WWPRenewals

WWP Renewals Process

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The WWP license renewal process starts in March. More detailed documentation of the process is contained in the WWPDeliveryManagement database (click on "Renewals" at the opening screen).

Essentially the process is as follows:

1. Update the wording of the renewal letter to include any new information about the collection, change due dates and discount information, etc.
2. Check on any last unpaid or unrenewed licenses from the prior license year
3. Archive the current information (best to save a copy of the database, but also go through the archiving process provided in the database itself)
4. Identify the institutions that need to renew (i.e. excluding multi-year licenses, etc.)
5. Update the start and end dates for the renewing institutions
6. Identify the consortially billed institutions and flag them separately; generate consortial renewal lists and send them to our consortial contacts (they will need to confirm FTEs and renewals, after which we can send them an invoice)
7. Identify the institutions receiving discounts, and generate their invoices and renewal letters
8. Identify the institutions not receiving discounts, and generate their invoices and renewal letters
9. Of the above, send email renewals (with attached PDF invoices) to those that wish to receive emailed renewals; print and mail renewals to those that prefer printed renewals.

Renewal information will come back in several forms:

• Checks (from these, we infer that the institution wishes to renew)
• Faxed renewal forms (Jen will typically handle these unless they require special treatment)
• Emailed renewal forms to WWP@brown.edu

Cases that require an updated invoice:

• Some institutions require an invoice dated July 1 (or some other date) to satisfy a purchasing requirement
• Some institutions will request a three-year renewal (with 30% discount)
• Some institutions will have experienced a change in FTE, resulting in a change in annual fee