Frequently Asked Questions (FAQs) about Institutional Subscriptions for the ASP Conference Series (ASPCS)

Can we purchase electronic-access books only? Print only? Both print and e-access?

Why use a tiered subscription model?

How do we determine our institution's tier?

Why change from standing orders to subscriptions?

Do I need to change from a standing order to a subscription? Will my standing order remain in force or be cancelled?

What is the duration of a subscription?

What payment options does the ASPCS offer?

When should we start our subscription? Is it limited to calendar years or can the ASPCS accommodate fiscal years?

Can we begin our subscription with a particular volume number?

When will books become available?

How many books will be published in the coming year?

Can our institution order electronic-only access of individual books?

Can our institution order individual printed books?

Can our institution order individual books in both print and electronic formats?

Will we retain access to the e-books if we do not renew our subscription?

What is the scope of access allowed with a site license?

What use of the electronic resources is allowed?

Will the ASPCS provide for long-term access and archiving?

Does the ASPCS provide an alerting system regarding the availability of new volumes?

Does the ASPCS provide usage statistics?

How do I subscribe?

Can we purchase electronic-access books only? Print only? Both print and e-access?

NEW! The ASP now offers the ASP Conference Series as a subscription with two options: 1) e-access only or 2) printed books with e-access. This subscription model will be replacing our current standing order model for libraries and institutions beginning January 2007. Subscriptions are based on a tiered pricing structure.

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Why use a tiered subscription model?

This tiered system allows smaller institutions to purchase the series, thus allowing the proceedings from recent conferences to reach a greater number of astronomical researchers and students. It is also more equitable for different types and sizes of libraries.

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How do we determine our institution's tier?

Because the ASP Conference Series books are used mainly by professional astronomers and space scientists, and their students, our tiered pricing is based on the size of these programs within an institution. The tiered pricing for the ASPCS is as follows:

If it is difficult or impossible to determine the number of professional astronomers and space scientists, the following alternative tier structure based on the overall size of the institution may be used:

Tier 1: 0 – 5,000 FTEs
Tier 2: 5,001 – 10,000 FTEs
Tier 3: 10,001 – 20,000 FTEs
Tier 4: 20,000 + FTEs
(FTE = Full-time equivalent faculty, staff and students)

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Why change from standing orders to subscriptions?

Subscriptions allow us to offer electronic-only access, which is often requested by libraries and institutions. Annual renewals rather than monthly billings will result in less bookkeeping for institutions and fewer problems with accounts and electronic access for the ASP. Tiered subscriptions also allow smaller institutions with fewer resources an opportunity to purchase the series. In addition, a subscription will allow access to all volumes on the entire site for the duration of your subscription. If a subscription is not renewed at some point, IP-access will be retained only for those volumes purchased during the term of the subscription.

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Do I need to change from a standing order to a subscription? Will my standing order remain in force or be cancelled?

Yes, you will need to convert your institution's standing order to a subscription at your earliest convenience (see When should we start our subscription? below). Standing orders will be continued through 2007 until your institution has submitted a subscription form and payment. All standing orders must be transferred to subscriptions by January 2008, when standing orders will be discontinued. If your institution's standing order has not been transferred by 2008, you will need to order volumes individually at the regular price. See questions regarding individual purchases below for more information.

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What is the duration of a subscription?

One year. Subscription renewal notices will be sent out three months before the subscription expires.

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What payment options does the ASPCS offer?

Subscriptions may be paid in full through check, money order, cashier's check, credit card (Visa, MasterCard, Discover) or wire transfer (additional $40 service charge applies for wire transfers). Proforma invoices may be requested by contacting ASP Customer Service; however the subscription will not begin until payment has been received. Subscription orders and payment may be submitted in the following ways:

Mail: 390 Ashton Ave., San Francisco, CA 94112
Fax: 415-337-5205
E-mail: service {at} astrosociety.org
Phone: 1-800-335-2624 or outside the U.S. 415-337-1100 x 114,
Online: http://www.astrosociety.org/pubs/cs/subscription.html
Customer Service Hours: M-F 8:30am – 2:30pm PT, except holidays

The ASP will send renewal notices annually, beginning three months before the subscription expires.

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When should we start our subscription? Is it limited to calendar years or can the ASPCS accommodate fiscal years?

