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Charleston Library Conference

Strategic Reinvestments of Journal Packages at the Pennsylvania State University

Mihoko Hosoi The Pennsylvania State University, [email protected]

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Mihoko Hosoi, "Strategic Reinvestments of Journal Packages at the Pennsylvania State University" (2019). Proceedings of the Charleston Library Conference. http://dx.doi.org/10.5703/1288284317155

This document has been made available through Purdue e-Pubs, a service of the Purdue University Libraries. Please contact [email protected] for additional information. Strategic Reinvestments of Journal Packages at Pennsylvania State University

Mihoko Hosoi, Associate Dean for Collectons, Research, and Scholarly Communicatons, Pennsylvania State University, [email protected]

Abstract In the face of budget challenges, organizatonal strategy changes, and the new open access (OA) policy, the Pennsylvania State University Libraries (PSUL) are reevaluatng negotatons and collectons of Big Deal journal packages. While a growing number of libraries are considering cancelling subscriptons to Big Deals, PSUL has been taking a careful approach in containing costs and making sure that faculty and students have access to resources that they need. Current eforts include renegotatng Big Deals; cancelling low‐value ttles in ttle‐ by‐ ttle agree- ments; obtaining single agreements for the entre Penn State system; promotng green OA for future subscripton negotaton purposes; and renegotatng OA‐ related licensing terms. To achieve greater efciency of acquisitons workfows and increase university‐ wide purchasing power, reallocaton of the collecton budget will be discussed in the near future. Auto deposit of accepted manuscripts from any Penn State author into ScholarSphere, Penn State’s insttutonal repository, as well as exploraton of other OA models are also under consideraton.

Why Reevaluate Journal Investment? Penn State Environment There are a few reasons for PSUL to reevaluate With $968 million in annual research expenditures, their journal acquisitons practce. First, the “One Penn State ranks among the top 25 U.S. research Penn State 2025” vision, announced in September universites (Pennsylvania State University, 2019c). 2018, promotes collaboraton and coordinaton It ofers more than 275 baccalaureate degree across the university. Its goals are to achieve greater programs across 24 campus locatons—including a insttutonal efciency to address afordability for medical college, two law schools, and a school of a high‐ quality educaton; direct resources for Penn graduate professional studies, plus an online World State to become more integrated, fexible, and Campus (Pennsylvania State University, 2019d). Penn responsive as an insttuton; and provide students State librarians hold faculty status and go through with seamless 24/7 online access to services and a rigorous promoton and tenure review process. resources across all 24 Penn State campuses (Penn- This environment guides our collecton development sylvania State University, 2018). Penn State Libraries’ decisions. collectons budgets are currently fragmented with over 70 subject and local campus funds, making it Penn State has both ttle‐ by‐ttle and package difcult for the libraries to make university‐ wide agreements with major publishers. Some contracts purchases of electronic resources and support the are handled through consorta, such as the Big Ten new “One Penn State” vision. Second, the new OA Academic Alliance (BTAA) and the Pennsylvania policy, which requires that Penn State research- Ac ademic Library Consortum, Inc. (PALCI). Penn ers, including faculty, students, and staf, deposit State has not made any commitment on trans- accepted manuscripts of any scholarly artcle into an formatve agreements due to fnancial and other open repository such as ScholarSphere, Penn State’s concerns. insttutonal repository, will become efectve January 1, 2020 (Pennsylvania State University, 2019b). Penn Changes Being Made at the Penn State librarians will actvely publicize this new policy State Libraries and promote OA mostly through various green OA initatves, which will impact journal negotaton PSUL has reached a point where the existng model strategies as OA content grows. Third, Penn State for collecton development and allocatng the collec- recently announced an across‐ the‐board reducton tons budget needs to adapt to enable the library to of 1% from unit budgets university‐wide so that respond to the changing landscape of scholarly pub- Pennsylvania resident tuiton is kept at last year’s lishing. In moving toward that goal, PSUL has made levels (Pennsylvania State University, 2019a). This some changes to achieve cost savings, promote OA cut impacts the collecton budget as well, and the through the new OA policy, and increase efciency to libraries will need to search for cost savings. support the One Penn State vision.

