Frequently Asked Questions About OCLC Billing for INCOLSA Members

What are the changes you are implementing?: INCOLSA and MLC have formed a partnership to work with OCLC as they roll out their new service model. This summer, MLC will begin sending INCOLSA members their OCLC bills, and INCOLSA will begin marketing OCLC services throughout Michigan and Indiana.

Why are you doing this?: Last fall OCLC announced that they were introducing a new service model. The new model changed the way that Regional Networks work with OCLC. As a result of the change, it made sense for smaller regional Networks, such as INCOLSA and MLC, to join together to jointly offer OCLC services. Under the new arrangement, MLC will distribute billing information to MLC and INCOLSA libraries and INCOLSA will handle marketing of OCLC services. We think the new arrangement offers us an opportunity to look to the future and explore further joint services.

When is this new arrangement effective?: Your July 2009 activity. MLC will begin sending you invoices for cataloging and ILL activity that you do during July. You can expect to see that invoice in early August.

What happens between now and July?: Your current process and work with INCOLSA remains the same until you get your first invoice for OCLC activity from MLC.

When will I get my OCLC cataloging and ILL subscription renewal?: INCOLSA, MLC, and OCLC are working to get your cataloging subscription renewal out much earlier than usual and we expect to deliver it to you the week of March 23 - 27.

What will my renewal invoice look like?: You can find an annotated example renewal invoice at this link. A higher resolution PDF version is also available.

How much will it cost to get my billing from MLC?: Nothing. OCLC has moved to a national pricing model, which means that your choice of billing agent has no impact on your OCLC subscription price.

Can I get my billing cheaper anywhere else?: No. OCLC's new national pricing model has eliminated the need to shop around for better prices. Regardless of who sends you your OCLC bill you will pay the same price.

How will I be notified about my OCLC charges after MLC starts sending my bills?: MLC mails monthly invoices with your actual OCLC charges. If you have a deposit account, you are not required to send monthly payments; your invoice will be automatically deducted from your account. You will also receive quarterly statements from MLC showing your deposit account activity over the preceding three months and the amount remaining in your deposit account

Can I set up a deposit account with MLC like I did with INCOLSA?: Yes, absolutely. It's easy to do. Simply send the amount that you wish to place on deposit at MLC, noting the intended purpose of the funds. The accounting staff at MLC will take care of the rest. With a deposit account at MLC, you can pay for database or ejournal subscriptions or buy 3M security strips. As at INCOLSA, your money is always available to you should you decide to use it for other purposes or withdraw it entirely.

What if I want to put funds on deposit at MLC, but my institution requires an invoice to process payment?: You can contact Janet LaCross at MLC or call her at 800-530-9019 extension 116. MLC will be happy to create an invoice to accomodate your needs.

Can I prepay my OCLC charges?: Yes you may. MLC will send you an invoice with an estimate of your annual OCLC usage for FY2010. The estimate is calculated by looking at your past usage. If you expect there to be significant differences, such as a major cataloging project that has just ended or one that is just beginning, you may wish to adjust your estimated usage. Just contact MLC, and we will issue a new invoice if you need it. If you prefer, simply send in the adjusted amount, and we'll credit it to your account.

Is there any kind of prepayment discount?: Yes, this year MLC offers a 1 percent credit to any library that prepays its annual OCLC subscription. Upon receipt of your full annual payment by the due date, MLC will credit your account for 1 percent of your annual subscription.

Can I use the web to get information about my OCLC usage from MLC?: Yes, MLC maintains history of all OCLC activity, which can be viewed online or downloaded to an Excel spreadsheet. The history for INCOLSA libraries will start building with their July activity.

I understand MLC's role in the OCLC billing. Is there more to the partnership between MLC and INCOLSA?: Yes, as part of the partnership between MLC and INCOLSA, INCOLSA will do most of the marketing for OCLC services in Michigan and Indiana. INCOLSA will be responsible for monthly communications to MLC and INCOLSA members about OCLC products/services and programs. They will use e-mail lists, print or electronic newsletters, and MLC’s and INCOLSA’s websites to distribute that information. In addition, INCOLSA will maintain information about OCLC, including OCLC product/service and program descriptions and links, on MLC’s and INCOLSA’s websites. INCOLSA will work with MLC to make sure OCLC staff have regular opportunities to participate at INCOLSA and MLC user meetings, events, and activities.

Can you tell me more about pre-payment for OCLC services?: It has been MLC’s long-standing policy that all OCLC charges be paid in advance. We realize that this might be different from arrangements that you may have had with INCOLSA. We also understand that many Indiana Libraries are on a January through December fiscal year, making a mid-year budget change extremely difficult. We will work with you to make your transition to MLC as smooth as possible, and if we need to make other arrangements for you, we are happy to do so. However, if you prepay your estimated usage by the due date, you will receive a prepayment discount of 1 percent. This discount is calculated by multiplying your total prepayment (funds available on deposit, limited to estimated usage total) by 1 percent and adding this as a credit to your account.

How can I get more information?: You can send email to Janet LaCross at MLC or call her at 800-530-9019 extension 116. At INCOLSA, contact Pat McWilliams or by phone at 317-298-6570.

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