All subscriptions placed in 2006 will take effect on January 1, 2007 and run through the 2007 calendar year. The ASP would like to convert most standing orders to subscriptions on January 1, 2007 or as soon as possible thereafter. However, subscriptions may begin at the beginning of any month during 2007 to best accommodate an institution's budgetary cycle. Standing orders will be discontinued at the end of 2007. If a subscription order has not been placed by that time, volumes will need to be purchased individually at the regular price.

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Can we begin our subscription with a particular volume number?

New subscriptions will begin at the beginning of any month during 2007 and will include all volumes posted online during that month and the following eleven months. For electronic/print subscriptions, the associated printed volumes will be shipped monthly when they are available. Electronic access will be seamless for customers transferring from a standing order, and the ASP will work to ensure all printed volumes are received. If a printed volume is not shipped during the transition from a standing order to subscription, please contact ASP Customer Service to have the printed volume sent as part of the institution's standing order. Individual volumes can always be ordered at any time. See below for pricing and ordering information.

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When will books become available?

Electronic books will be posted online when they have been approved by the ASP and the editors for printing. This is typically at least 1-2 months before printed books are available to be shipped. Proof revisions made to the volume during the printing process are also updated online as they are made. When books are printed, they will be bundled and shipped monthly.

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How many books will be published in the coming year?

The ASPCS has historically published over 24 volumes per year on average. Each year the exact number fluctuates due to editor's schedules. The ASPCS will post and publish an average of 24 volumes per year spread over a 5 year period. As of November 2006, the ASPCS has contracts to publish 30 volumes. The exact number to be published in 2007 will depend upon which editors finish and submit their volumes before September 2007. Compared to other similar astronomical publications, the ASPCS remains an incredible value.

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Can our institution order electronic-only access of individual books?

Coming soon in 2007, e-access of individual books may be purchased separately. ASPCS volumes from Volume 309 forward are currently available electronically with IP access through subscriptions.

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Can our institution order individual printed books?

Certainly! Purchase of an individual printed book, however, does not include electronic access through IP authentication, but rather a username and password. Individual printed volumes may be purchased at the following rates:

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Can our institution order individual books in both print and electronic formats?

Purchase of individual books comes with electronic access for only one person, through a username and password. Coming early in 2007, individual volumes may be ordered by institutions with both printed books and IP-authenticated access for multiple users at the institution.

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Will we retain access to the e-books if we do not renew our subscription?

Yes, access will be retained through IP authentication to those volumes posted online during the subscription year as well as those purchased on a previous standing order, if applicable. Volumes posted before or after the standing order and subscription period will not be available unless purchased individually.

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What is the scope of access allowed with a site license?

Subscriptions are allowed electronic access for a single site or one campus. Multi-site licenses may be negotiated separately by sending an email describing the institution's circumstances to aspcs {at} aspbooks.org. Electronic access is allowed for faculty, staff, students, library patrons, and the campus computer network, including remote access to users directly affiliated with the site when granted by the institution through strict authentication. Please see the Terms and Conditions of Use of Electronic Books for complete details.

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What use of the electronic resources is allowed?

The Terms and Conditions outline completely the allowed uses of electronic resources. The ASPCS allows authorized users to view, search, download and save papers (but not entire volumes) for individual use. Limited distribution is allowed for scholarly purposes.

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Will the ASPCS provide for long-term access and archiving?

Yes. The ASPCS archives the electronic books as well as provides archival copies to the Smithsonian/NASA Astrophysics Data System (ADS) to help ensure long-term accessibility. The ASP will maintain all current ASPCS e-Books on its website for a minimum of three (3) years, at which time they will become public domain and will be available directly through ADS. E-Books will also continue to be available at www.aspbooks.org beyond that time if they are being regularly accessed.

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Does the ASPCS provide an alerting system regarding the availability of new volumes?

This feature is currently in development and is expected to be in place during the first half of 2007.

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Does the ASPCS provide usage statistics?

Usage statistics for libraries and institutions are also currently in development and are expected to be available during the first half of 2007.

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How do I subscribe?

Orders may be submitted online or by mailing or faxing the printed Subscription Form. Address, fax and phone number are included at the bottom of the PDF Subscription Form.

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