Procurement and Onboarding

Procurement

Dewey supports a wide range of procurement and licensing workflows common across academic institutions, including integrations with university procurement systems, contract offices, and accessibility teams. Below is an overview of each step in the process and how we work with institutions to streamline onboarding.

License Review

We provide a standard Dewey Institutional Agreement, which governs access to the Dewey platform and any third-party data made available through it.

• The agreement includes terms covering:
  • Institutional access rights
  • Permitted use for students, faculty, and staff
  • Intellectual property protections
  • Data use limitations and confidentiality clauses

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We can also accommodate redlines or work with your university’s preferred agreement template when necessary.

Additionally:

• We maintain agreements with many universities already—let us know if your campus has existing terms in place.

Accessibility

We are committed to supporting equitable access to Dewey.

• Dewey’s platform is working towards WCAG 2.1 AA compliance
• A VPAT (Voluntary Product Accessibility Template) is available upon request
• We support screen readers, keyboard navigation, and high-contrast modes

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If your university has additional accessibility requirements, our product team can provide documentation and timelines for any requested improvements.

Vendor Onboarding

We’re happy to complete your institution’s vendor onboarding process. This usually includes:

• Submitting W-9 and tax ID documentation
• Filling out vendor registration forms (e.g. in Jaggaer, PaymentWorks, Workday, Coupa, etc.)
• Providing contact information for Dewey’s billing and legal teams

We've already completed the vendor onboarding at many universities.

Payments and Billing

We accept flexible billing options that meet the needs of academic institutions:

• PO-based invoicing (Net 30 or custom terms)
• ACH, wire transfer, or check payments
• Annual subscriptions, with multi-year discounts available

Account Setup and Onboarding

Once procurement and legal steps are complete, Dewey will:

1. Create a Team for your institution in the Dewey platform
2. Designate Admins, typically librarians, who can manage user approvals
3. Coordinate onboarding materials and meetings, including:
   • Kickoff meeting with account admins
   • Institution-wide seminar for all interested parties (with recording)
   • Branded quick start guides for researchers
   • Help with drafting or reviewing LibGuides
   • Single sign-on integration
4. Provide Regular Check-Ins for important updates, including:
   • New datasets added to the platform
   • Important product updates or changes
   • Usage reports or anomalies in account behavior
   • Renewal discussions

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Most institutions are fully live within 1–2 weeeks of receiving final procurement approval.