10 July 2025

Included in this update

Sub-licence Agreement - notice of renewal letters
Invoicing
Gale Cengage training webinars

Sub-licence Agreement - notice of renewal letters

Over the next week or so, I will be sending out Sub-licence Agreement – notice of renewal letters to the primary contacts for all current EPIC member libraries.

(Please refer to the EPIC member sub-licence agreements section of EPIC – a guide for member libraries for more information about EPIC member sub-licence agreements).

The Sub-Licence Agreement – notice of renewal letter extends the term of your EPIC Sub-Licence Agreement for the period 1 July 2025 - 30 June 2026 and includes an amended vendors and products fee schedule to reflect your organisation’s EPIC subscriptions for the period 1 July 2025 – 30 June 2026.

All I require from your end is for a representative from your organisation to countersign the agreement to keep for your records and return an electronic copy of the countersigned agreement via email to me at epic@dia.govt.nz.

Invoicing

I am also aiming to get invoices out to you over the next few weeks.

(Please refer to The annual invoicing process section of EPIC – a guide for member libraries for more information about EPIC invoicing).

The foreign currency amounts that were quoted for 2025-2026 EPIC subscriptions have been on-charged to members in NZD against the following exchange rates:

AUD – 0.93 (please note that this is a slightly more favourable rate than the Minimum EPIC invoice exchange rate as outlined in the EPIC Update - 3 March 2025)
USD – 0.62
GBP – 0.50

For those organisations that require confirmation of the NZD subscription total to raise a purchase order for your invoice, you will be able to access this information (once it is received) by referring to the Total Annual Fee listed in the VENDORS AND PRODUCTS fee schedule in ANNEX 1 of the Sub-Licence Agreement – Notice of renewal letter.

Once your purchase order has been raised, please email it through to epic@dia.govt.nz as soon as you are able so that I can add it to your invoice.

I do have records from previous years of members that require POs, so, prior to sending the invoice out, I will follow up directly with the members on this list if I don’t receive a PO. But, please, do let me know if your organisation now does need a PO when you haven’t needed one in the in the past.

The other key thing that I need to remind you about is that as invoicing for EPIC is managed through the Department of Internal Affairs, your invoice will be sent to your organisation’s centralised accounts payable email address. This cannot be changed to a specific individual as this will mean that you would then receive every invoice from the Department of Internal Affairs for all DIA charges associated with your wider organisation. I can, however, send you a copy of your invoice once it has been raised. I have a list of member libraries that have requested that I do this. If you would like to be added to the list, please send a request through to me at epic@dia.govt.nz.

Gale Cengage training webinars

Gale Cengage is offering the following training webinars in July on Gale resource packages that are available to EPIC member libraries:

Researching Family History with Gale Historical Newspapers in 2025-2026

Tuesday, 22 July 2025 – 9am-9.30am
Registration link

Gale Resources for Public Libraries in 2025-2026

Wednesday, 23 July 2025 - 9am-9.30am
Registration link

Gale Resources for Polytechnics & Special Libraries in 2025-2026

Tuesday, 29 July 2025 – 9am-9.30am
Registration link

Please forward the above links on to any staff that may be interested in attending.

If you have any questions about the sessions, please contact Damian Almeida damian.almedia@cengage.com at Gale Cengage for additional information.

Hei konā mai

Paula Banks - EPIC Manager