In order to be an NN/LM Affiliate, SCELC requires the following:
- A signed SCELC NN/LM Affiliate Agreement Form that states that you understand and accept SCELC pricing and billing policies and procedures.
- A completed Institutional Data Form (to be submitted online).
Policies and Procedures
Any member or affiliate library in good standing may license electronic resources or other library services through SCELC at discounted rates negotiated by SCELC.
Exceptions (for affiliate libraries only)
There may be exceptions where a vendor will require a different charge for certain affiliate groups, or may not allow SCELC to offer a particular product to certain affiliate groups. In such instances SCELC must abide by the vendor’s guidelines.
There may be exceptions where a partnering organization may not allow SCELC to offer a particular product to its members that is in direct competition with a product of its own. In such instances SCELC must abide by the partnering organization’s guidelines.
Master Renewal Order Form (MROF)
SCELC’s fiscal year is from July 1–June 30. Each April we send out a Master Renewal Order Form (MROF) which is a detailed list of all your institution’s subscriptions through SCELC. The MROF lists your library’s current term dates and current pricing and is followed up by the MRI (described above), which reflects pricing listed on the MROF.
You are requested to review the MROF: cross out titles that your library wishes to cancel (after the term ends), add what you wish to begin subscribing to through SCELC, and leave untouched what you wish to renew.
The MROF should be signed, dated and returned to SCELC by mid-May so that we can begin to process renewals as soon as possible.
Notice of Cancellation of a Subscription
Note that requests for the cancellation of resources MUST be received in writing at least 60 days BEFORE their renewal date.
Surcharges and Transaction Fees
For each electronic resource acquisition, the following charges will be applied:
Most of the e-journal packages SCELC offers require an institution to maintain its current spend on a la carte titles with a particular publisher and pay an additional fee to receive electronic access to all the journals within that publisher's package. For example, if an institution is currently subscribing to a la carte titles worth $5,000 from a hypothetical publisher (Surfboard Press), the SCELC offer may require an institution to keep this spend and pay an additional 12% of that current spend, or $600, to receive electronic access to all the journals published by Surfboard Press. In this hypothetical example, SCELC would apply a 1% surcharge on your subscribed title fee ($5,000) and 5% on your unsubscribed title fee ($600), for a total of $80 ($50 + $30). In this hypothetical example, an institution would no longer receive print copies of the journals to which it had previously subscribed, but post-cancellation access would be included for those electronic journals moving forward.
Administrative Surcharges (all libraries)
A surcharge of between 0% and 5%, depending on the product, is charged to all libraries. Generally, a 5% surcharge is added to database products as well as the unsubscribed titles portion of an electronic journal package. For the subscribed titles portion of an e-journal package, a 1% surcharge is added. A 2% surcharge is added to e-journal packages that do not use a subscribed/unsubscribed titles pricing model.
Affiliate Transaction Fees (for affiliate libraries only)
The transaction fee is specific to each electronic resource or service to which you subscribe. It will be one of the following figures, depending on the product being purchased or licensed:
- $50 for products with a set pricing schedule
- $100 for products requiring a custom quote
- $150 for e-journal packages
- 5% of the purchase price if 5% is less than the $50 level
It is understood that acquisition of electronic resources or services is predicated upon prompt payment of all invoices to SCELC within 30 days of the invoice date. The invoice number must accompany payment. Late payment will result in a penalty being applied, as explained in the following Delinquent Invoices document. Failure to remit payment according to stated deadlines may result in cancellation of the service.
Accounts Payable Explanation
SCELC has designed an Accounts Payable System that allows the organization to maintain good standing with its vendors. To accomplish this task, SCELC sends various types of accounting documents during the year, each which serve their respective purposes.
Submission of Payments
Please include the invoice number with all payments. Please be sure your Accounting or Business office has these instructions and uses the following address for submission of payments:
P.O. Box 60330
Los Angeles, CA 90060-0330
Invoices, Memos, and Statements
The following are the various accounting documents that SCELC sends out:
- Membership Dues Invoices (for member libraries only)
- New Database Invoices
- Master Renewal Invoices
- Quarterly Reconciliation Invoices
- Credit Memos
Membership Dues Invoices (for member libraries only)
The Membership Dues Invoice is sent in the middle of June and covers the SCELC fiscal year that begins July 1. Dues for the next fiscal year are established during the Annual Meeting, which takes place every fall.
