Using Citation Managers to select from the GALILEO buffet
EndNote and RefWorks at three University
System of Georgia institutions
Virginia Benjamin – moderator
Lori Critz - Georgia Tech
Elizabeth Winter - Georgia State
Diana Hartle – University of Georgia

What do citation managers do?
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Empower users to manage scholarly resources, instead of being overwhelmed by them
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Make GALILEO approachable
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Make scholarly notation a breeze and let writers hone their prose skills instead of worrying about styling

Easy transfer from GALILEO and GIL
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Create a database of everything you have read or intend to read

Organize your references
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Store your notes
Store your direct quotes (and page #s)
Code references for easy retrieval
(chap2 for chapter 2 of one’s thesis)
Link to full text via URL which imports from GALILEO or via OpenURL standard

Evaluate search results in
Endnote rather than online
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Annotated style displays the citation along with author abstract in a preview pane
Routine look with key information to evaluate whether to read or not
Gulp GALILEO search results in bundles
(100 to 500) into Endnote temporary library

Endnote Preview pane – the time management tool

Electronic resources for students and faculty at UGA
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1993 10 databases via tape load
1995 25 GALILEO databases
2006 hundreds of databases
(GALILEO plus library-funded)

Brief history
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Emory U was first to site license Endnote in
Georgia (early 90s)
Collaboration and communication among librarians at several schools (Emory, GSU,
Southern Polytech, GA Tech, UGA) sharing files, tips, problem alerts, etc. as they supported individuals who purchased Endnote
($108 student, $170 faculty) themselves

Brief history cont.
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Selden Deemer at Emory was a generous resource as we learned the
GALILEO-Endnote interface
Merryll Penson at GALILEO facilitated our communication and nudged vendors to improve transfer methods

Writing data filters (“maps”)
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90s – local scripting for transfer of references from GALILEO to Endnote and creating journal styles in Endnote made librarians look “techie”
Late 90s/early 2000s – vendors stepped up to improve transfer (and a great sigh of relief was heard from libraries!)

Finally, some momentum…
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Ga Tech was the first USG school to site license Endnote (2004)
GSU and UGA jumped in the next fiscal year

Harnessing the information overload
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Fund site licenses
Promotion, training and support
Statistics
User response to the products
Opportunities and challenges

The Endnote experience at

GA Tech – Promotion &
Support
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Initial “Kick Off” event – 2 days of training sessions in Spring 2004 offered by EndNote trainer – marketed via faculty/student listservs, Technique,
Whistle
Continued promotion via T-Paper, website , liaisons, Info Lit classes, tours and grad orientations

GA Tech – Promotion &
Support
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Training
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Pre-scheduled 2 hour, hands-on workshops
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6+ per semester
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Sessions on request for groups of 5 or more (user directed system)
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Ranges from 5 – 10 per semester
Individual training on a limited basis only
Currently one librarian/trainer

GA Tech – Promotion &
Support
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Online support/resources
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Camtasia tutorial on setting up a connection file to
GIL Catalog
Other web-based tutorials in progress
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Static guides linked to databases list – on direct export and importing records from databases
Troubleshooting – calls/e-mails are routed to me
Remote questions often require face-to-face interactions or files sent via e-mail
Rely on EndNote Tech Support

GA Tech - Statistics
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Downloads – 10,941 since 2004
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1/04 – 7/04 =2700; 7/04 – 6/05=4932;
7/05-5/06=3309
Training sessions – approximately 50 in 2 years (both pre-scheduled and user requested)
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Approximately 800 folks ‘trained’ in 2 years
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EndNote ‘introduced’ to perhaps 1000 additional students at orientations, etc.

GA Tech – User Response
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Overwhelmingly positive response in graduate/faculty communities!
Some undergrads feel EndNote is ‘overkill’ until faced with a strong, immediate incentive
Most attendees felt EndNote was relatively easy to use, but the formal training was a more efficient way to learn
Widespread ‘acknowledgement’ that help/expertise resided in Library
Improved communication with academic staff and grad community ---personal relationships forged (MSPO program)

GA Tech – Opportunities &
Challenges
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Opportunities abound!
Creating a ‘Buzz’ among graduate community  increased appreciation of library service as we meet a user-identified key need
Provides tie-ins to other workshops (e.g. LaTeX)
Opening doors to information literacy instruction
(database & catalog searching; evaluation of sources)
Provides chance to advocate for use of underutilized resources (e.g. BIOSIS; Medline)
Increases visibility of library resources in general, and way to meet previously ‘unperceived’ needs
Enhances communication with faculty/staff – a way to get a ‘foot in the door’

GA Tech – Opportunities &
Challenges
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Challenges persist!
Time commitments --- add-on responsibility for trainer
Time constraints prevent provision of ‘advanced’ sessions on regular basis
Support of EndNote in LWC/LEC --- little or no expertise
Walk-in sessions are unpredictable --- 5 – 30 attendees!
Varying ‘tech level’ of attendees point to need for a
‘second’ in classroom – more hand-holding desirable
Need to gain expertise with LaTeX to complete cycle for
Engineering/Technology/Mathematics community

Endnote experience at

GA State – Promotion
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Promotion
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GSU EndNote web site
GSU Endnote-L listserv
Fliers, Library Newsletter
Library News blog

GA State – Support
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Support
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EndNote contact
Liaison librarians
Training
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“Train the trainer” sessions
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One-on-one training for liaisons
Occasional one-on-one training, if needed, for users (via phone or in person)
Occasional open sessions for users

