Small but Mighty: Launching a Successful Scholarly Communications Initiative with Limited Resources Michael Pujals | Dominican University of California | November 10, 2016

Dominican University of California A small university with a mix of liberal arts professional programs FTE ~ 1900 ~ 80 full-time faculty, and many more adjuncts

Archbishop Alemany Library 6 Librarians 3 Full-time staff 6 Librarians 12 & 9 month Full-time faculty Multiple responsibilities 3 Full-time support staff

Institutional Repository Staff 1

Institutional Repository Budget We do use Digital Commons so we have a budget for the software subscription but no dedicated budget beyond that. Any student workers or equipment comes out of the Library’s operations or capital funds. If I need equipment or marketing materials, I have to hope we have money available in the budget.

49 SelectedWorks profiles 2 years old 1178+ papers 135,000+ downloads 49 SelectedWorks profiles This includes one active journal one journal archive, Several book galleries a few image galleries, ~49 SelectedWorks pages several events including an ongoing student conference.

Patience & Persistence Common complaints at faculty retreats were: The departments were too siloed Program marketing was not equitable We needed to show off student work First exposure to IRs was a DC demo Connected the faculty complaints to what an IR could do Started my research Sold the library director on the concept We both started reiterating the point to display student work online. Both started using the phrase Institutional Repository in meetings In 2012, 2 years before the IR, we opted to move the masters theses to eTheses only. Came up with a permission form Started uploading theses to ebrary 2014 Finally received budget approval – environment was right with new president and provost We opted to go with DC – we have a small over worked IT department. It made sense to go with a hosted service. Worked with Marketing Department on site design 80 Master’s theses were the first items in

Talking Points for the Administration Who are : Your aspirants Your competition Someone in the administration or Marketing has this information. Ask help for help from your director If this list doesn’t exist, then who in the region is of similar size and makeup

Talking Points for the Administration Of those, who has a repository?

Talking Points for the Administration How does a repository fit with the university’s… Vision/mission Strategic plan Presence Institutional learning outcomes Dominican has its 4 values: Study Community Reflection Service How does the IR fit into each of those? I rewrote the mission for Dominican Scholar to include wording from our ILOs

Talking Points for the Administration How does a repository help with: Engaged learning Theses and capstone projects ePortfolios Institutional Learning Outcomes Can you find interesting examples from other repositories? What are your campus initiatives?

Talking Points for the Administration Is campus IT on board? For us, having the blessing of IT was essential.

Talking Points for the Administration Make a cheat sheet for your director Will vary with your institution, this is something that I heard from a director at another institution. I’m working on creating one now for my own director.

Talking Points for the Administration Make it a point to slip in talk of an IR where and when you can Faculty meetings/retreats Keep it in the conversation evangelize Be persistent. Don’t be annoying.

Same issues on a small campus as a large campus Faculty Engagement Same issues on a small campus as a large campus Faculty hesitation in depositing their materials Faculty hesitation in including undergraduate work Concerns about copyright and publishing contracts They may not understand why and what it’s for and it makes for a constant marketing effort

Advantage of being on a small campus: everyone knows each other Faculty Engagement Advantage of being on a small campus: everyone knows each other We emphasize the campus community I’m comfortable talking with our provost, deans, and everyone else.

Who are the Library’s groupies? Faculty Engagement Who are the Library’s groupies? Every library has those people who think the library can do no wrong. Who are they?

Faculty Engagement Madalienne Peters loves the library and is up for anything new. I approached her about SelectedWorks and she was all for it before I could tell her what it was.

Who are your friends within the faculty? Faculty Engagement Who are your friends within the faculty? Who do you know who will trust you with their professional presence? Find those teaching faculty that you can run ideas by and talk with them. I’ve found that teaching faculty and librarians often times have different views on how to handle information. Each discipline has their own individual needs. Campus anthropologist Once you get 2 or 3 people recruited they start to talk and others will follow. Very few like to be early adopters

Faculty Engagement 9,735 Downloads 133 Countries I had a professor, Chase Clow, chair for Humanities and Cultural Studies, that I talked with repeatedly over a six month period about her hesitation about including senior theses in the IR. I wasn’t trying to persuade her, only trying to understand her view, but after numerous conversations she made a 180 degree turn and is now one of my champions. 9,735 Downloads 133 Countries

Can you speak to the Deans and department chairs? Faculty Engagement Can you speak to the Deans and department chairs?

Get to know your university’s web content manager. Faculty Engagement Get to know your university’s web content manager. Realized that the university’s web site was a major source of competition

Can you present at a departmental or school faculty retreat? Faculty Engagement Can you present at a departmental or school faculty retreat? Who do you know who will trust you with their professional presence? Find those teaching faculty that you can run ideas by and talk with them. I’ve found that teaching faculty and librarians often times have different views on how to handle information. Each discipline has their own individual needs. I had one person that I talked with repeatedly over a six month period about her hesitation about including senior theses in the IR. I wasn’t trying to persuade her, only trying to understand her view, but after numerous conversations she made a 180 degree turn and is now one of my champions.

Faculty Engagement Talked with the Dean of the School of Arts Humanities and Social Sciences at a faculty social event and got myself invited to speak at their faculty retreat A couple days after the retreat, I was contacted by Phil Novak (30+ years at Dominican. Very long CV) he was thinking that it was about time that he had a web page. Had kept copies of all of his articles Scanned each and received copyright permission to include the majority of them in his profile and in the IR. I use his SW as the model for what a page should look like. Total of 29 full text articles

Make up Milestones and Let everyone know Faculty Engagement Make up Milestones and Let everyone know 100 downloads 100th paper uploaded 10,000 downloads 100,000 downloads Send stats to department chairs and deans

Faculty Engagement Listen Pay attention to: School and department newsletters Follow faculty on Research Gate Announcements at faculty meeting conversations in the cafeteria Get out, talk, socialize, offer solutions If faculty don’t know you then they won’t necessarily trust you.

