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Final week to return EPIC subscription confirmations for 2018-2019 / What happens next?

26 February 2018

This is a final reminder that the deadline to return EPIC subscription confirmations for the 2018-2019 EPIC subscription year (beginning 1 April 2018) is 5pm this Friday – 2 March 2018. (Please refer to the Annual EPIC subscription process section of the EPIC subscription guide for a full outline of the process).

If I do not receive a subscription confirmation form from your organisation by the deadline, it will be assumed that your organisation is cancelling your existing EPIC subscription/s and the applicable vendors will be notified to cancel your organisation’s access to those subscriptions as at 1 April 2018.

What happens next?

Subscription set up for 2018-2019
  • If you have renewed the subscriptions that you had in 2017-2018: There is nothing that you need to do immediately - access to all your current subscriptions should continue seamlessly.

  • If you are taking up new subscriptions in 2018-2019: In March, you will be contacted by the applicable vendor/s to arrange the set up of access to your new subscription/s. It is likely that they will require a list of your IP ranges to authenticate your in-house access and details of your remote access authentication option/s – so, please be prepared to provide this information.

  • If you did not select subscription options that you subscribed to in 2017-2018: Access to these resources will cease as of 1 April 2018. Please remember to remove all links to these resources by 1 April.

Invoicing

My next step following the 2 March deadline is to pay all the consolidated invoices on your behalf to all of the EPIC vendors. Once these are paid, I will notify the email group of the exchange rate the foreign currency invoices were paid against (probably in mid April).

EPIC member invoices will be issued in late April/early May and payable in NZ$ (plus GST) based on the above and including the EPIC 5% administrative fee.

If you require the addition of a purchase order number for invoicing and/or confirmation of the total amount in order to raise your PO, please email me at paula.banks@dia.govt.nz to let me know so that I can make a note to contact you with the applicable information prior to invoicing.

Sub-licence agreements

Existing subscribers will be sent out a notice of renewal to the EPIC sub-licence agreement for signing. The initial sub-licence agreement was signed for the period 1 April 2017 – 31 March 2018. The notice of renewal will include an extension of the agreement for the period 1 April 2018 – 31 March 2019 and a revised schedule of products and NZ$ pricing for the new subscription period.

New subscribers will receive the EPIC sub-licence agreement for the period 1 April 2018 – 31 March 2019 for signing.

Templates of the above can be accessed via the following Members Only login link on the EPIC website.

If you have any questions about any of the above, please just let me know.

Paula Banks

EPIC Manager

ph: (04) 474 3058

(please do not respond directly to this email)