GA State - Statistics
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Downloads
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2004: 1604 downloads (1339 barcodes)
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2005
*
: 1448 downloads (997 barcodes)
2006: 446 downloads (362 barcodes)
Total: 3499 downloads (2758 barcodes)
Listserv
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47 subscribers
*2005 data does not include March-May

GA State – User Response
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“ I've recently started using EndNote and think it's a wonderful tool for dissertation writers, and have had many questions from my colleagues about how to use it.” --GSU Ph.D student
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“I'm a citing fool, now.” --GSU student/staff member, upon receiving troubleshooting help with EndNote

GA State – Opportunities &
Challenges
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Challenges:
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Awareness
Training
Support
Opportunities:
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New ways of promoting
Additional training sessions

Endnote and RefWorks at

UGA - Funding
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FY 2004-2005 – submitted special needs program request for funding by the Student Technology Fee
FY 2005-2006 - submitted special needs program request for funding by the
Student Technology Fee
FY 2006-2007 – “Taken off the Top”

UGA – Promotion & Support
Methods employed to promote EndNote
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EndNote user listserv
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Advertise on Grad School listserv
Through interactions at the Reference Desks
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Promotion during bibliographic instruction sessions
Word-of-mouth among our user population

UGA – Promotion & Support
On-line resources
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Support website on library’s site
On-line training request form
Instructions database for transferring references from GALILEO to Endnote

UGA – Promotion & Support
Training Initiatives
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Five trainers
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Majority of training is one-on-one
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Hosted series of introductory sessions – very popular!
Reference staff are trained to some extent – refer more in depth questions to trainers

UGA – Promotion & Support
Troubleshooting User Concerns
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Users seek out the person who trained them
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Users fill out the training form and add their unique problem there
We share troubleshooting tips on our
ENDTRAIN-L
Utilize EndNote’s FAQ
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Utilize Adept Science’s archive of international archives concerning EndNote

UGA - Statistics
UGA Funded Database Statistics
300000
250000
200000
150000
100000
50000
0
Fall 2003 Fall 2004
Time Period
Fall 2005

UGA - Statistics
UGA Funded Database Statistics
400000
350000
300000
250000
200000
150000
100000
50000
0
Fall 2003 Fall 2004
Time Period
Fall 2005

UGA - Statistics
UGA Funded Database Statistics
300000
250000
200000
150000
100000
50000
0
Fall 2003 Fall 2004
Time Period
Fall 2005

UGA - Statistics
Downloads of EndNote
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From Jan ‘05 – May 4, ‘06
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3,017 Graduate downloads
683 Undergraduate downloads
1,172 Faculty downloads
504 Staff downloads
100 Other downloads
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TOTAL = 5,476 downloads!

UGA - Statistics
How Many Users Have Been Trained?
From September 2004 – April 2006
-1,615 trained
-Mostly graduate students

UGA - Statistics
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Agricultural & Applied Economics
Animal & Dairy Science
Anthropology
Biochemistry & Molecular Biology
Biological & Agricultural Engineering
Biological Sciences
Business School
Cellular Biology
Chemistry
Child & Family Development
Complex Carbohydrate Research Center
Criminal Justice
Crop & Soil Sciences
Ecology Institute
Education
Entomology
Environmental Design
Family & Consumer Sciences
Food Sciences & Technology
Foods & Nutrition
Forest Resources
Genetics
Geography
Geology
History
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Horticulture
Instructional Technology
International Affairs
Journalism & Mass Communication
Libraries
Linguistics
Marine Sciences
Music
Pharmacy
Physical Education & Sport Studies
Plant Biology
Poultry Science
Psychology
Recreation & Leisure
Religion
Romance Languages
School of Public and International Affairs
Small Business Development Center
Social Work
Sociology
Speech Communication
Textiles, Merchandising & Interiors
Theatre & Film Studies
Veterinary Medicine
Women’s Studies

UGA – Opportunities &
Challenges
Opportunities
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Promote GALILEO & GIL
Provide users with a comfort level with our resources & with us
Training across disciplines

UGA – Opportunities &
Challenges
Challenges
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Troubleshooting from a distance
Learning curve of the product
Attracting staff to become trainers
Training across disciplines

UGA - RefWorks
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Obtained site license for Refworks in
’05-’06
Marketing to the undergraduate community
Training has been less formalized
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Reference staff use desk interactions & bibliographic instruction sessions to tout the product

UGA RefWorks
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Less robust than EndNote
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Usage Statistics (July ’05-May 4, ’06)
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41 faculty
153 graduate students
514 undergraduate students
29 unspecified

Wrapup:
Conclusions & Questions
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Funding -- however your institution distributes Technology Fee funds, your proposal should correlate citation manager licensing with greater ability to exploit GALILEO resources already supported by $$$ (big bucks!), as well as increase individual productivity and enhance scholarly writing.

Wrapup:
Conclusions and Questions
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Training is an opportunity to develop
GALILEO search strategies/abilities in conjunction with familiarizing the user with standard and customizable
Endnote/RefWorks functions. So it’s not just about a nifty tech writing tool – but
GALILEO’s scholarly resources as well!

Wrapup:
Conclusions & Questions
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Training will jump-start an ongoing relationship between librarians and
Endnoters/RefWorkers

Wrapup:
Conclusions & Questions
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Any questions ???????????