SCOAP3 Scenario Calculator – Instructions for Use
The SCOAP3 Scenario Calculator is a tool to guide you through the steps required to calculate your subscription cost
reductions for each SCOAP3 journal. It is intended for use by both individual libraries as well as library consortia.
The tool is designed to ensure that the appropriate cost reductions are obtained from the publisher for each SCOAP3
journal, based on the current expenditure for these titles by individual libraries and consortia. In general, this amount
will also serve as a guideline for the amount of funds to be redirected to SCOAP3 to provide peer review and Open
Access publishing for the SCOAP3 journals.
There is one Calculator spreadsheet for each of the publishers of participating journals that are not already Open
Access – APS, Elsevier, IOP and Springer. Each Calculator is organized according to scenarios (subscription types)
and SCOAP3 models (percent of individual journal content that is HEP-related). Each spreadsheet also contains
additional worksheets that can be used as aids in calculations or contain useful information such as publisher list
prices or currency codes.
Providing this data does not constitute a binding commitment to participate in SCOAP3, nor does it bind your institution
to a specific amount of funding. Participation and funding commitments will only be effective upon signing a SCOAP3
MOU, which will be made available to all prospective participants for review and consideration in advance of a request
for formal participation.
This document is divided into three main sections:
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Scenarios (p. 2) – describes the different subscription or license types that may apply to your SCOAP3
journals.
Data Entry Instructions (p. 3) – step-by-step guidance for completing the Calculator spreadsheets.
Definitions for Reduction Scenarios Worksheet (p. 8) – contains comprehensive definitions for each
element in the Calculator spreadsheet. You may wish to read this section before entering data into the
spreadsheet, and/or refer to it frequently when entering information.
General Instructions
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There is a separate Calculator spreadsheet for each publisher whose SCOAP3 journals are eligible for cost
reductions – APS, Elsevier, IOP and Springer.
Within each spreadsheet, the worksheet labeled Reduction Scenarios is the main data collection worksheet.
Enter data only for SCOAP3 journals for which you currently have an expenditure. It is not necessary to
include information for all journals participating in SCOAP3.
Add data for cells highlighted in bright yellow. Grey cells are unnecessary for a particular scenario. White
cells are automatically calculated.
Columns labeled in red are optional, and are primarily intended for the use of consortia. Cells in these columns
are highlighted in pale yellow.
Each scenario includes an Example row as an aid for understanding how the calculations work.
Most calculations are in protected cells and cannot be changed.
In this document we have provided guidance about which scenarios will apply most often for specific journals,
but you may apply any Scenario 1-5 that is relevant for journals at your institution or consortium.
Once you have entered data for your SCOAP3 subscriptions, send the calculator spreadsheet to Ann Okerson
( [email protected]).
Your NCP can provide guidance on completing the calculator spreadsheet if you have questions. NCPs can
also provide instructions for unprotecting the worksheet if you need to make changes to any of the protected
cells. Consult with your NCP before making such changes, as this may alter the formulas in the worksheet.
Scenarios
Scenarios describe the type of subscription or license for SCOAP3 journals at your institution or consortium. There are
5 numbered subscription type scenarios included in the Calculator and they are summarized here for your
convenience.
Scenario 1 – Individual Subscriptions - applies to a journal purchased as a single discrete subscription, i.e. not part
of a package or collection of journals. This scenario could apply to any of the SCOAP3 journals. Instructions for
Scenario 1 data entry can be found on Page 2.
Scenario 2 - Packages with Known Journal Costs - applies to a journal purchased as part of a package where the
cost of the individual journal within the package is known. This scenario will apply most often, but not exclusively, to
Elsevier and Springer journals. Instructions for Scenario 2 data entry can be found on Page 3.
Scenario 3 - Package Costs Based on Historical Print (sometimes known as a database price model) - applies
to a license in which the prices of individual journals are based on the original historical print subscription costs for
each journal, plus any annual increases that have been applied in subsequent years. This scenario may be relevant in
cases where pricing follows a database model but is based on pre-existing subscription history. This scenario will
apply most often, but not exclusively, to Elsevier and Springer journals. Instructions for Scenario 3 data entry begin on
Page 3.
