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Determining the cost of materials for a cost per use calculation seems simple, but memberships, packages, and consortial deals make deciding what a specific title costs complicated. After a brief discussion of why librarians often look at cost per use when deciding whether to renew or cancel subscriptions, we'll look at specific examples demonstrating the range of issues the presenter encountered in determining cost for specific titles while compiling data for subscription reviews. Attendees will discuss the advantages and disadvantages of using different methods to assign costs for individual titles in membership, package, and consortial deal subscriptions. After this session, attendees will be aware of cost issues that should be considered when calculating cost per use for a subscription review and understand factors that should be considered in determining cost. One of the goals for our Electronic Resource Management System (ERMS) is to collect all data needed for evaluating serials. We use our ERMS to track all journal and database usage, loading COUNTER-compliant statistics quarterly and importing checkout and re-shelving statistics for print titles from our Voyager ILS semi-annually. When I started entering cost data into our ERMS, I was expecting to battle with transferring data between the ILS and our ERMS. After all, our professional literature and conferences are filled with discussions about the challenges of collecting usage data, but I’d never read or heard anything about the challenges of collecting cost data. It never dawned on me that figuring out which costs to associate with which titles would be a challenge, too. We wanted our ERMS to calculate cost per use for each title. Cost per use allows us to compare the value of titles with widely different costs. At first glance, if Journal A costs $12,000 and Journal B costs just $5000, then cancelling that expensive Journal A seems an easy way to reduce expenditures. But what if Journal A is used 8000 times a year and Journal B is used 100 times a year? With a cost per use of just $1.50, Journal A suddenly seems less expensive than Journal B at a cost per use of $50. Maybe we should cancel Journal B. But first, let’s check the Copyright Clearance Center’s website at www.copyright.com and find out what the copyright fee is for articles we request on via interlibrary loan. The CONTU Fair Use Guidelines for ILL say its fair use to borrow up to five articles published within the last five years from a specific journal. If we borrow more than that during a year, we need to pay copyright fees. Since Journal B was used 100 times, we might need to pay copyright fees on 95 ILL requests next year if we can our subscription. Copyright fees vary widely; a short article from a popular magazine might cost less than $10 but an engineering journal article is likely to cost more than $30. Those direct costs don’t include the

Issues in Determining Cost for Cost Per Use Calculations