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Participating Institutions

Last modified by Julia Gilmore on 2026-07-07, 17:09

* denotes Early Adopter institution

† denotes pilot institutions (pre-Early Adopter program)

What can I expect when joining Scholaris? 

Please visit the Onboarding 101 area of the wiki for an overview of the onboarding process and general migration sequence. The specific migration steps and timelines may vary depending on your particular repository set-up, type of migration (e.g., DSpace or non-DSpace), and institutional capacity. As part of the onboarding process, we will discuss your repository scenario and create a detailed timeline for the migration work. 

Responsibilities

  • Attend regular check-in calls with Scholaris team
  • Provide required information to configure your repository instance
  • Allocate local staff time for testing and review
    • Scholaris team provides testing checklist and can host dedicated training sessions upon request
  • Email info@scholaris.ca with any requests 📬

Resources for Scholaris institutions

  • Visit the About Scholaris page for an overview of the service model and plans for future development. 
  • Review the Migration Readiness Guide (EN | FR) which was prepared for institutions interested in or planning to join Scholaris, and provides considerations, recommendations, and feedback from Early Adopter institutions.
  • The Documentation area gathers together service information for participants (e.g., workflows, recommended practices, Scholaris-specific DSpace admin guides, etc.). 
  • The Community Resources page has a list of community-developed resources, communication channels, and avenues to connect with the Canadian repository community.
  • Participant Pages (restricted to institution)

Interested in joining Scholaris?

Participation is open to research libraries at Canadian universities and Canadian Association of Research Libraries (CARL) members. This includes associate and affiliate institutions of regional academic library consortia.  

We encourage interested institutions to get in touch by emailing info@scholaris.ca so we can learn more about your repository needs, discuss pricing and timing, and answer any questions your team may have.

Pricing

Scholaris uses a tiered approach for migration and hosting fees, modelled on the CRKN Banding System. 

Migration costs are determined based on the anticipated complexity of the migration, using criteria such as repository size, current platform and version, customizations or integrations, and distribution of migration responsibilities. These fees cover a standard six-month period for onboarding, migration work, and expected launch. 

Annual hosting fees are prorated according to the OCUL billing cycle and are charged six months after an institution’s onboarding date. 

Note on optional features outlined in the Call for Early Adopters

The Call for Early Adopters makes reference to pricing for optional add-on features (external authentication, DOI support, and preservation support).

We can now share an update on the pricing for the optional features:

  • SSO support is a charged one-time fee for institutions incorporating a supported external authentication method for their repository.
  • DOI support - not charged (more information: DOIs in Scholaris)
  • Preservation support - no charge at present time, preservation offering is currently being scoped in collaboration with Scholaris Digital Preservation Expert Group

Service agreement and billing

When you are ready to get started, please contact us and we will loop in your regional consortia representative to confirm your participation. The Scholaris service agreement is signed by regional consortia, on behalf of participating institutions. If you would like to receive a copy of the agreement, we recommend making this request to your consortia. Invoicing and payment for the program will happen through your consortia, according to their billing cycle. 

Scholars Portal provides participating institutions with a pricing information sheet upon confirmation of joining the service.