Scenario 4 – Packages with a Single Fixed Cost - applies to a package in which individual journal costs are not
itemized. This scenario will apply most often, but not exclusively, to APS and IOP journals. Instructions for Scenario 4
data entry begin on Page 4.
Scenario 5 - Journal is in a package of unsubscribed titles at a fixed cost - applies to a journal package in which
the affected SCOAP3 journal is included within a collection of unsubscribed journals covered by a single fee. This
scenario will apply most often, but not exclusively, to Elsevier and Springer journals. Instructions for Scenario 5 data
entry begin on Page 6.
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Data Entry Instructions
Refer to the Definitions section beginning on page 7 for detailed information about each data element indicated below.
You may wish to read the Definitions section in its entirety before entering data.
Scenario 1 – Individual Subscriptions
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Scenario 1 applies to a journal purchased as a single discrete subscription, i.e. not part of a package or collection of
journals. This scenario could apply to any of the SCOAP3 journals.
Identifying information – enter the requested information in Rows 1-5 (items numbered 1-7; item 8 is optional).
<Column E> Currency - enter the currency in which you pay your subscription, using standard currency codes from
the Currency Codes worksheet, i.e. USD, EUR, GBP, CNY, JPY, etc.
<Column F> Base Year - the default year of 2013 should not be changed, unless you are entering cost information for
an earlier year.
<Column G> Price 1 – Price Actually Paid - enter the price paid in the base year for a single subscription. If entering
data for a consortium with tiered pricing, enter price for lowest level tier.
<Column H> No. of subs for price 1 - enter the total number of subscriptions held, across the institution or consortia,
for the journal.
<Columns I-P> (optional) If there are additional subscriptions at different prices across the consortium (e.g. for
different pricing tiers), enter as many additional unit prices as needed and the number of subscriptions at each price. If
necessary, additional columns may be added. Enter price for subsequently higher level tiers in <Price 2>, <Price 3>,
etc.
<Column Q> Content / Online Access Fee (optional) - online access fees, cross-access or top-up fees may require
custom calculation by the consortium according to terms of a given contract. The figure (or formula) entered for
Column Q is currently added into Column X (Total price paid for journals in 2013) if Column R is blank. Remaining
fees are added into Column AA (SCOAP3 Share of Total Cost in 2013).
<Column R> Consortium Multiple (optional) – may be applicable for some consortia and, if used, is multiplied by
Column Q to calculate Column Y (2013 Top-Up or Cross-Access Fee).
<Column X> is automatically calculated.
<Column Y> 2013 Top-Up or Cross-Access Fee (optional) - may require custom calculation by the consortium
according to the terms of a given contract. As a default, the spreadsheet contains a formula which uses the product of
Column Q and Column R for this fee if R is not blank. If R is blank, the fee is set to “0.” This formula can be modified
if necessary (this requires unprotecting the worksheet).
<Column Z> 2013 Additional Fees (optional) – enter any additional fees applicable to the contract that are not
included elsewhere. The fees should be pro-rated if necessary so that only the amount attributable to the affected
SCOAP3 journal and eligible for reduction is entered in this column.
<Column AA> SCOAP3 Share of Total Cost in 2013 – is automatically calculated. This is the amount of cost
reduction that will be due to subscribers for each journal.
<Column AB> 2013 DDP / print price (optional) - enter the subscription price to be paid in 2013 for any continuing
print copies of the journal. For APS journals, this is the publisher’s Print Add-On Price.
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Scenario 2 – Packages with Known Journal Costs
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Scenario 2 applies to a journal purchased as part of a package where the cost of the individual journal within the
package is known. This scenario will apply most often, but not exclusively, to Elsevier and Springer journals.
See instructions for Scenario 1 above.
Scenario 3 – Package Costs Based on Historical Print
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Scenario 3 applies to a license in which the prices of individual journals are based on the original historical print
subscription costs for each journal, plus any annual increases that have been applied in subsequent years. This
scenario may be relevant in cases where pricing follows a database model but is based on pre-existing subscription
history. This scenario will apply most often, but not exclusively, to Elsevier and Springer journals.
Identifying information – enter the requested information in Rows 1-5 (items numbered 1-7; item 8 is optional).
