Darla Asher Online Resources Librarian Dr. Doris Van Kampen-Breit Faculty Development Librarian Elizabeth C. Henry Technical Services Librarian Saint Leo University Saint Leo University • Oldest Catholic university in Florida • One of the largest Catholic universities in the US • University Campus - traditional setting • 19 geographically diverse Centers • Students located in: • All 50 states • 5 US territories • 71 countries • Nationally recognized leader in online education • Military friendly From Facts and Figures, 2012-2013, Saint Leo University DA Saint Leo University demographics University Campus (Saint Leo, FL) – 2,167 students Centers in California, Florida, Georgia, Mississippi, South Carolina, Texas, Virginia – 7,129 students Center for Online Learning – 2,950 students Graduate Programs – 3,258 students 13,337 Non-University Campus students Full-time faculty – 235 Adjunct faculty – 720 From Facts and Figures, 2012-2013, Saint Leo University Motivating change: Budget / Services Budgets are flat and costs are increasing (“Academic libraries have faced similar budget reductions, and those matters are complicated by the rising cost of resources.” ALA) Prior subscriptions: ILS (Increasingly out-of-date) Graphical User Interface - Aquabrowser A-Z link resolver “Silo” effect Databases not integrated into ILS search interface Wanted a more integrated discovery service Needed a cost effective cloud-based ILS More Motivation Maintained and managed our own server(s) Support contracts continued to escalate in price over time UTS assisted with maintenance, but also restricted access Harder to get assistance when needed University going to more cloud-based services Former ILS has developed a new cloud based version with many desirable features, but not cost–effective for our budget Goal: One-Stop Shop Needed a discovery service • Increasingly significant use of and purchase of e-books and e-journals – especially important for students not located on Main Campus • Wanted federated search results • Investigated another well-known discovery service • Needed a cost-effective solution Goal: Increase Access to Resources We have approximately 100,000 print books and 293,000 ebooks We have approximately 400 print journals and 150,000 ejournals Terms at centers and online are 8 weeks Logistics of getting print resources to center students in a timely manner was one factor in purchasing more online resources The Saint Leo Change Team Saint Leo University Migration team: Technical Services Librarian Catalog Librarian (since retired) Faculty Development Librarian (formerly Systems librarian –had implemented previous ILS) Online Resources Librarian Technology Specialist (staff member who had assumed some systems duties) Library Director Circulation staff / Public Services Librarians / University Technology Services staff as needed BH The Process Part of Cohort Group of six libraries – we were the largest university and have the largest collection of e-Resources of the Cohort Implementation / Migration / Training offered online Virtual weekly meetings with implementation and migration managers (October 2012 through May 2013) Went live Summer 2013 How many cooks in the kitchen? Project managers changed mid-stream - Difficult to determine to whom we should address questions at times Some questions still not answered Ticket numbered answers –tracking the ticket numbers has led to a creation of a database for them, as OCLC refers to ticket numbers, not topic. Incorrect answers What changed for our users Discovery service changes user searching patterns “Discovery services, by sluicing content together, could deluge users with less appropriate sources.” (Parry, Marc. "As Researchers Turn to Google, Libraries Navigate the Messy World of Discovery Tools ."Chronicle of Higher Education 21 Apr. 2014. Web. April, 2014. <http://chronicle.com/article/As-Researchers-Turn-toGoogle/146081/>) Users get a lot more results, from many more sources Federated Searching Caveats “It’s a logical impossibility to create a querying tool that doesn’t have any form of bias” (Ibid.) You have to rank (weight) the resources Users need to use more sophisticated and more targeted search language / terms • More accessible to the user (if they know how to search efficiently) • Easier to request ILL for materials not owned What Changed for Tech and Public Services From local system (ILS with Aquabrowser overlay) to shared WorldShare Management Services (WorldCat) From locally owned and maintained servers to cloud environment Shared technical services (Acquisitions, Cataloging, Circulation, and Serials went from private database to public shared use database) Acquisitions/cataloging more efficient / Shift in Staff duties Acquisitions Assistant became Technical Services Assistant (Orders, receives, processes, AND [copy] catalogs) Positives Training is recorded and available 24/7 Cohort/collaborative style training available long after transition – valuable for new hires and cross-training and retraining One home screen/login for ALL OCLC modules Previously, the ILS was configured so that a staff member would login and still had to open additional module(s) as needed Negatives Lack of authority control changes user searching requirements Searcher has to get it exactly right – not “google” Author search results are dependent on how user inputs the name (e.g. APA format may not work) Can’t create a purely local bibliographic record unique to your institutional needs Cameras, laptops, ephemera need to circulate When first launched, AU, TI, SU and SO were searchable. Recently, Call # field search added. Other fields not yet searchable at this time. (TOC, etc.) More Changes • Adding insult to injury: From AACR2 to RDA / FRBR (We were avoiding it with older ILS) • Must click on “editions and formats” in search results to determine holdings and format (one more layer of clicks) • Results look different (at least to librarians). No General Material Designation (GMD) in title field. In the future we plan to: • Knowledge Base • Review and re-rank resources based on users search patterns and LibAnswers queries (this will be an on-going process) • We cannot remove all bias, but we can manage how the bias affects the search • Attempt to minimize the swamping effect by offering more in-depth “navigational” instruction sessions • Remind users that they can search individual resources for more targeted results • They quite frequently need discipline-specific resources, such as psychology, social work, theology or law. • Circulation • Add E-reserves module • Send ALL notices electronically – must have good emails in system (updates needed to emails) • Previously contacts were completed by phone and printed mailings Doris Future Integration? • University-wide Management Systems • It is possible to integrate with the University’s database of student records, purchasing, etc. • Still to be determined if these will be implemented • Importation of records directly into system may be possible • PubGet • Automated process for loading data into the WorldCat knowledge base • Retrieves up-to-date holdings information directly from content provider sites Some thoughts on Lessons learned Change can be tough Uncertainty causes anxiety New roles and duties caused concern prior to implementation More participation from UTS, circulation and reference staff as part of migration planning Some faculty and students reacted negatively to the new interface and were frustrated by the search results (lessening over time) Less intuitive than expected Additional instruction and support required Classes & tutorials had to be modified to reflect new system Tech Services staff had the most direct benefit Students have probably benefitted from the Discovery Service Lessons Learned / Recommendations Not enough support/expertise during migration phase OCLC Saint Leo Not enough testing during migration A list of things to test/look for would have helped A list of common problems encountered would have helped Building the Knowledge Base (AtoZ) not intuitive Still struggling with PubGet (holdings management system) Vendor service to streamline linking e-collections Better documentation/support would have helped Reflection on where we are now Positives: New A-Z list more robust – includes tabs for articles, ebooks, and ejournals Can search other catalogs at the same time Especially important for our diverse and geographically scattered populations Discovery service Cost savings OCLC has responsive support; problems are addressed Search interface does have suggestions, but not spellcheck Finally: Product not as mature as some other products More of a work in progress But we expect it to get better! We believe that early adoption may have added a few more bumps, but we think OCLC is the next generation of ILS, and we are happy to be part of it Finally, cont’d: We’d do it again, just better! We would physically visit some sites already up and running, and conduct more searches, talk to their staff about the transition and issues encountered We would ask for better documentation and support Internally and at OCLC We need further investigation into user experiences/satisfaction at this time Questions???? Darla.Asher@saintleo.edu Online Resources Librarian Doris.vankampen@saintleo.edu Faculty Development Librarian Elizabeth.henry@saintleo.edu Technical Services Librarian