Cooperative Purchasing FAQ

We do! We are able to accept credit card payment for any WiLS invoice – cooperative purchasing, consulting services, consortium costs, whatever! The option to pay by credit card joins other flexible payment methods including ACH and deposit accounts to make your payment process as smooth and easy as possible. To recover processing fees, a 3% surcharge will be added to WiLS invoices paid using a credit card. This fee cannot be waived. Access the payment portal by following the link in your invoice, or go to https://pysly.co/ZxqTS to pay.

We accept checks and ACH Electronic Payments. We also accept credit card payment but there is a 3% fee on payments using credit cards to cover the processing fee. Please consider paying with ACH for quicker, more convenient service. Email financials@wils.org for more information.

Welcome to your new position! Just contact us at coop@wils.org to let us know you are new. We’ll get you added to the MyWiLS system, create a MyWiLS Orientation Toolkit for you, and schedule a short introductory meeting so we can help!

Just fill out this form! We’ll follow up as soon as possible.

If paying by check, checks can be made out and sent to WiLS at our mailing address (1360 Regent Street #121, Madison, WI 53715) unless you are ordering directly from a vendor using WiLS’ negotiated discount.

WiLS provides its Cooperative Purchasing services through MyWiLS. For K12, public libraries, public library systems, special libraries, and cultural organizations, an annual subscription to MyWiLS is $199/year, regardless of the size of your institution. For each subscription managed by WiLS, and regardless of the discounted amount negotiated by WiLS, we typically add a 5% service fee, which is capped at a total of $1000.

For academic libraries, the cost of participation depends on the size (FTE) of your institution and the number of subscriptions managed through WiLS.

Our goal is to save you money; if the cost of the subscription through WiLS is more expensive than it would be directly, we will notify you and suggest that you order directly from the vendor.

WiLS Cooperative Purchasing aims to be the single point of contact for all your electronic resources and the service includes management for the entire life cycle of a purchase. WiLS requests and sets up product trials, negotiates prices (initial pricing AND annual renewal pricing), reviews user licenses to get the best possible terms for subscribers, and provides access and technical support facilitation. In addition, your purchases through WiLS increase our negotiating power with vendors, helping other members of the library community save money on their subscriptions to those products.

We also offer payment services – including deposit accounts, bill-pay for any vendor you work with, and customized invoicing – to make the payment process easy and customized to your needs.

Most vendors will terminate access the day your renewal is supposed to start, unless you’ve sent in your response to WiLS. Some vendors allow access for up to 15 days after your renewal starts, but will then terminate access if WiLS has not received the order. It’s best to let WiLS know whether or not you are renewing at least 15 days before your subscription starts, just to be safe.

Yes! You can include all of your databases on one purchase order or multiple purchase orders – whatever is easiest for you!

Unless you are ordering directly from a vendor using WiLS negotiated discount, please make all purchase orders out to WiLS. Purchase orders can be sent via email (financials@wils.org) or USPS mail to our mailing address (1360 Regent Street #121, Madison, WI 53715).

Typically, you have until the “Needs Response By” date in MyWiLS to cancel a subscription, which is usually two weeks from the start date. If you need to cancel a subscription that has already been confirmed and the start date has passed, we will make every effort to work with the vendor to cancel and refund the remaining term, but we cannot guarantee it. Submitting an order or confirming a subscription renewal is a commitment for purchase between a WiLS member and the vendor. Read more in our Cooperative Purchasing Subscription Cancellation Policy.

You can sign up to be a member of WSDLC and start accessing elementary, middle, and high school ebooks, digital audiobooks, and magazines through Sora here. If you have other questions about WSDLC, contact wsdlc-info@wils.org.

WiLS Cooperative Purchasing helps academic, public, school, and special libraries add and manage electronic resources, specifically databases, to help support learning, research, and entertainment for users. These resources are often available to MyWILS members at discounts negotiated by the WiLS Cooperative Purchasing team. In addition, MyWiLS members have access to the MyWiLS subscription management portal and discounts for popular order direct vendors such as Demco and Mackin.

The Wisconsin Schools Digital Library Consortium (WSDLC) is a shared collection of nearly 60,000 ebooks, digital audiobooks, and magazines that are accessible through the Sora app from OverDrive that costs schools less than $2 per student. The WSDLC serves over 400,000 students in over 270 districts around Wisconsin. WiLS is the project manager and fiscal agent for the WSDLC. WSDLC members can access their member information, including renewal invoices, via MyWiLS if they are MyWiLS members. You can sign up to be a member of WSDLC here and if you have other questions about WSDLC, contact wsdlc-info@wils.org.

To cover the costs of their cooperative purchasing service, academic libraries pay an annual flat MyWiLS Service Fee based on the institutional FTE and the average number of subscriptions managed by WiLS in the previous two fiscal years.