Copyright of this contributon remains in the name of the author(s) Charleston Conference Proceedings 2019 191 htps://doi.org/10.5703/1288284317155 First, some of the ttle‐ by‐ ttle journal purchasing authorship and citaton, and were high in cost per models established earlier turned out to be more use. The project leader communicated with relevant expensive than journal package Big Deals, and Penn selectors frequently and reported the outcome with State Libraries have renegotated with those publish- justfcatons. The process was perceived to be fair ers to sign a Big Deal when appropriate. Although and reasonable, and led to successful cost savings there are risks associated with Big Deals such as lack (about $60K) within the contractual allowance with- of fexibility in terms of ttle selecton, longer‐ term out major disruptons. commitment, and larger fnancial commitment, there are also benefts such as the following if nego- The “One Penn State” vision was incorporated in tated successfully: reduced cost per ttle, decreased the libraries’ acquisitons workfows as a strategic processing tme, expansion of content, predictability priority. For example, when there are opportunites for budgetng purposes through negotated annual to revisit license terms during renewals, Acquisitons price increase caps, cancellaton allowance, and librarians and others negotate new licensing terms more comprehensive licensing terms. Big Deals pro- that ensure access for all Penn State faculty and stu- vide a guaranteed revenue stream for the publisher, dents regardless of their geographical locatons. This usually at a high overall dollar value, and libraries are university‐ wide approach involves reviewing existng likely to be able to renegotate licensing terms when license terms, assessing needs across the univer- they sign up for such deals. At the same tme, Big sity, reviewing alternatves, and renegotatng with Deal purchases involve careful collecton analysis to publishers, vendors, and sometmes consorta. In one make sure that the deal delivers the value that the case where a vendor did not agree with the “One library expects. A recent example of such an analysis Penn State” approach and insisted on a multsite examined PSUL’s ttle‐by ‐ ttle arrangement with one format resultng in a higher fee, the contract was not publisher and compared the historical spend and signed. Although this meant that Penn State was not cost per ttle with a proposed Big Deal. The analysis able to purchase the subscripton that a consortum showed that the proposed Big Deal would save PSUL had ofered, Penn State’s integrity and consistency money over the three‐ year contract period while it in applying the new vision of the university was expanded its desired collecton. preserved. In the end, Penn State was able to obtain access to the same resource by dealing directly with For ttle‐ by‐ttle agreements, low‐value ttles have the producer of the licensed product, without com- been evaluated and cancelled annually to achieve promising its organizatonal values. additonal cost savings. For one partcular publisher this year, Penn State librarians took a collabora- Promotng green OA is another area that Penn State tve approach in achieving this goal, with a science has focused on to beter negotate subscripton pric- librarian as the lead. This leader initally presented ing in the future. The Scholarly Communicatons & the Penn State authorship and citaton data to all Copyright Ofce, as well as subject libraries, Collec- selectors and followed up with usage and pricing tons Strategies, and Acquisitons, report to the asso- data provided by the Acquisitons team. Many ciate dean for Collectons, Research, and Scholarly librarians contributed to the process; for example, Communicatons at Penn State Libraries. This orga- a single fle was created incorporatng all data nizatonal structure facilitates coordinaton among points to facilitate the review process. Based on collecton development, acquisitons, and OA inita- the comprehensive data analysis, subject librari- tves. Librarians at the Scholarly Communicatons & ans provided cancellaton recommendatons with Copyright Ofce have a legal background and engage justfcatons. They also obtained feedback from in a variety of outreach eforts, such as the follow- relevant academic departments, considered unique ing workshops: “Negotatng Publishing Contracts,” subject strengths of Penn State such as mushrooms “Complying with the NSF Public Access Policy,” and and other related collectons, and reviewed dupli- “Copyright for Scholarly Authors.” By informing Penn cated electronic access. Through this analysis, it State authors on these topics and increasing green turned out that some ttles were available via arXiv OA efort, Penn State Libraries encouraged those .org and other channels. ILL cost estmates were also authors to retain their rights and promoted OA to considered because it sometmes costs less for Penn their research outcomes. These eforts will hopefully State to have the subscripton than to obtain copies reduce reliance on subscriptons in the future, given through ILL. The fnal cancellaton list included ttles that subscripton pricing is ofen negotated based on that were in general low use, had low Penn State usage data of subscribed content.