<Column E> Currency - enter the currency in which you pay your subscription, using standard currency codes from
Currency Codes worksheet, i.e. USD, EUR, GBP, CNY, JPY, etc.
<Column F> Base Year - enter the base year for this contract. For packages based on historical print subscriptions,
the base year will generally be earlier than 2013. If different consortium members joined the contract in different years,
you may need to create additional rows to accommodate multiple base years (this requires unprotecting the
worksheet).
<Column G> Price 1 – Price Actually Paid - enter the price paid in the base year for a single subscription. If entering
data for a consortium with tiered pricing, enter price for lowest level tier.
Note for Elsevier calculator: if you subscribe to the SCOAP3 journals via a combination package such as Nuclear
Physics full set or Physics Letters full set, please use the worksheet Elsevier Bundled titles – USD, in order to calculate
the price actually paid for the individual SCOAP3 journal within the Combination package.
<Column H> No. of subs for price 1 - enter the total number of subscriptions held in the base year, across the
institution or consortia, for the journal. Alternatively, if only a total cost is known for the base year, enter the total cost
in Column G and a “1” in Column H.
<Columns I-P> (optional) If there are additional subscriptions at different prices across the consortium (e.g. for
different pricing tiers), enter as many additional unit prices as needed and the number of subscriptions at each price. If
necessary, additional columns may be added. Enter price for subsequently higher level tiers in <Price 2>, <Price 3>,
etc.
<Column Q> Content / Online Access Fee (optional) - online access fees, cross-access or top-up fees may require
custom calculation by the consortium according to terms of a given contract. The figure (or formula) entered for
Column Q is currently added into Column X (Total price paid for journals in 2013) if Column R is blank. Remaining
fees are added into Column AA (SCOAP3 Share of Total Cost in 2013).
<Column R> Consortium Multiple (optional) – may be applicable for some consortia and, if used, is multiplied by
Column Q to calculate Column Y (2013 Top-Up or Cross-Access Fee).
<Column X> Total price paid for journals in 2013 - is automatically calculated, based on data entered in the
worksheet titled Annual Increases.
Annual Increases worksheet - to determine the value for <Column X> go to Annual Increases worksheet. In this
worksheet enter annual price increases as needed, beginning with the starting year (Base Year) of the package
license. The starting year will usually be the first year that a contract was moved to the database price model. The
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journal price will usually be the individual journal price in the Base Year or in the year immediately prior to the Base
Year.
Enter price increases using the format “1.03” (3% increase), “1.05” (5% increase), etc. Enter all years earlier than the
Base Year, and any other years not needed, as “1”. The column <Cumulative Increases thru 2013> automatically
calculates the total cumulative annual increase from the Base Year to current year.
This total cumulative annual increase is automatically entered in the Reduction Scenarios <Column X> calculation for
total price paid for journals in 2013.
<Column Y> 2013 Top-Up or Cross-Access Fee (optional) - may require custom calculation by the consortium
according to terms of the contract. As a default, the spreadsheet contains a formula which uses the product of Column
Q and Column R for this fee, if R is not blank. If R is blank, the fee is set to “0.” This formula can be modified if
necessary (this requires unprotecting the worksheet).
<Column Z> 2013 Additional Fees (optional) – enter any additional fees applicable to the contract that are not
included elsewhere. The fees should be pro-rated if necessary so that only the amount attributable to the affected
SCOAP3 journal and eligible for reduction is entered in this column.
<Column AA> SCOAP3 Share of Total Cost in 2013 – is automatically calculated. This is the amount of cost
reduction that will be due to subscribers for each journal.
<Column AB> 2013 DDP / print price (optional) - enter the subscription price to be paid in 2013 for any continuing
print copies of the journal.
Scenario 4 – Packages with a Single Fixed Cost
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Scenario 4 applies to a package in which individual journal costs are not itemized. For packages of this type, the cost
of the SCOAP3 journals is calculated as a percentage of the total package fee. The percentage is calculated by
dividing the list price of the SCOAP3 journal into the sum of the list prices of all journals contained in the package. The
resulting percentage is then applied to the package fee to determine the cost of the SCOAP3 journal within the
package. This scenario will apply most often, but not exclusively, to APS and IOP journals.
