The collections accessible to library users at the University of Waterloo are managed by library professionals, guided by their expert knowledge of the scholarly publishing industry and the teaching and research needs of the University.
Reviewing the collections is an ongoing part of our work. A strategic approach is taken to balance evolving information needs of users and budget constraints. Review the Libraries’ collections strategy to learn more.
External factors increase collections costs annually, impacting buying power in the best of times. In times of cost containment, the importance of a strategic approach to collections management becomes even more critical to ensuring we balance the needs of library users with the realities of the budget.
Collections challenges
Outside of the current budget review process, there are several external factors that have an impact on the collections budget that must also be considered as we review our collections:
- Big deals: to save on the time and the cost of subscribing to individual journals, they are typically grouped together and sold in large bundles (“Big Deals”). However, these bundles also contain content that we might otherwise not subscribe to because of expected usage or availability elsewhere. Over time these Big Deals can become less cost effective, so library practice is to regularly review these deals upon renewal. As part of the budget review process, we will be reviewing our current Big Deals.
- Inflation: much of the digital content library users have access to is provided via subscriptions. The cost of library subscriptions typically increases between 3 – 5% annually, particularly since the pandemic and the rise of inflation that followed.
- Currency: most publishers we work with are international companies requiring us to negotiate access to resources in US dollars. Fluctuations in the exchange rate directly impact the Libraries’ buying power.
Mitigation strategies
These external factors are ongoing challenges faced by academic research libraries. Strategies are routinely employed to reduce their impact, including:
- Employ evidence-based assessment of Waterloo scholarship to support collection decisions
- Reallocate funds from underutilized resources to support emerging and priority areas
- Membership in library organizations (CRKN, OCUL) that negotiate with publishers on behalf of universities for lower inflation rates
- Hold a contingency fund until the second half of the fiscal year to address fluctuations in exchange rates and inflation
- Strategically purchase electronic backfiles to lower ongoing costs for subscriptions
- Use donations to the Collections, Preservations and Resources fund to support collections purchases in priority areas
Collections review principles
With most of the collections budget spent on subscriptions, cost containment will mean cancellations and reduced capacity to purchase new materials.
As we review the collections, our focus is on providing access to high-value materials that best serve the instruction and research happening at Waterloo. Access can be provided in a variety of ways; we will explore all options to ensure access to information needed to serve library users.
Overarching principles as the Libraries evaluate new acquisitions and review subscriptions are:
- Access will be prioritized over ownership; interlibrary loans will be utilized as an effective, efficient means of acquiring materials in cases when they are not owned
- Continue to support current and emerging areas of research and teaching at the University of Waterloo, so that any cuts don’t disproportionately affect one area or another
- Decisions will be based on both quantitative (e.g. usage) and qualitative (e.g. programming and strategic priorities) data and prioritize strategic and substantive cuts rather than many small cuts
- Decision making processes will be transparent and communicated as needed, with stakeholder consultation whenever possible
- Maintain flexibility to be able to take on future challenges and meet evolving needs
Collections Changes
As part of a multi-year cost containment strategy, the Libraries are taking several steps to meet its 2025-26 goals, including a review of its resources and major scholarly publisher packages of journals and databases.
Springer journals package
After thorough review and analysis, the Libraries have opted to significantly reduce its Springer subscription package, while retaining Nature journals. Starting January 1, 2026, Waterloo will no longer have immediate access to new issues of many Springer journals but will retain access to all Springer content currently accessible in our collection (1997 – 2025 for most titles, longer for some).
How was this decision made?
Guided by the Libraries’ collections review principles, several factors were considered during the collections review that led to the Springer cancellation decision:
- Usage: An in-depth analysis of aggregated usage statistics was completed, revealing a high number of low-use titles in the Springer package, diminishing the value of this subscription bundle. Strategic purchasing of a smaller number of titles would meet demand while balancing cost containment goals. The full list of retained titles is available under Retained Springer Titles below.
- Cost: Each of our “Big Deal” packages represents a significant cost to the collections budget. The Springer Big Deal cost approximately $610,000 CAD last year, representing a major portion of our cost containment target number. The collections review highlighted the Springer package as having more journals with a high cost-per-use than other journal packages.
- Perpetual access rights: The Libraries have previously negotiated perpetual access to Springer journal content from 1997 to 2025. We will retain access to this content even after the cancellation.
- Open access: Analysis of five years of data revealed that Springer’s content had the highest percentage of usage on Open Access platforms.
- Bibliometrics: Review of Waterloo’s publishing and citation patterns within Springer journals.
- Feedback from other university libraries: many other institutions have undergone similar reviews and have navigated these same cancellations in the past.
Alternative ways to access Springer content
A guiding principle of the collections review process is to prioritize access over ownership. The Libraries will retain access to Springer content from 1997 – 2025 as well as current content from a smaller number of titles. There are two main alternative ways to access new Springer content are:
- Interlibrary loan: It is easy to request materials from other libraries directly through Omni, the library catalogue. Learn more about interlibrary loans.
- Open access: A consideration in the decision to cancel the Springer journal package was the high percentage of usage of Springer content on open access platforms. Learn more about finding open access content.
Retained Springer journal titles
The Libraries will be retaining some Springer titles; full details coming soon. If you would like a full list of cancelled titles, please email universitylibrarian@uwaterloo.ca.
Clarivate InCites
Over recent years, there has been a decline in usage of InCites across campus, with many departments increasingly relying on Elsevier's SciVal for their research performance and evaluation needs. As of April 2025, use of InCites was discontinued.
The Libraries will share more detailed information about changes to the collections as our work to contribute to the financial sustainability of Waterloo continues. While any cancellation decision ultimately rests with the Libraries, we will engage campus stakeholders in the process and provide opportunity for feedback.