Selection criteria

Selection criteria

Acquisition of new resources and renewal of subscriptions in the General Collection are evaluated using the selection criteria, which are informed by the collection principles. Resources that do not meet acceptable or ideal standards are generally only acquired or renewed if they are essential to support teaching, learning or research.

Publisher AI tools are also evaluated using the Rubric for Evaluating AI Tools in Academic Libraries created by Erin Montagu from Murdoch University Library.

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Selection criteria Ideal Acceptable Unacceptable
Content is culturally respectful, safe and inclusive Actively promotes IDEA principles – inclusive content, diverse perspectives and accessible formats are integral to the resource. Supports Indigenous knowledge sharing protocols (AIATSIS Guide to evaluating and selecting education resources) and aligns with sustainability goals. Shows basic awareness of IDEA principles, with some elements of inclusion or accessibility. Acknowledges responsible practices and complies with basic standards. No consideration of IDEA principles – may contain exclusive or biased perspectives. Lacks awareness of responsible or ethical considerations may conflict with responsible practice standards.

Selection criteria Ideal Acceptable Unacceptable
Relevance to teaching and learning Strong relevance to multiple programs or units. Directly supports teaching methods and diverse learners.  Demonstrates some relevance to existing teaching and learning needs, such as supporting course content or student learning outcomes. No evident connection to current courses, learning outcomes or curriculum needs. 
Support for accreditation requirements Directly supports accreditation needs across multiple programs. Supports some components of accreditation. No relevance to program or professional accreditation.
Relevance to research High relevance to key research areas. High engagement, with RMIT authors frequently publishing in or citing materials covered by the proposed resource. Supports some active research or moderate RMIT author engagement through citations or publications. No relevance to current research activity. Few RMIT authors publishing in or citing relevant content areas. No evidence of demand or citation (not used by the RMIT academic community).
Learning resource or included in reading list Listed as required reading in one or more active courses – essential for student learning. Listed as optional or recommended reading in one or more courses. Adds value but has limited impact. Not included in any course reading list or recommended materials. Rarely used or alternatives are readily available.
Volume of purchase requests Multiple requests from diverse users, departments or over time, indicating broad or persistent interest or direct alignment to support RMIT teaching, learning or research. One or more requests with direct alignment to support RMIT teaching, learning or research. No purchase requests received, or only a single request without context or support for RMIT teaching, learning or research.
Requestor user profile Requests come from faculty involved in curriculum development or active researchers in a directly related area. Request made by academic or professional staff, or higher education student in a relevant field. Request comes from a user with unclear or minimal academic need (e.g. outside the institution/ no demonstrated relevance).
Justification or rationale provided Clear, detailed justification demonstrating alignment with teaching, learning, or research priorities. General rationale provided, with mention of course relevance or research need. No rationale or vague justification for the request.
Overlap or uniqueness of the content Content is unique, with minimal overlap in the collection and is not available elsewhere. It significantly enhances the comprehensiveness or uniqueness of the collection. Content adds some new elements to the collection but may have partial overlap with existing materials or be available elsewhere. It somewhat enhances the comprehensiveness of the collection. Content has significant overlap in the collection and is readily available elsewhere. It does not contribute to the collection's comprehensiveness or uniqueness.
Scholarly credibility and editorial standards Content is highly credible, peer-reviewed and appropriate for teaching and research. Resource adheres to established editorial and academic publishing standards. Content is generally reliable, suitable for general academic use. Resource follows some editorial guidelines or selective peer-review processes. Content lacks academic rigour, is outdated or includes factual errors. No evidence of peer review or editorial oversight.
Examples may include AI generated/authored content, self-published works.

Selection criteria Ideal Acceptable Unacceptable
Pricing Pricing is transparent, annual increases are sustainable. Pricing is relatively transparent. Pricing is not transparent, annual increases are unsustainable.
Cost to manage resource Cost to manage the resource in terms of staff time or space requirements is reasonable and sustainable. n/a Cost to manage the resource in terms of staff time or space requirements is not sustainable.
Cost per use (CPU) CPU is low, showing strong return on investment. CPU is within acceptable range, indicating reasonable value for money. CPU is high (e.g. significantly above industry benchmarks or internal thresholds), suggesting poor value.
Usage volume High usage – resource is heavily used across multiple user groups  or during multiple years. Moderate usage – sufficient engagement to justify cost. Very low usage – resource rarely accessed regardless of cost.
CPU comparison to similar resources CPU is lower than that of similar resources, showing exceptional value. CPU is comparable to similar resources in the same discipline or format. CPU is significantly higher than comparable resources.
Trend over time

(Not applicable to new resources)

 CPU is decreasing due to increased usage or improved pricing. CPU/usage has remained stable, or fluctuations are explained (e.g. temporary access changes). CPU is increasing/usage declining/rising cost, with no mitigating factors.
Resource sharing requests High volume of requests consistently demonstrating strong user demand. Moderate number of requests indicating occasional unmet need. Low volume of requests – little to no evidence of unmet demand.
Past usage of similar collections High and sustained usage of similar collections, indicating strong relevance and demand. Average usage – some consistent use over time. Low usage statistics – prior collections saw limited engagement.
Turnaway data High frequency of turnaways clearly indicating restricted access and significant unmet demand. Moderate turnaway incidents suggesting potential access demand. Low or no turnaways – minimal indication of access demand. 
Previous purchasing patterns Strong history of successful purchases in this content area, with high usage, renewals or positive user feedback. Some history of purchases in the area with moderate usage. Previously purchased resources underperformed.