Identifying information – enter the requested information in Rows 1-5 (items numbered 1-7; item 8 is optional).
<Column E> Currency - enter the currency in which you pay your subscription, using standard currency codes from
Currency Codes worksheet, i.e. USD, EUR, GBP, CNY, JPY, etc.
<Column F> Base Year - the default year of 2013 should not be changed, unless you are entering cost information for
an earlier year.
Note: the following instructions for Columns S-W apply to Elsevier, IOP or Springer journals only.
For APS journals, see the next section.
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<Column S> Base Year Package price (sum really paid by the institution) – enter the total price paid for the
package in the Base Year.
<Column T> Sum of 2013 list prices of this package (single copy) – enter the sum total of the 2013 individual list
prices for all journals in the package. USD prices for <Column T> can be found in the worksheets mentioned below.
<Column U> 2013 List price of the journal – enter the 2013 list price of the individual SCOAP3 journal. USD prices
for <Column U> can be found in the Reference worksheets mentioned below.
<Column V> Currency used for list price – enter the currency in which the list price was quoted, using standard
currency codes from Currency Codes worksheet, i.e. USD, EUR, GBP, CNY, JPY, etc.
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<Column W> Percent of package – is automatically calculated.
Reference Worksheets
The worksheets titled General Package Worksheet and Elsevier Bundled Titles – USD are templates
that can be used for journal combination packages, such as Nuclear Physics A & B or Physics Letters A &
B. Instructions for use of these worksheets are included within the worksheets.
The IOP Packages worksheets (ScienceExtra, Package Z, and Package B) are templates that contain list
prices in USD for the journals in these packages, to be used in calculating the data entered in Columns T,
U, and V of the reduction scenarios worksheet. If your prices are in a currency other than USD, you can
modify these worksheets by entering the correct list prices in your currency (links to 2013 prices can be
found in the Publisher List Prices worksheet).
The worksheet titled Publisher List Prices provides links to 2013 list prices for the SCOAP3 publishers.
Note: the following instructions for Columns S-W apply to APS journals only.
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<Column S> APS-All Base Year Package price (sum really paid by the institution) – enter the total price paid for
the package in the Base Year.
<Column T> Percentage for APS-All – this percentage is precalculated and entered for you.
<Column U> PR-All Base Year Package price (sum really paid by the institution) – enter the total price paid for
the package in the Base Year.
<Column V> Percentage for PR-All – this percentage is precalculated and entered for you.
<Column W> is intentionally blank for APS journals.
Note: the following instructions for Columns X-AB apply to all Scenario 4 journals.
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<Column X> Total price paid for journals in 2013 – is automatically calculated.
<Column Y> 2013 Top-Up or Cross-Access Fee (optional) - may require custom calculation by the consortium
according to terms of the contract. As a default, the spreadsheet contains a formula which uses the product of Column
Q and Column R for this fee, if R is not blank. If R is blank, the fee is set to “0.” This formula can be modified if
necessary (this requires unprotecting the worksheet).
<Column Z> 2013 Additional Fees (optional) – enter any additional fees applicable to the contract that are not
included elsewhere. The fees should be pro-rated if necessary so that only the amount attributable to the affected
SCOAP3 journal and eligible for reduction is entered in this column.
<Column AA> SCOAP3 Share of Total Cost in 2013 – is automatically calculated. This is the amount of cost
reduction that will be due to subscribers for each journal.
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<Column AB> 2013 DDP / print price (optional) - enter the subscription price to be paid in 2013 for any continuing
print copies of the journal. For APS journals, this is the publisher’s Print Add-On Price.
Scenario 5 – Journal is in a package of unsubscribed titles at a fixed cost
t
Scenario 5 applies to a journal package in which the affected SCOAP3 journal is included within a collection of
unsubscribed journals covered by a single fee. This scenario will apply most often, but not exclusively, to Elsevier and
Springer journals.
Identifying information – enter the requested information in Rows 1-5 (items numbered 1-7; item 8 is optional).
<Column E> Currency - enter the currency in which you pay your subscription, using standard currency codes from
Currency Codes worksheet, i.e. USD, EUR, GBP, CNY, JPY, etc.
