TexShare Databases Program FY19 FAQ

Quotes for the SFY2019 TexShare Databases Participation Fee were distributed by email to TexShare library directors and Databases contacts on Tuesday, June 5, 2018. If you did not receive a quote, please check your spam or junk folder. Requests for quotes can be sent to texshare@tsl.texas.gov.

We know you have questions about the invoicing process and about the TexShare Databases Program. We’ve prepared some information below, but please let us know if you need anything other information.

Invoicing

  1. Fee amounts. Fee amounts for most institutions increased for FY19 by up to 10%. The Texas State Library and Archives Commission received a cut in state funding of 4% for FY18 and FY19, the majority of which is being taken by our electronic resources programs, resulting in a cut of approximately $775,000 for each year of the biennium. As a result, in May 2018 the TexShare Advisory Board approved increases in TexShare Databases Participation fees of up to 10%, the maximum allowed under our new formula. This will help to minimize losses in content, though we do expect to have to cancel some resources next fiscal year.
  2. Dates. The following schedule is included for your reference. Please be aware that dates are subject to change.
Date Activity
August 31, 2018 TexShare Participation Fee invoices distributed by email.
October 1, 2018 Reminder emails sent to institutions whose fees have not been received.
October 31, 2018 Participation fees due. Institutions who wish to protest the amount of their fees must submit an appeal by October 31, as well.
November 2018 TexShare Advisory Board meets to review appeals.
December 17, 2018 Institutions that have not paid are removed from program.
  1. Sole source. The TexShare Databases Participation Fee is a membership fee assessed once per fiscal year. It is not a subscription nor a license fee. Sole source letters are available upon request.
  2. Vendor information. Your purchasing departments may require certain vendor information, such as an IRS form W-9, request for taxpayer identification number and certification. We will do our best to complete such forms upon request and return them to you within 5 business days. Some forms request data that we are unable to provide. Again, we will let you know within five business days if we are unable to provide the information requested.
  3. Solicitation. 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.

TexShare electronic resources

  1. New resources. We are waiting for contracts to be signed for the new resources that will be included in the TexShare Databases Program beginning July 1, 2018. The list of resources is available at https://www.tsl.texas.gov/texshare/databasecontractlistfy2019.html. Once contracts are signed, we will distribute information to help with implementation of new content, such as links to EZproxy stanzas and base URLs. In the meantime, please do not contact vendors with questions about implementation. Under state purchasing rules, vendors are not allowed to begin working on implementing the new resources until the contracts have been signed. You may be contacted by vendors asking your institution to license additional or upgraded versions of the resources. We suggest that you wait until the TexShare contracts have been signed before considering new subscriptions.
  2. Canceled resources. Some resources will not be continued past July 1. These include the literature resources available from Gale. Much of the content in these resources was found to be duplicative with content in our EBSCO package. Other canceled resources will be announced later in the year. Please be aware that we DO plan to include a genealogy resource, although it will have to be re-solicited this fall.
  3. Accessibility. All resources included in the TexShare Databases Program have been tested by TSLAC and are considered WCAG 2.0 compliant at the AA level. Once new contracts are in place, we expect to make vendor VPATs and our testing reports available to our members. We take accessibility very seriously, and we are requiring vendors to make all training and reporting compliant with ADA requirements as soon as possible.
  4. Security and Privacy. We have received information about our vendors regarding their security and privacy policies, particularly in terms of how they store and use personally identifiable information such as usernames and passwords. We require that all sensitive information be encrypted and that there be systems in place to protect patron information. Patrons may already have begun receiving notices of updated privacy policies, required under the European Union’s General Data Protection Regulation (GDPR). We will audit vendor security and privacy from time to time to ensure compliance with state requirements and general best practices. If you require this information to be on file for your institution as well, please contact us.
  5. Training. We expect to have training for new and continuing resources beginning in August 2018. As before, we will have a mix of face to face and online training. Please watch for announcements about available courses and webinars!
  6. TexSelect. We did not receive offers for resources for the TexSelect program starting July 1. We intend to post a new solicitation specifically for TexSelect discounts soon. In the meantime, please be aware that any discounts you receive on electronic resources available through TexSelect will end on June 31, 2018. You can check the list of TexSelect resources at https://www.tsl.texas.gov/texshare/texselect.html to see if you receive a discount; note that resources offered by our partners, Amigos and SCELC, are not affected by this issue.
  7. Authentication. As you may have heard, the TexShare Databases menu page at http://www.libraryoftexas.org/texshare will be taken down as of August 31, 2018. This page does not meet our current accessibility, security, and privacy requirements. Beginning July 1, we will have new authentications services for institutions that do not maintain systems such as EZproxy or OpenAthens or other forms of authentication. These services will be provided by Gale and by a new vendor, Credo Reference. In addition, we will work with individual members, e-resources vendors, and OPAC/ILS vendors where possible to ensure that every TexShare member institution has a secure method to allow patrons to access TexShare electronic resources. Guides for transitioning from the TexShare menu page to a new system will be available on or around July 1.

To get the latest news about TexShare, the TexShare Databases Program, and other programs and services from the TexShare State Library and Archives Commission, please subscribe to the TexShare-Users email list at http://lists.state.tx.us/mailman/listinfo/texshare-users. Also be sure to follow our blogs, TexZine and Library Developments, which also include information about TexShare Programs and other topics of interest to the library community.

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