Renewal Offers for 2024 Subscription Year
On this page
- Procurement Agreement Principles for 2024
- Submitting Renewal Offers
- Renewal Offer Contents
- Key Dates
- Useful Information on the CAUL Website
- Key Contacts
CAUL Procurement Service Agreement Principles:
Agreement Principles and guidelines are aligned to CAUL values.
As part of the CAUL Strategy 2023 to 2025, the CAUL Content Procurement Service negotiates agreements on behalf of Member institutions to deliver optimal value to Members, including the best possible pricing models and the most favourable terms, through an assertive and coordinated approach. The CAUL Content Procurement Service delivers significant benefits of cost avoidance and saves time by streamlining procurement workflows. In addition to delivering value to Members through favourable terms and pricing, CAUL is focused on enabling libraries to leverage their existing subscription spend to facilitate increased Open Access publishing.
CAUL is a key stakeholder in the dissemination of Australian and New Zealand research and seeks to increase the visibility and access to scholarly output for its members. In conjunction with Strategic Enabling Programs for Open Access, CAUL undertakes sector-wide work that focuses on enablement of Open Access, which supports institutions in implementing, communicating, delivering, and evaluating their Open Access initiatives.
Agreement Guidelines:
The following requirements are detailed to assist vendors and publishers provide agreements in line with principles listed above (PDF Version):
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Pricing:
- Prices should decrease, stay the same or any increases should be minimal and in line with institutional financial resourcing and be available to all CAUL consortium members regardless of type or location. In addition to being mindful of budget capabilities, suppliers should be understanding of other factors such as currency rate fluctuations
- Prices should be inclusive of all sites and campuses fully affiliated with CAUL consortium institutions. There should be no separate fees for individual sites or overseas campuses[i]
- Publishers will need to show reduced pricing for subscribed content where the volume of subscribed content has reduced due to increases in OA content
- Providers show rationale to justify how pricing is formulated
- Alternative options to large subscription packages must be available on request
- Open Access: Options for Open Access for Australian and New Zealand authored content must be included (See Additional Guidelines for Open Access Agreements below).
- Transparency:
- New licences including confidentiality clauses will not be accepted by CAUL from 2024 onwards. Open Access agreements may be shared on the ESAC Registry
- CAUL Reserves the right to share and discuss any aspect of any existing agreement or new agreement being negotiated, with institutional stakeholders
- Privacy: Services must be provided within the privacy framework provided by the Privacy Act 1988 and Australian Privacy Principles and as per expectations and guidelines detailed in the CAUL Procurement Guidance Statement to Vendors on Privacy and Unauthorised Access Processes. User data should only be collected for the purposes of provisioning and administering services.
- Equitable Agreements:
- All licences for full text content should include CAUL’s Model Clause for Resource Sharing[ii]
- Full text content should be supplied with perpetual access rights
- Agreements and pricing must be made available for all CAUL Consortium Members regardless of location, or member type (UA, CONZUL or External).
- User types should include all staff, students, and walk-in users
- Text and Data Mining provisions should be included at no extra cost and minimal licencing requirements
- eBook agreements should meet requirements detailed as per the CAUL Procurement: Statement on eBook provision
- ESG: Providers follow best Environmental, Social and Governance (ESG) practices including:
- User interfaces should meet requirements for accessibility standards AS EN 301 549 and WCAG 2.1
- Support to impoverished regions for both Open Access publishing and access to paywalled content
- Robust sustainability practices particularly regarding energy efficiency for data warehouses and cloud-based services
Additional Guidelines for Open Access Agreements:
- Pricing for Open Access Agreements should be within existing subscription pricing, not include historical spend on hybrid APCs, and sustainable as per pricing guidelines stated above
- Where the inclusion of Gold OA increases prices above typical subscription pricing, Gold OA publishing should be available as an “optional extra” in addition to hybrid publishing inclusions.
- Agreements should be uncapped and include all publishing to hybrid and gold journal titles
- Publishers participating in Open Access agreements will provide publishing reports as per CAUL’s Read & Publish Agreement Reporting Requirements for data standards and report frequency
- Journal titles that change status from hybrid to gold Open Access during the agreement, remain eligible for publishing within the agreement
- Author interfaces clearly show that options to publish without APC payment are available
- All agreements should include CC-BY Licencing by default. Other CC-BY licence types can be included, but authors must retain rights to the copyright
[i] Total FTE counts include fully enrolled students across all campuses, onshore and offshore, as per official numbers provided by DESE and TEC (NZ). When it comes to eResources, Universities have only one site: Online
[ii] Publishers for full text content not able to include CAUL’s model clause will need to provide a statement detailing why they are not able to meet Australian legal requirements for resource sharing. The statement will need to include legal advice from the publisher as to why the clause cannot be included.
Please note: No offer should reference CAUL unless it is an agreed offer listed in ConsortiaManager.
Submitting Renewal Offers
Vendors should complete and submit their renewal offer via the CAUL 2024 Agreement Vendor Response Form. Vendors will need to complete all required fields in the form as instructed. Vendors are able to create user accounts to enable saving work in progress prior to final submission. A PDF version of the form is available for reference purposes only.