<Column F> Base Year - the default year of 2013 should not be changed, unless you are entering cost information for
an earlier year.
<Column S> Base Year Package price (sum really paid by the institution) – enter the total price paid for the
unsubscribed journals package containing the respective journal, in the Base Year.
<Column T> Sum of 2013 list prices of this package (single copy) – enter the sum total of the 2013 individual list
prices for all journals in the unsubscribed journals package. :
<Column U> 2013 list price of the journal - enter the 2013 list price of the individual SCOAP3 journal. Prices for
<Column U> can be found in the Publisher List Prices worksheet.
<Column V> Currency used for list price – enter the currency in which the list price was quoted, using standard
currency codes from Currency Codes worksheet, i.e. USD, EUR, GBP, CNY, JPY, etc.
<Column W> Percent of package – is automatically calculated.
<Column X> Total price paid for journals in 2013 – is automatically calculated.
Note for Elsevier calculator: please note that the number automatically divides the cost across the five archive years
provided with Freedom Collection.
<Column Y> 2013 Top-Up or Cross-Access Fee (optional) - may require custom calculation by the consortium
according to terms of the contract. As a default, the spreadsheet contains a formula which uses the product of Column
Q and Column R for this fee, if R is not blank. If R is blank, the fee is set to “0.” This formula can be modified if
necessary (this requires unprotecting the worksheet).
<Column Z> 2013 Additional Fees (optional) – enter any additional fees applicable to the contract that are not
included elsewhere. The fees should be pro-rated if necessary so that only the amount attributable to the affected
SCOAP3 journal and eligible for reduction is entered in this column.
<Column AA> SCOAP3 Share of Total Cost in 2013 – is automatically calculated. This is the amount of cost
reduction that will be due to subscribers for each journal.
<Column AB> 2013 DDP / print price (optional) - enter the subscription price to be paid in 2013 for any continuing
print copies of the journal.
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Definitions for Reduction Scenarios Worksheet
Identifying information
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Located in Rows 1-5 (items numbered 1-7, 8 is optional), this information serves to uniquely identify the data for your
library or consortium.
SCOAP3 Baseline Data
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<Column A> Scenario Description and Journal Name – The Scenario Description refers to the subscription or
license type as described in Annex I of the SCOAP3 Technical Specifications. There are 5 numbered subscription
type scenarios included in the Calculator, for which detailed descriptions can be found in Annex I. The scenarios serve
as guidelines for the cost reconciliation process between libraries/institutions/consortia and publishers. This column
also includes the Journal Name for each SCOAP3 journal for which cost reductions may be calculated.
<Column B> Publisher - lists the publisher for the journal(s) in Column A.
<Column C> Model 1 or 2 - indicates the respective SCOAP3 service model. Model 1 journals will be fully converted
to open access under SCOAP3 and contain at least 60% HEP content. Model 2 applies to journals that will be partially
converted to open access under SCOAP3.
<Column D> SCOAP3 Percentage - for each journal, indicates the percentage of research article content that will be
converted to open access under SCOAP3 as well as the percentage of the subscription price for that journal that will
be funded by SCOAP3. These percentages are fixed and cannot be changed.
Basic Contract Information
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<Column E> Currency – identifies the currency in which you pay your subscription, i.e. USD, EUR, GBP, CNY, JPY,
etc.
<Column F> Base Year - indicates the calendar year of the subscription year against which costs are to be
calculated. For most scenarios, except Scenario 3, the default year of 2013 should not be changed unless you are
entering cost information for an earlier year.
Individual Journal Pricing Data (Scenarios 1-3)
a
<Column G> Price 1 (Price Actually Paid) – indicates the price paid in the base year for a single subscription. For
consortia where there are additional subscriptions at different prices, e.g. for different pricing tiers, this is used to
indicate the lowest unit price. Additional unit prices can be entered in Columns I-P.
<Column H> No. of subs for price 1 – indicates the total number of subscriptions held, across the institution, for the
price contained in <Column G>. For consortia, this is used to indicate the total number of subscriptions at a given unit
price.
<Columns I-P> (optional) - indicates the number of additional subscriptions at different unit prices.