New Database Invoices
When an institution acquires a new resource through SCELC, an invoice is sent for the amount due for the new acquisition. These invoices may be sent anytime during the fiscal year. Administrative surcharges of between 0% and 5% for each product are added to New Database Invoices. The previously noted Transaction Fees (for affiliates) will be included on these invoices.
Master Renewal Invoices
SCELC mails the Master Renewal Invoice (MRI) in mid-June. This invoice is based on the Master Renewal Order Form (sent in April/May), which is a comprehensive list of resources to which your institution is currently subscribing through SCELC. The prices that appear on the MRI are based on the previous year’s pricing. If a resource appears on the MRI, then it will be renewed for the next year, unless canceled by you, even though the actual renewal may not take place until later in the fiscal year.
Quarterly Reconciliation Invoices
To account for price increases and decreases, SCELC sends Quarterly Reconciliation Invoices (QRI) during the fiscal year. Each quarter, resources with renewal dates during that quarter will appear on the QRI, with updated annual costs. Since a portion of the amount due for a particular resource was paid on the MRI, a credit will appear against the updated annual cost. In some cases, the costs on the MRI may be more than the updated annual costs on the QRI, resulting in a credit. This credit can be used to pay any outstanding invoices. Administrative surcharges of between 0% and 5% for each product are added to Quarterly Reconciliation Invoices. The previously noted Transaction Fees will be included on these invoices.
Credit Memo's look similar to regular SCELC invoices, except for 2 minor differences. Firstly, the credit memo number begins with "CRT." Secondly, on the "Due Date" line of the invoice, instead of a date, the words "Total Credit for...(institution name)" will appear. Credit(s) can be applied to any outstanding invoice(s) by simply noting the credit memo number to be used on the check stub of your payment, subtracting the amount of the credit memo from your total due. If the credit covers an invoice in full, simply email contact form with the invoice number to be paid and credit number to be used.
SCELC funding depends on prompt payment of all invoices. SCELC has a notification system to remind libraries of outstanding invoices. Periodically, a Statement of Accounts will be sent to remind you of your current account status. SCELC also enforces payment guidelines for outstanding invoices, as outlined in the Delinquent Invoice Procedure document.
Delinquent Invoice Procedures
Regulations Governing Delinquent Payments to SCELC:
A SCELC invoice is considered overdue, as classified below, and is subject to penalties and fees per conditions stated below, if SCELC has not received payment for the invoice within the date ranges indicated below:
- Delinquent: more than 60 days past the date of issuance on the invoice
- SCELC staff will contact the library and request verification of the expected date of payment, to be within 90 days.
- Seriously delinquent: 90 days past the date of issuance on the invoice
- A Penalty Fee of 1% of the total outstanding amount of the invoice will be assessed by the SCELC Office as of the 91st day overdue unless a letter of explanation regarding extenuating circumstances has been previously filed by the Library Director with the SCELC Office and accepted by the Executive Director.
- The SCELC Executive Director may instruct the content provider to suspend access to the resource(s) represented on the overdue invoice to the institution in question if the invoice is for an electronic resource or electronic resources.
- Critically delinquent: 120 days past the date of issuance on the invoice
- An additional Penalty Fee of 3% of the total outstanding amount owed will be assessed by the SCELC Office as of the 121st day overdue unless a letter of explanation regarding extenuating circumstances has been previously filed by the Library Director with the SCELC Office and accepted by the Executive Director. Prior explanations filed per § 1. b. i. do not automatically carry forward.
- The SCELC Executive Director may recommend to the Executive Committee of the Board of Directors that the institution in question be suspended from doing business with SCELC in accordance with all bylaws and resolutions.
- Delinquent: more than 60 days past the date of issuance on the invoice
- All dates noted above EXCLUDE holidays and holiday periods, e.g. the four-day Thanksgiving weekend and the period between December 24 and January 1, etc.
- The designated SCELC contact at an institution will be notified by e-mail when an invoice due from the institution has reached Delinquent status and will receive e-mail or telephone reminders from the SCELC Office before an invoice approaches Seriously Delinquent or Critically Delinquent status.
- The designated SCELC contact at an institution will be notified by certified letter of the institution’s Critically Delinquent status if the library has not responded satisfactorily to e-mail and telephone reminders from the SCELC Office, as noted above.