All renewal offers should be submitted via the response form. For 2023 renewals, some vendors with smaller straight forward agreeements were exempt from this process. For 2024 agreements, ALL renewal proposals will need to be submitted via Formsite The form will request vendors upload the following files:
- The ConsortiaManager pricing spreadsheet emailed directly to the primary contact
- Where prompted, upload these files in the response form:
- The Open Access data file including all Gold and Hybrid APC payments (where applicable)
- "Red-line" version in MS Word showing tracked licence changes
- MS Word or Excel format showing previous licence clauses and new or changed clauses
- Title lists
- Any vendor documents such as proposals, product documents, brochures (optional)
- Licence template for members to use for 2023 Agreements
Renewal Offer Contents
Instructions for Completing ConsortiaManager Pricing Spreadsheet
- Use the Excel spreadsheet template generated from ConsortiaManager, which will be automatically emailed to providers soon after the invitation to supply offers opens.
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Important: Please do not re-use ConsortiaManager generated spreadsheets from previous years as they will not load into ConsortiaManager. Please only edit columns “K” (“List Price”) and “L” (Price). Please make no other changes to the spreadsheet. |
- Please feel free to send additional pricing model spreadsheets, including formulae, to show how pricing has been calculated that can be uploaded into ConsortiaManager.
- Please use correct names for Consortium Members as detailed on the CAUL website.
Information about Sample Licence Agreement and Terms & Conditions
- Please submit via Formsite, a template of the licence to be used for 2024 agreements
- The template of the Licence Agreement will be uploaded to ConsortiaManager for review by Consortium Members prior to take up.
- Upon offer take-up, Consortium Vendors should issued an executable version of the Licence Agreement, tailored with each member’s institutional details, ready for each Consortium Member for signing
- Consortium Vendors should issue Consortium Members with a countersigned (digitally or physically) Licence Agreement within a reasonable timeframe.
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Important information regarding licence changes: CAUL Procurement will need to review and approve any changes to the licence. Licence changes submitted after August 30, may not be possible to include due to impacts on renewal timeframes above. The CAUL Licence Review Working Group may assist with licence reviews. Any change in the licence, terms, or other documentation related to the agreement from the previous year will require vendors to:
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Key Dates
Please note: CAUL may change dates according to member needs and providers will be alerted to this via email. Should a particular offer progress quickly, the next steps will advance without delay or regard to the key dates, as the dates have been set to simply guide the process, provide appropriate cut-off points and ultimately to ensure a smooth and timely experience for both Consortium Vendors and Consortium Members.
Category A: Key dates for agreements where CAUL invoices Members on behalf of Vendors:
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1 May 2023 |
Vendors invited to begin submitting renewal subscription offers to the CAUL Consortium as per Agreement Guidelines. The Excel pricing spreadsheet template generated from ConsortiaManager will be auto-emailed to you separately. |
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May, June 2023 |
Offers, including content scope, pricing and licencing terms, refined through negotiation by CAUL and progressively uploaded to ConsortiaManager for members to begin reviewing |
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3 July 2023 |
Last day for vendors to submit offers for the 2024 subscription year |
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July/August 2023 |
CAUL uploads last batch of offers to ConsortiaManager for members to review |
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1 September 2023 |
Last day for Offers including sample Licence Agreement, to be uploaded to ConsortiaManager for members to review |
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July to September 2023 |
Members complete their review and consideration of Offers |
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27 October 2023 |
Last day for members to confirm renewal or new uptake of Offers |
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Mid-October 2023 |
Orders to vendors placed by CAUL directly from ConsortiaManager |
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October 2023 |
Vendors begin issuing licence agreements to members. Vendors begin issuing invoices to CAUL |
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27 October 2023 |
Last day for vendors to issue 60-day group invoices to CAUL |
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31 October 2023 |
Last day for CAUL to issue 30-day invoices to members |
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8 December 2023 |
Last day for members to pay CAUL invoices |
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15 December 2023 |
Last day for CAUL to pay vendor invoices |
Category B: Key dates for agreements where Vendor’s invoice Members directly:
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1 May 2023 |
Vendors invited to begin submitting new and renewal subscription offers to the CAUL Consortium as per Agreement Guidelines (see below). The Excel pricing spreadsheet template generated from ConsortiaManager will be automatically emailed to you separately. |
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May, June, 2023 |
Offers, including content scope, pricing and licencing terms, refined through negotiation by CAUL and progressively uploaded to ConsortiaManager for members to begin reviewing |
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17 July 2023 |
Last day for vendors to submit offers for the 2024 subscription year |
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July to September 2023 |
CAUL uploads last batch of offers to ConsortiaManager for members to review |
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29 September 2023 |
Last day for Offers including sample Licence Agreement, to be uploaded to ConsortiaManager for members to review |
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July to October 2023 |
Members complete their review and consideration of Offers |
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17 November 2023 |
Last day for members to confirm renewal or new uptake of Offers |
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Mid November 2023 |
Order confirmations to vendors sent by CAUL directly from ConsortiaManager |
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October/November 2023 |
Vendors being issuing licence agreements to members. Vendors begin issuing invoices to members |
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24 November 2023 |
Last day for vendors to issue 30-day invoices directly to members |
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15 December 2023 |
Last day for members to pay vendor invoices |
Useful Information on the CAUL Website
- List of Content Coordinators representing CAUL Consortium Member institutions (includes contact details, IP addresses and latest published FTE numbers)
- Information for Consortium Vendors (discipline-specific FTEs, sample pricing models and information about the ConsortiaManager application)
Key Contacts in the CAUL Office
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