Database Fees FAQ for FY2005
(July 1, 2005- June 30, 2006)

1. How much will my library pay in fees?

A. A long-term fee schedule for TexShare member libraries has been developed.

Libraries were invoiced in a TexShare Database Program membership fee in August to help pay for databases for the period of July 1, 2005, through June 30, 2006, based on the following long-term fee schedules:

FY05 fee schedule for academic libraries
FY05 fee schedule for public libraries

2. What is the formula used to determine the long-term fee schedule?

A. The final fee schedule is based upon a formula created by the Task Force on Database Fees.

The total $1.5 million that needs to be collected was split into 75% academic libraries and 25% public libraries based on database usage. The formula for the fee is a weighted combination of 30% undergraduate FTE's and 70% information resources expenditures for academic libraries (adding up to $1,125,000), and 30% population served and 70% collection expenditures for public libraries (adding up to $375,000). Several ceilings and floors were added for the academic libraries and one ceiling and floor was added for the public libraries.

3. How was this fee schedule determined?

A. In January 2003, at the request of the Legislative Budget Board, TSLAC took a survey of a random, stratified sample of TexShare member libraries to help determine the amount member libraries could be expected to pay in support of the TexShare database program. (Click here for survey results)

TexShare Advisory Board Chair Eva Poole appointed a task force to craft a proposal for a fee schedule. Following is the task force charge:

A Task Force on TexShare Fees is formed in order that the TexShare consortium

• Insures the continuation of the crucial TexShare database service.
• Insures that responsibility for and access to the TexShare databases is appropriately shared among TexShare member libraries.

The task force is charged with making recommendations to the TexShare Advisory Board and the Texas State Library and Archives Commission in response to the following questions:

1. How much should TexShare member libraries be assessed in fees for the TexShare database service if TSLAC is appropriated the full amount of funding for that service as set forth in its revised FY04-05 LAR?
2. How much should TexShare member libraries be assessed in fees for the TexShare database service if TSLAC is not appropriated any of the general revenue - dedicated (TIF) funds requested in the FY04-05 LAR?
3. How should these assessments be shared among TexShare member libraries of various types and sizes?
4. What are the options for collecting fees?

The task force reviewed a great deal of information, including:

• Information on Academic and Public library collections and expenditures
• List price of major databases by library type and size
• Database use statistics by library type
• TSLAC budget information
• Past history of database fees
• Recommendations of Task Force on Fees, FY2000
• Results of survey on fees
• Other states' multi-type database funding

Summaries of task force meetings were provided to the TexShare membership using the TexShare electronic discussion lists and Web site. (http://www.texshare.edu/programs/academicdb/taskforce.4.22.03.html,
http://www.texshare.edu/programs/academicdb/taskforce.5.05.03.html,
http://www.texshare.edu/programs/academicdb/taskforce.5.05.03.html,
http://www.texshare.edu/programs/academicdb/taskforce.7.07.03.html
http://www.texshare.edu/programs/academicdb/taskforce.10.08.03.html)

The task force developed a draft fee schedule, which was sent to the membership for comment on June 14, 2003. The comments that were received on this draft were compiled and shared with the task force. At its subsequent meeting on July 7, 2003, the task force voted to amend the fee schedule slightly and issue it as an interim schedule. A long-term schedule would be generated after additional review and deliberation. This recommendation was approved by the TexShare Advisory Board at its July 9, 2003, meeting.

Roster of members of the TexShare Task Force on Database Fees
Roster of members of the TexShare Advisory Board

4. When will there be a new, long-term fee schedule?

A. The new, long-term schedule is in place for fees to be collected in
FY 2005 (invoices went out in August 2004).

5. When will TSLAC invoice libraries? When are payments due?

A. The Texas State Library invoiced libraries in August 2004. Every effort was made to send invoices in August to provide libraries with maximum budgetary flexibility. All fee payments were to be received by October 31, 2004, to allow the Electronic Information Working Group to finalize the database choices for the period July 1, 2005 - June 30, 2006. The deadline was extended for libraries using their Loan Star Libraries grant funds to pay their database fee.

6. What if I can't afford the fee assessed to me?

A. TSLAC hopes that libraries will explore as many options as possible for funding to meet their fee assessments. Some potential sources for funds include:

• Public library Loan Star Libraries grants
• Collection development money
• Money from Friends groups, donations, corporate sponsorships

However, if a library has explored all possible sources of funding and still is unable to pay the fee assessed to them, there is an appeals process thatmay result in a library receiving a lower fee assessment or a waiver of the fee assessment.

7. What is the appeals process?

A. Go to the links below to view the protest procedures written in Texas Administrative Code, Title 13, Part 1, Chapter 2, Subchapter A, Rule §2.55. Available in Word and PDF formats. Word | PDF

8. How much revenue will be generated by this fee schedule?

A. This fee schedule will generate $1.5 million.

9. How does this compare with other sources of revenue for TexShare databases?

A. In FY05 there will be $3,025,000 in state funds and $950,000 in federal funds.

10. What databases will the fees buy?

A. The collection of fees this fall does not impact the databases currently available to TexShare member libraries. A current list of TexShare databases (subscriptions running July 1, 2005 - June 30, 2006), is available now.

11. I need more information. Who can I contact?

A. Send e-mail to texshare@tsl.state.tx.us or call 512-463-0188.

More information can be found at the Database Fees Forms and Information Page as well.