New Resource Selection FAQs

General 

What is the New Resource Selection process? 

The New Resource Selection process captures resources of key interest to eHLbc members and provides an equitable and timely method to determine the top-ranked resources each year. 

When is the New Resource Selection process? 

The New Resource Selection process occurs annually, with the suggestion form being open on an ongoing basis throughout the year. The ranking survey is sent out once per year, typically in spring, for members to choose 1-2 of the suggested resources they would like eHLbc to pursue for consortial licensing. 

Who can participate in the New Resource Selection Process? 

All eHLbc members’ staff can submit suggestions that meet the criteria. Each member will be asked to submit only one ranking survey response each year on behalf of their institution/organization. 

New Resource Suggestions 

Are there any criteria for new resources being suggested? 

If vendors offer consortial deals providing better pricing than direct deals, eHLbc is open to licensing various types of resources. These resources may be traditional, such as journal databases or eBook purchases or they may be non-traditional, such as platforms or software. 

As per eHLbc’s licensing framework, the consortium gives priority to licensing resources that: 

• Offer economies of scale: benefit the most eHLbc members. 
• Balance across a broad spectrum of health disciplines (including medicine, nursing, psychology and general or cross-discipline). Content should be comprehensive, durable, and accurate, as well as being current and updated appropriately. 
• Will be licensed by a reasonable number of new licensees, which leverages buying power for greater savings during negotiations. 
• Have not been investigated for consortial licensing in the past three years.  

How many suggestions can I submit? 

There is no limit on the number of suggestions that members can make. 

Does eHLbc provide resource suggestions? 

eHLbc staff regularly speak to vendors and other consortia and have an awareness of resources that may be beneficial to the consortium. In some cases, we may submit resource suggestions. These suggestions do not have “a stamp of approval” from eHLbc and still require evaluation and prioritization by members to move forward.  

Can I suggest a resource licensed by another consortium? 

Consortial licensing works by leveraging the number of licensees to achieve better pricing for all. Several consortia licensing the same resource results in a splintering of buying power, and eHLbc likely won’t be able to negotiate truly favourable pricing. However, in some situations, eHLbc may collaborate with other consortia on shared deals if the vendor and partnering consortium is interested. 

Are resources selected for consortial licensing any other way? 

Yes, the New Resource Selection process is not the only method used for resource selection. eHLbc is in regular contact with its members, vendors, and other consortia to identify opportunities for licensing as a consortium or in partnership with others. 

Will my institution/organization be obligated to acquire the products I suggest? 

No, nominating a product will not oblige your institution/organization to acquire that product. 

Ranking Survey 

How does the ranking survey work? 

The ranking survey asks each member to indicate 1-2 resources they are both interested in and willing to license within the next year, assuming budgets remain stable and an advantageous consortial agreement can be negotiated. Votes should be captured for the resources that are of immediate interest and likely to have more members participating when offered. It does not commit members to participating in newly offered agreements. 

How will I know when the ranking survey is open? 

While the suggestion form is open on an ongoing basis, the ranking survey is typically conducted annually in the first quarter of the year. Members will receive an email notice with more information when it is time to vote on the suggested resources for the year. 

Does the size or type of members influence the rankings more heavily than others? 

No. Each member’s vote on the ranking survey has equal weight in the process. In the event of a tie, priority will be given to the resources that best meet the suggestion criteria. As post-secondary institutions have a larger percentage of membership, eHLbc may assess the distribution of votes and balance resource investigations accordingly. 

Why did my suggestions not appear on the ranking survey? 

If your suggestion did not appear on the final ranking survey sent out for voting, it may be because it did not meet the criteria for submission, or it has been investigated recently and was not viable for a consortial offer. eHLbc may curate the final list to meet the consortium’s needs and outlined criteria. 

Can eHLbc evaluate resources and/or provide recommendations for members? 

eHLbc’s role is to coordinate the New Resource Selection process, gather information, and act on the direction of members. The eHLbc Office does not have the capacity to evaluate all suggested resources, so it is the role of members to conduct independent evaluations in advance of joining or renewing a license. For more information, see Choosing Resources. 

Negotiations 

Can eHLbc pursue consortial licenses for highly specialized resources? 

Vendors are unlikely to provide favourable pricing if only a small number of institutions/organizations are seeking a highly specialized resource. Consortia Canada, which has the capacity to leverage national numbers, is better suited to seeking consortial pricing on these resources. 

eHLbc’s strength is its focus on licensing resources which serve broader health sector needs. This strategy enables institutions/organizations to devote savings to licensing specialized content of value for their unique needs. 

Can eHLbc negotiate a better price on a resource my institution/organization already licenses directly? 

It depends: 

• If only a few members license the resource directly, but a significant number of additional members are interested, it is more likely that eHLbc can leverage group buying power to negotiate favourable consortial pricing. 
• If the resource is priced inexpensively already, it is unlikely that eHLbc could negotiate a better price even as a consortium. 
• If the resource is already licensed separately by many members, the vendor will have little incentive to provide advantageous consortial pricing, as a low number of new subscribers will join. This reduces eHLbc’s leverage. 

Why did eHLbc not negotiate and offer a consortial deal for one or both top voted resources for this year? 

There are several factors that may mean a successful deal could not be reached during the investigation stage. All details about the process can be seen in the Outcomes Reports. Some factors may include but are not limited to: 

• The vendor filled out the Vendor Checklist and indicated that they were unwilling or unable to align with eHLbc’s licensing requirements, such as: 
  • Only providing differential pricing (different pricing for new and renewing subscribers)
  • Not providing a transparent and equitable pricing model 
  • Not providing more beneficial consortial pricing 
  • Not permitting an ‘opt-in’ offer or requiring commitments ahead of time 
  • Not adopting eHLbc’s Model License or providing a suitable alternative 
• The resource was already licensed directly by many members (i.e. market saturation) 
• The vendor was unable to provide consortial pricing or support consortial licenses 
• Direct pricing for members was already considered low, and a consortial deal did not add significant discounts