<Column Q> Content / Online Access Fee (optional) - indicates a value for various types of add-on fees which may
be applicable to a given license, such as ‘cross-access’ fees, ‘top-up’ fees, ‘multi-site’ fees, etc. Some of these fees
may be calculated as a percentage of the license subscription value, while others may be arrived at independently or
via custom calculations. Note that Columns Y and Z can also be used for this purpose, depending on the structure of
a given license.
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<Column R> Consortium Multiple (optional) - indicates a number that is used as a multiplier together with the
Content/Online Access Fee to calculate pricing for a consortium. This may only be applicable to certain consortia.
Package Pricing Data (Scenarios 4-5) for Elsevier, IOP and Springer journals only
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<Column S> Base Year Package Price (sum really paid by the institution) – indicates the price that was actually
paid by the institution or consortium for the package in the Base Year.
<Column T> Sum of 2013 list prices of this package (single copy) – indicates the sum of the single copy list prices
for all journals in the package.
<Column U> 2013 list price of the journal – indicates the list price for the SCOAP3 journal. List prices are used to
calculate a percentage cost of the Base Year Package Price for the SCOAP3 journal.
<Column V> Currency used for list price – indicates the currency in which the list price was quoted.
<Column W> Percentage of package (automatically calculated) – indicates the percentage of the full package list
price for the individual SCOAP3 journal. This number is used to calculate the SCOAP3 share of total cost for the
journal.
Package Pricing Data (Scenario 4) for APS journals only
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<Column S> APS-All Base Year Package Price (sum really paid by the institution) - indicates the price that was
actually paid by the institution or consortium for the package in the Base Year.
<Column T> Percentage for APS-All (precalculated) – indicates the percentage of the full package list price for the
individual SCOAP3 journal. This number is used to calculate the SCOAP3 share of total cost for the journal.
<Column U> PR-All Base Year Package price (sum really paid by the institution) indicates the price that was
actually paid by the institution or consortium for the package in the Base Year.
<Column V> Percentage for PR-All (precalculated) – indicates the percentage of the full package list price for the
individual SCOAP3 journal. This number is used to calculate the SCOAP3 share of total cost for the journal.
<Column W> is intentionally blank for APS journals.
Total Fees Subject to Cost Reductions
a
<Column X> Total price paid for journals in 2013 (automatically calculated). This is the sum of the subscription
prices and/or fees that will be paid for the indicated journal in 2013.
Note for Elsevier calculator, scenario 5: please note that the number automatically divides the cost across the five
archive years provided with Freedom Collection.
<Column Y> 2013 Top-up or Cross-Access Fee (optional) – indicates a customizable calculation for determining
additional fees applicable to a given contract. As a default, the spreadsheet contains a formula which uses the product
of Column Q and Column R for these fees. This formula can be modified if necessary (this requires unprotecting the
worksheet).
<Column Z> 2013 Additional Fees (optional) - can be used for any additional fees applicable to a contract that are
not covered elsewhere.
<Column AA> SCOAP3 Share of Total cost in 2013 (automatically calculated). This is the calculation of the
SCOAP3 share of the cost of all subscriptions held for the journal. This is the amount of cost reduction that will be due
to subscribers for each journal.
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<Column AB> 2013 DDP / print price (optional) – indicates the subscription price to be paid in 2013 for any
continuing print copies of the journal.
Supplemental Worksheets
Each spreadsheet contains the following worksheets, intended as aids for calculations.
Reduction Scenarios – main data entry worksheet
Annual Increases – provides a template for Scenario 3 calculations. See instructions for use on page 4.
General Package Worksheet – provides a template for Scenario 4 calculations.
IOP ScienceExtra, IOP Package Z, IOP Package B – provide templates for Scenario 4 calculations related to
SCOAP3 journals from IOP. See instructions for use on page 5.
Elsevier Bundled titles – USD – provides a template for Scenario 3 and 4 calculations related to SCOAP3 journals
from Elsevier included in a combination package.
Currency Codes – ISO-4217 list of international standard currency codes. Use for Column E and Column V, as
needed.
Publisher list prices – provides links to 2013 list prices for APS, Elsevier, IOP and Springer.
Consortium Inst List if needed – for consortia, used to provide a list of participating institutions when completing item
7 of Identifying Information section.
Final version: 18 January 2013
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