Frequently Asked Questions about E-Resources

The CARLI E-Resources program provides a wide array of electronic resources and services that make it possible for member libraries to expand and enhance their collections in a more efficient and affordable manner.

CARLI contracts with commercial database providers to supply members with discounted pricing for a broad range of indexing, abstracting, and full text databases to support their individual curricular and research needs. Member libraries pay the cost of resources brokered through CARLI, but the consortium assumes the cost of negotiating and managing licenses, coordinating selections and centralized billing.

The program provides fully funded access to core electronic resources for the benefit of all members.  As funding arises, CARLI will look at future funded arrangements.

Do I need to be a member to participate in the e-Resources program?

Yes. You must be CARLI member to participate in the E-Resources Brokering program. CARLI does not charge any additional fees for participation; it is a benefit of being a CARLI member.

How does the subscription process work?

The CARLI e-resources license agreements reflect one of two annual cycles.  The majority are on a fiscal year (July - June) cycle, with a smaller number on a calendar year (January - December) cycle.

CARLI utilizes a web portal called Consortia Manager to manage the E-Resources Brokering program.  Libraries use this system as a way to see product pricing, make subscription commitments, and it serves as a centralized place for license and product information.

The selection system is open twice per year to allow libraries to select and commit to subscriptions.  These dates are usually early April to mid May for fiscal year subscriptions and early October to late November for calendar year subscriptions.

There are ways in which products can be added at other times of the year as prorated subscriptions, so please direct questions about adding products to support@carli.illinois.edu.

What resources are available to me with my CARLI membership? 

See the CARLI Funded Resources page for a complete list of CARLI provided resources available to libraries as membership benefit. More information about funded or brokered resources can be accessed through Consortia Manager. Login credentials are required to access the system.

A list of current subscriptions for each library can be found on their CARLI member page.  Libraries can also view their current and recent historical subscription information in Consortia Manager.

What’s the difference between funded resources and brokered resources?

Funded resources are those that CARLI pays a part or all of the license fee for members. Brokered resources are those for which CARLI has negotiated a price for CARLI members for subscriptions. For both types of resources CARLI manages the license agreement and in the case of partially funded or brokered resources CARLI invoices participating libraries for their participation.

How do I set up access to e-resources? What if I have a problem with my e-resources?

Once a subscription commitment has been received, CARLI will provide the vendor with the IP ranges on file for your library.  This is why it is important to ensure CARLI is always provided with updates so that we have the most current IP ranges for your institution.  IP addresses can be updated in Consortia Manager.

If you encounter access issues with a resource brokered by CARLI, please send a note to support@carli.illinois.edu providing as much information as possible.  IP ranges are the first place we look when there are access issues.  Once IP ranges have been confirmed, CARLI staff will reach out to the vendor's technical support for assistance.

If you are setting up e-resources in Alma, information is available in our ERM documentation.

How do you calculate pricing for e-resources?

Vendors determine the pricing structure, based on an externally vetted metric.  Most vendors use full time enrollment information (FTE) while others use Carnegie Classification or another metric or institution type. For all official FTE calculations, CARLI uses the annual fall 10-day FTE count available from the Illinois Board of Higher Education.  This count is available starting in the winter and is reflected in pricing for the following fiscal year.

CARLI works with vendors to make sure pricing is consistent among institution types, sizes, and peers.  In the first year of a new contract, we work with vendors to make sure pricing reflect current institutional characteristics

Will I have a separate invoice for all the databases I subscribe to?

CARLI will invoice you after each selection period is completed.  Libraries receive a single invoice for all databases you select during each subscription period, or if a library adds a prorated product.  This cuts down on the number of invoices libraries must pay.

Each time we subscribe to a new database it often takes a month or more for us to complete our legal or procurement review. Does the database brokering period give us enough time to complete that review?

The legal and purchasing staff of the University of Illinois does a complete review of all licenses offered through the CARLI database brokering program. If you subscribe through CARLI, this review has already been done for you.  No additional signatures by participating libraries are needed as your CARLI Membership Agreement states "In consideration for membership in CARLI, the institution agrees… to act in accordance with all terms and conditions of contractual agreements made by CARLI and its business and contractual agent, the University of Illinois, on behalf of member libraries, and to accept responsibility for the acts or omissions of its own employees related to such agreements.”

Do you have a list of licensing terms for all the databases CARLI offers?

License terms and redacted copies of licenses are available to libraries in Consortia Manager.

I’m a vendor. Who is my contact at CARLI about licensing our products?

Complete the online E-resource Vendor Proposal form. If you have confidential information (pricing, license agreement template) please submit it to the CARLI Office. CARLI staff will send that information directly to the Commercial Products Committee that is responsible for reviewing all product proposals.  Infomation submitted in the proposal form is considered public information; confidential information is shared with the Commercial Products Committee and CARLI staff only.

I am a member library staff member and I have a resource that I think CARLI should purchase or license, where can I make a suggestion?

Libraries have a couple of options to share your ideas. You can send a note to CARLI Support with your suggestions or questions about resources. You can also use the online E-Resources Product or Service Suggestion form. These suggestions are reviewed by the CARLI Commercial Products Committee and/or the vendor is asked to fill out the Vendor Proposal form.