Cost and Billing for CalAgenda Subscription

Cost breakdown

The University pays Oracle for the client and server software licenses plus an annual maintenance fee, which covers the software upgrades, online documentation, and technical support.

Departments pay:

Activation Fee: $25.00 for each new user account. This one-time fee covers Oracle's charges for the client software license and for enabling the user calendar on the server. It is the same for all clients (Macintosh, Windows, Solaris, Linux, Web, and all PDAs).

Activation fees are only charged when a group's total number of users increases. For example, if your group has 20 users and 2 people leave and 2 new people are hired in their place, you are still using 20 licenses and no activation fee will be charged.

Subscription Fee: $20 per year for each user account. This annual fee covers part of the operational costs of providing the CalAgenda service, which covers all software upgrades and fixes, documentation, technical support, and training. It is recharged to the department for each active individual user calendar, including role accounts such as receptionist or scheduler. There is no charge for resource calendars such as those for meeting rooms, equipment, etc.

Billing

Bills for the CalAgenda service are emailed to the person(s) on record as the departmental administrator in the CalAgenda Support Providers Lookup database. The billing covers activation fees for any increase in the number of users since the last billing plus subscription fees for all accounts for the entire fiscal year.

Extra Subscriptions

What are "extra" subscriptions?

Some groups have more subscriptions to the CalAgenda service than they have current users. We call those extra subscriptions.

How can I tell if my group has extra subscriptions?

As part of the CalAgenda billing process, you, the CalAgenda departmental administrator, will receive email describing the proposed charges for your group's user accounts. This email will include the number of current users in your group and the number of subscriptions your department has. If the number of subscriptions is greater than the number of users, you have extra subscriptions.

What should I do with my extra subscriptions?

If your group has extra subscriptions, you have two options:

1. Continue to carry these extra subscriptions at a cost of $20 per year.
   
   Unless you tell us otherwise, this is how we will treat your department's extra subscriptions.
   
   This option is best for departments who expect to add or replace users in the near future. For example, you may happen to have a vacant position currently that you will soon be filling.
   
   By carrying an extra subscription during the current fiscal year, you can add a user anytime during that year, without paying an activation fee.


2. Cancel these extra subscriptions.
   
   This option is best for departments that do not expect to add or replace users.
   
   If you choose this option, the next time you add a user to the service, we must charge you a $25 activation fee to cover the cost of renewing the license from the vendor. This charge will be in addition to the regular annual fee of $20 for the subscription.