at https://texshare.net is available for download. Please contact us if you have any questions.

11. I need more information. Who can I contact?

Questions about TexShare Databases Program Membership Fees or participation in the Databases Program should be sent to Danielle Plumer, Statewide Resource Sharing Administrator. Please e-mail texshare@tsl.texas.gov or call 800-252-9386 and we will be happy to assist you.

Page last modified: August 29, 2022