192 Collecton Development Additonally, OA content in journal packages and 2020, PSUL will promote auto and manual deposit Penn State authors’ publicaton paterns are tracked of accepted manuscripts by Penn State authors into more carefully so that subscripton fees are reduced ScholarSphere, Penn State’s insttutonal repository. as OA content grows. Penn State license negotaton Harvestng all openly available copies into Scholar- now includes OA terms. Learning from the California Sphere as well as working with publishers to obtain a Digital Library and others’ model licenses, PSUL has feed of preprints for auto deposit into ScholarSphere started incorporatng publisher OA reportng require- are under consideraton. Penn State authors can ment in their licenses when the publisher ofers an also manually deposit their work either directly or OA publishing opton. The new term requires that will be prompted to do so through Digital Measures, the publisher reports annually (1) the number of an online sofware tool for faculty Promoton and works (such as artcles) published under the OA Tenure (P&T) dossiers and annual reviews. These opton by all authors, and (2) the number and list automated processes will save tme for Penn State of the works by ttle with full citaton by Penn State authors and further enhance the PSUL’s green OA authors. The new licensing term further requires eforts, which will hopefully help the libraries with that, if the rato of the number of OA artcles to future subscripton negotatons as OA versions’ artcles published under the traditonal subscripton usage grows, reducing reliance on subscriptons. model increases in comparison to the previous year, the publisher will refect such increase by way of a Finally, PSUL will spend more tme performing proportonal reducton in the subscripton price for collecton analysis, partcularly prior to renewals, the current subscripton year. and explore opportunites for diferent OA models. Penn State currently does not have transformatve Outcomes and Next Steps agreements due to fnancial and other concerns. Research‐ intensive North American research inst- Penn State Libraries have achieved signifcant cost tutons, including Penn State, are expected to pay savings through renegotaton of Big Deals, ttle‐ by‐ more for scholarly journals in a fully artcle process- ttle analysis and cancellatons, and the “One Penn ing charge (APC) funded journal market, that is, State” approach. Green OA promoton and tracking a gold OA APC model, although this cost increase of OA content in journal packages will hopefully lead could be covered by grant funds as the University of to cost savings in the future. California’s Pay It Forward study suggests (Univer- sity of California Libraries, 2016). Coming up with Collecton budget reallocaton is another upcom- acquisitons workfows that incorporate grant funds ing project. Currently PSUL’s budgets are based on is another challenge with this model. Additonally, disciplines and subjects, as well as campus locatons, some transformatve deals suggest expansion of the with, in total, over 70 funds. This structure might size of the Big Deals or backfle purchases, which cre- have worked well in a print‐ oriented world. We will ates fnancial challenges for libraries. Regardless of soon need to reallocate collecton budgets to allow the model chosen, PSUL could evaluate OA content for university‐ wide strategic electronic resource pur- in journal packages, Penn State authors’ publica- chases. The Collecton Budget Allocaton Group was ton and citaton paterns, and usage trends more formed earlier this year and made specifc recom- carefully to make sure that the collecton budget is mendatons to change the collectons budget struc- spent wisely. It would also help to work with consor- ture. Implementaton of these recommendatons will ta so that APC discounts could be negotated more require a shared understanding of budget structure systematcally, and model licenses for transformatve problems and collaboratve problem solving, and agreements with sample workfows could be created will likely lead to efciency in acquisitons, fexibility for consorta members. It is PSUL’s intenton to tran- to support interdisciplinary research, and increased siton to OA as much as possible within the libraries’ purchasing power for Penn State. Additonally, once budgetary capacity, while supportng the content the the new OA policy becomes efectve on January 1, Penn State faculty and students need.

References Pennsylvania State University. (2018, September 14). One Penn State 2025. Retrieved from htps://www.psu.edu/ur /newsdocuments/One_Penn_State_2025.pdf

Charleston Conference Proceedings 2019 193 Pennsylvania State University. (2019a, October 14). Afordability drives search for cost savings and 1% reducton in budgets. Penn State News. Retrieved from htps://news.psu.edu/story/592931/2019/10/14 /administraton/afordability‐drives‐search‐cost‐savings‐and‐1‐reducton

Pennsylvania State University. (2019b, November 22). AC02 open access to scholarly artcles. Retrieved from htps://policy.psu.edu/policies/ac02

Pennsylvania State University. (2019c, December 10). Penn State research. Retrieved from htps://www.psu.edu /research

Pennsylvania State University. (2019d, December 10). This is Penn State. Retrieved from htps://www.psu.edu/this -is-penn-state

University of California Libraries. (2016, July 18). Pay it forward: Investgatng a sustainable model of open access artcle processing charges for large North American research insttutons. Retrieved from htps://www .library.ucdavis.edu/wp‐content/uploads/2018/11/ICIS‐UC‐Pay‐It‐Forward‐Final‐Report.rev_.7.18.16.pdf

194 Collecton Development