Selection criteria Ideal Acceptable Unacceptable
Digital accessibility Resource fully achieves and possibly exceed AA compliance as set out by the WCAG 2.2.  Resource generally achieve AA compliance according to the WCAG 2.2. Most accessibility criteria are met. Resource fails to meet AA compliance as set out by the WCAG 2.2. Significant accessibility barriers exist.
Alternative formatting for disability RMIT/Authorised Users are permitted to copy and/or convert Licensed Material into formats or forms suitable for providing access to, and use by, Authorised Users with a disability. RMIT/Authorised Users are permitted to copy and/or convert Licensed Material into formats or forms suitable for providing access to, and use by, Authorised Users with a disability. n/a
Software requirements Resources are fully functional and accessible without the need for any additional proprietary software. Resources generally do not require additional proprietary software; some functionality may be enhanced with it.  Resources require additional proprietary software, with core features inaccessible without it.
Authentication Authentication is possible via our preferred method of OpenAthens, granting full access without any need for additional individual user registration. Required attributes for OpenAthens are acceptable. Authentication is possible via preferred methods such as OpenAthens or SSO.  Some optional features might still require additional user registration.
Certain required attributes for OpenAthens may be unacceptable.		 Authentication is not a preferred institutional method e.g. individual registration, shared username/password. 
Metadata Resource is easily discoverable with high-quality metadata that adheres to industry standards. Metadata is readily available without need for enhancement. Exception for Indigenous resources. Resource is generally discoverable with metadata that meets basic industry standards.
Metadata is available from the vendor but may require enhancements for optimal discoverability. Exception for Indigenous resources.		 Resource is difficult to discover due to inadequate or poor-quality metadata.
Metadata does not adhere to industry standards. Exception for Indigenous resources.
Learning system integration Supports Learning Tools Interoperability. Staff intervention may be required to support LTI. Does not support LTI integration with any RMIT systems.

Selection criteria Ideal Acceptable Unacceptable
User rights and responsibilities Standard/expected uses permitted.
Clearly outlines user rights and obligations in a balanced manner.Compliance is achievable. 
 		 Reasonable restrictions not impeding use for teaching/research. Outlines rights and responsibilities but lacks detail or balance. Compliance is achievable. Unreasonable restrictions unsuited to teaching/research requirements.
Vague or one-sided; user responsibilities are unclear or excessive.
Compliance is unachievable.
Willingness of publisher/vendor to negotiate RMIT specific requirements Accepts all/most amendment requests. Willingness to explore fair compromises. Willingness to negotiate some terms. Some flexibility shown but limited in resolving all issues. Refuses any attempt to negotiate specific terms.
Rigid or unwilling to compromise.
Authorised users Resources acquired ensure Enterprise-wide unrestricted access for all user cohorts, including alumni. Includes Vietnam and alumni at an additional/reasonable cost. Limited to specific user cohorts or individuals.
Age restrictions on access by authorised users No age restrictions. Parental consent required for under 16s. Parental consent required for under 18s.
Text and data mining (TDM) and artificial intelligence (AI) The clause clearly defines TDM and AI use rights, including permitted activities, data scope, and any restrictions. It specifies storage, reuse, and attribution requirements. The language is transparent and aligns with academic and research needs. The clause mentions TDM and/or AI but lacks detail or uses vague language. Some permissions are implied but not clearly defined.
Further clarification may be needed to ensure compliance and usability.		 The clause is missing, overly restrictive, or prohibits TDM/AI use entirely.
It may include ambiguous terms or impose unreasonable limitations that hinder research and innovation.
Renewal and termination Terms for renewal and termination are fair, clear and balanced. 
Explicit renewal.		 Termination clause is mutual. Due process is evident. Explicit renewal. Renewal and termination favour the publisher.
Arbitrary or overly punitive termination terms.
Vendor can terminate for convenience.
Auto-renewal clause present.
Payment terms and late payment penalties Payment to be processed in 30+ days. 
No late payment penalty.		 Payment to be processed in 30+ days. No late payment penalty or extended payment timeframe. Payment to be processed in less than 30 days.
Interest charged for delayed payment.
Liability and indemnity No indemnification clause, and the institution will not be held liable for the actions of users. Indemnity clause limited to losses, damages or liabilities directly caused or contributed to by RMIT and does not extend to losses, damages or liabilities caused or contributed to by any other authorised user. Indemnity clause in favour of vendor.
Institution must accept liability on behalf of authorised users.
Ownership of any IP created or arising from the use of the licensed product Ownership remains with creator of IP. Ownership remains with creator of IP. Vendor asserts ownership of any IP created or arising from the use of the licensed product.