Faculty Engagement Pay attention to: School and department newsletters Follow faculty on Research Gate Announcements at faculty meeting conversations in the cafeteria Get out, talk, socialize, offer solutions If faculty don’t know you then they won’t necessarily trust you.

Culture change takes time Faculty Engagement Culture change takes time

Staffing What staff? It’s just me.

Set up the IR so that students can deposit materials Staffing Set up the IR so that students can deposit materials I do this where I can for student work (senior and masters theses, research posters, senior art exhibition, etc. I don’t do this for faculty, I need to make sure that copyright permissions are covered; I don’t trust the faculty to do that. 

Staffing I don’t do this for faculty, I need to make sure that copyright permissions are covered; I don’t trust the faculty to do that. 

Recruit your colleagues Staffing Recruit your colleagues Do you have a University Archivist? Make sure that the other librarians and staff know about the IR. Have them listen for interesting projects and talk with their subject liaisons.

Hosted IR? Tech Support  Staffing Hosted IR? Tech Support  Bepress tech support – Lauren – has been invaluable

Create a collection development policy for the IR Staffing Create a collection development policy for the IR A collection development policy is helpful to keep focused and to give to people when they inquire about the IR You can find ours at http://scholar.dominican.edu/all-faculty/54/

Set parameters of what you will and won’t do for patrons Staffing Set parameters of what you will and won’t do for patrons Train admins for their own areas and I provide set-up and tech support

Time… It’s up to you and how much you want to put into it. Staffing Time… It’s up to you and how much you want to put into it. Honestly, it takes time… you can put as much or as little as you want into it I enjoy the work so I put more time into it. Other job duties are still there but some of them are in maintenance mode, others I need to spend more time on.

Staffing Tools I use… Coffee Libguides Listservs Canned Emails Calendar Reminders External tools like Evernote, Google Keep, and Trello for notes lists and project management Borrow shamelessly Forms Policies Sherpa/Romeo and Google Scholar Currently working on getting student help Learning how to spread out the work Learning to say no, but I’m not very good at it.

Staffing Borrow shamelessly Borrow shamelessly Forms Policies

Be Careful of What You Ask For Co-chairing student conference Starting an OER program Created a online guide for theses Departments starting to use SW for faculty profiles on the University website People are now coming to me with SelectedWorks requests And more…

References I Used When Pitching the IR Bankier, J., & Cowan, K. (2009). Making the case for an institutional repository to your provost. Unpublished manuscript. Retrieved July 29, 2015, Retrieved from http://works.bepress.com/jean_gabriel_bankier/7 Bankier, J., Foster, C., & Wiley, G. (2009). Institutional repositories -- strategies for the present and future. The Serials Librarian, 56, 109-115. Crow, R. (2002). The case for institutional repositories: A SPARC position paper. Unpublished manuscript. Retrieved July 29, 2015, Retrieved from http://www.sparc.arl.org/sites/default/files/media_files/instrepo.pdf Foster, N. F., & Gibbons, S. (2005). Understanding faculty to improve content recruitment for institutional repositories. D-Lib Magazine, 11(1) Retrieved from http://www.dlib.org/dlib/january05/foster/01foster.html Gibbons, S. (2004). Benefits of an institutional repository. Library Technology Reports, 40(4), 11-16. Retrieved from https://journals.ala.org/ltr/article/view/4376/5059 Kingsley, D. (2008). Those who don't look don't find: Disciplinary considerations in repository advocacy. OCLC Systems & Services: International Digital Library Perspectives, 24(4), 204-218. doi:http://dx.doi.org/10.1108/10650750810914210

References I Used When Pitching the IR Miller, C. (2013). Riding the wave: Open access, digital publishing adn the undergraduate thesis. Paper presented at the USETDA 2013 Conference, July 24-26, Claremont McKenna College and Scripps College, Claremont, CA. Retrieved from http://scholarship.claremont.edu/pomona_fac_pub/377/ Nabe,Jonathan A.,,. (2010). Starting, strengthening, and managing institutional repositories : A how-to-do-it-manual. New York: Neal-Schuman Publishers. Nykanen, M. (2011). Institutional repositories at small institutions in america: Some current trends. Journal of Electronic Resources Librarianship, 23, 1-19. doi:http://dx.doi.org/10.1080/1941126X.2011.551089 Ramirez, M. L., & Miller, M. D. (2011). Approaches to marketing an institutional repository to campus. In P. Bluh, & C. Hepfer (Eds.), The institutional repository: Benefits and challenges (pp. 13-50) Retrieved from http://digitalcommons.calpoly.edu/lib_fac/64/ Shulenburger, D. (2008). Closing keynote. Paper presented at the SPARC Digital Repositories Meeting, Retrieved from http://digitalcommons.bepress.com/repository-research/41/ St. Jean, B., Rieh, S. Y., Yakel, E., & Markey, K. (2011). Unheard voices: Institutional repository end-users. College and Reseach Libraries, 72(1), 21-42. doi:http://dx.doi.org/10.5860/crl-71r1

Questions?

Michael Pujals Dominican Scholar Dominican University of California michael.pujals@dominican.edu https://works.bepress.com/michael-pujals/ Dominican Scholar http://scholar.dominican.edu