Selection criteria Ideal Acceptable Unacceptable
Privacy and data use

Aligns with the library’s technical set-up preferences and RMIT’s Privacy Policy.

Transparent about data collection, use and user control over data.

 Privacy Policy aligns with RMIT’s Privacy Policy. Mentions data use but lacks full transparency or user control options. Further information must be provided by vendor.
Requires a technical adjustment to align with the Library’s technical and authentication requirements.		 Privacy Policy does not align with the Library’s technical set-up preferences or RMIT’s Privacy Policy.
Unclear or missing information about data practices. Further information must be provided by vendor.
Privacy Impact Assessment Resources are provided by a current vendor and are accessible through an existing platform. PIA is likely unrequired.   Resources are provided by a current vendor and are accessible through an existing platform; however, this new product or tool may require a PIA to be undertaken. Resources are provided by a new vendor, and access is available on a new platform. PIA must be completed.

Selection criteria Ideal Acceptable Unacceptable
Training and support resources Comprehensive resources are available and aligned with needs. Resources may be available and show some alignment with needs.  Resources are not available or poorly aligned with needs.
Vendor communication Communication is consistently timely, professional and reliable.
Technical support systems effectively document interactions, offering a history of communications.		 Communication is generally timely, professional and reliable.
Technical support systems track interactions adequately, providing some history of communications.		 Communication may be delayed, unprofessional or unreliable.
Technical support systems do not track interactions, lacking an accessible history of communications.
Outage and platform change communication Scheduled outages and platform changes are communicated clearly and with ample notice.
Stakeholders are prepared for any impacts.		 Scheduled outages and platform changes are generally communicated clearly and with reasonable notice.
Stakeholders are mostly prepared for potential impacts.		 Scheduled outages and platform changes are communicated poorly, with unclear information and insufficient notice.
Stakeholders are unprepared for potential impacts.

Selection criteria Ideal Acceptable Unacceptable
Data format Data compatible with industry standards is available, e.g. COUNTER 5 compliant usage data. Data is available to support decision making. No appropriate data available to support decision making.
Data availability Data can be harvested automatically through a scheduled process, e.g. COUNTER 5 compliant usage data harvested in Alma by using the SUSHI protocol. Data can easily be retrieved via an admin portal, or by contacting the vendor. Data is not readily available upon request, or via an admin portal. There are significant delays in obtaining data.

Selection criteria Ideal Acceptable Unacceptable
Strategic alignment Resource shows the University’s research output, supports academic reputation and aligns with strategic priorities. Resource demonstrates clear value for teaching, research or institutional goals.
Adheres to Self-Authored Learning Resources: Conflict of Interest - Disclosure Guidance Materials policy.		 Resource supports general academic engagement or known subject needs.
Adheres to Self-Authored Learning Resources: Conflict of Interest - Disclosure Guidance Materials policy.		 Inclusion of works has no clear value for teaching, research or institutional goals.
Does not adhere to Self-Authored Learning Resources: Conflict of Interest - Disclosure Guidance Materials policy.

Selection criteria Ideal Acceptable Unacceptable
Open access agreement cost compared with traditional subscription or purchase agreements The agreement is cost neutral. The agreement requires some additional investment. The agreement requires significant additional investment.
Author charges There are no additional charges for authors, such as page charges or submission fees. There are minimal additional charges for authors, such as page charges or submission fees.  There are considerable additional charges for authors, such as page charges or submission fees.
Support for open access publishing  Provides unrestricted open access publishing in a wide range of high-quality or relevant journals. Includes limited open access publishing opportunities. Does not include open access publishing options or terms are unclear.
Availability of a transformative agreement A comprehensive transformative agreement is in place, covering broad access and publishing rights with clear terms. No limitations such as capped APCs or small number of journals. A transformative agreement is available, but with limited scope or partial benefits (e.g. capped APCs, limited journals). No transformative agreement is offered or available or unclear publishing rights for university-affiliated authors.
Type of open access licence CC BY (Creative Commons Attribution). n/a CC BY-NC-ND (Creative Commons Attribution NonCommercial NoDerivs)

Selection criteria Ideal Acceptable Unacceptable
Availability of the resource in digital and supported physical formats Unlimited electronic access. Electronic access with some limits, e.g. digital rights management (DRM), concurrent user limits. Supported physical formats. Resource only available in unsupported physical formats (e.g. cassette, VHS).
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Acknowledgement of Country

RMIT University acknowledges the people of the Woi wurrung and Boon wurrung language groups of the eastern Kulin Nation on whose unceded lands we conduct the business of the University. RMIT University respectfully acknowledges their Ancestors and Elders, past and present. RMIT also acknowledges the Traditional Custodians and their Ancestors of the lands and waters across Australia where we conduct our business - Artwork 'Sentient' by Hollie Johnson, Gunaikurnai and Monero Ngarigo.

Learn more about our commitment to Indigenous cultures