VIVA Users’ Group Meeting VLA Annual Conference October 12, 2017

Agenda Welcome: Luke Vilelle, Hollins University, VIVA Outreach Committee Chair VIVA Update: Anne Osterman, VIVA Director Vendor Jeopardy! More than Making Do: Innovating Amidst Budget Cuts

VIVA Update

What is VIVA? 175 databases 115,000 e-books 45,000 e-journals The Virtual Library of Virginia (VIVA) is the consortium of the 72 academic libraries within the Commonwealth of Virginia. For over 20 years, VIVA has created significant cost savings through cooperative purchasing and resource sharing. VIVA provides shared access to high quality academic resources, leveling the academic playing field for Virginia’s students. 115,000 e-books 175 databases 45,000 e-journals 35,000 videos

Leveraging Funds to Expand Access

Budget Request for the 2018-2020 Biennium VIVA is proposing an increase to its state budget for the next biennium.  We are requesting money for collections as well as a new open and affordable course content program. The open and affordable course content program would: Expand the OTN pilot. Provide course redesign grants for faculty. Create a central portal for faculty to select affordable textbooks. Hire central staff to coordinate and assess the program.

Steering Committee Chair: Steve Helm, Radford University

Linked Data Pilot VIVA partnered with Zepheira and Atlas Systems to conduct a Linked Data Pilot this year, funded by SCHEV. Three webinars about the Library.Link network were attended by 69 people. 48,000 records representing the special collections content of seven institutions were converted into Linked Data and loaded into the Library.Link network.

Partner Institutions Library of VA: link.virginiamemory.com CWM: link.libraries.wm.edu GMU: link.library.gmu.edu JMU: link.lib.jmu.edu UVA: link.lib.virginia.edu VCU: link.library.vcu.edu VT: link.lib.vt.edu

Pilot Results These collections are now discoverable from search engines, and they have their own Internet locations that link back to the institutions.

Open Textbook Network, 2016-2017 Three System Leaders and 35 Campus Leaders were trained by the OTN. These Leaders held 37 workshops for 358 faculty from 25 Virginia colleges and universities. 7 spring adoptions with 100 more anticipated this year. Estimated student savings for 2017-18: $200,000.

Open Textbook Network, 2017-2018 Seven new Campus Leaders were trained in September by our own System Leaders. A best practices meeting for all Leaders was held in October. VIVA will pay for five faculty reviews per institution per year.

Open Textbook Network The VIVAOER-L Listserv is the key communication tool, including discussion about open education topics and the announcement of OTN workshops. To subscribe to VIVAOER-L, please send a request to viva@gmu.edu.

Outreach Committee Chair: Luke Vilelle, Hollins University

VIVA Onboarding Video The Outreach Committee developed a new 7 ½ minute onboarding video for new librarians and library staff. http://vivalib.org/committees/outreach/promotional.html

Top Ten List The Outreach Committee developed a Top Ten list for ways to get involved with VIVA. http://vivalib.org/committees/outreach/top-ten-list.html

Featured Member Libraries There have been fourteen member libraries featured in a new initiative to highlight VIVA institutions.

VIVA Website Redesign VIVA will be shifting its internal database to ConsortiaManager this fall, which will allow member libraries to log in to a portal to view, renew, and cancel their VIVA subscriptions.  Complementary to this, VIVA will be creating a new website in LibGuides. The Outreach Committee will be conducting a survey about the current website this fall.

Resource Sharing Committee Chair: Diane Smith, George Mason University

VIVA won an award! VIVA was awarded the Rethinking Resource Sharing Initiative 2017 Innovation Award for its whole ebook ILL lending program!

Reprints Desk VIVA member institutions now receive discounts for Reprints Desk document delivery transactions.  Reprints Desk provided two initial group webinars, but they will provide individual webinars for any interested institutions. 

The Move to Tipasa The Committee has been investigating Tipasa and talking with OCLC about the move from ILLiad. 85 libraries have migrated to date, including eight within VIVA. In 2017-2018, small and mid-size libraries are expected to migrate; a summer 2019 migration is estimated for large libraries.

Investigation of Resource Sharing Systems The Committee investigated RapidILL and determined that it will not pursue it further at this time. The Committee has formed a task force to look at the Alma Resourcing Sharing Module in the context of VIVA’s interlibrary loan program.

Cooperative Borrowing Program Allows students, faculty, and staff at VIVA institutions to borrow materials on-site at any of the 43 participating institutions. Roanoke College and Randolph-Macon College joined this year! A map of the participating institutions is available on the VIVA website.

VIVA Interlibrary Loan Forum The 19th VIVA ILL Forum was held on July 22nd at Virginia Commonwealth University with 87 registered attendees. The Forum included an update from OCLC and moderated, open discussions on policies, challenges, and best practices.

Collections Committee Chair: Sharon Gasser, James Madison University

Resource Cancellations Due to the FY17/FY18 budget cuts and expected inflation for FY18, VIVA needed to make significant cancellations. These decisions were based on VIVA’s Cancellation Guidelines, the work of the Value Metric Task Force, and standard metrics such as cost per use and levels of use across VIVA.

Resource Cancellations FY18 Annual Reviews Literature Online FIAF (Pooled Funds will retain this product) HighWire: Journal of Applied Physiology HighWire: Molecular Biology of the Cell Oxford Reference Online Springer Computer Science Ebooks Taylor & Francis CRC Handbook of Chemistry & Physics HarpWeek Annual Access Fee (will be retained) FY19 APA PsycBOOKS

ACS Model Change VIVA is downgrading its shared All Publications subscription to a Science Essentials subscription for ACS Journals. Institutions that want a larger title package (Core Plus or All Pubs) must pay additional funds starting in FY18. Institutions are finalizing their title selections for the Science Essentials or Core Plus package for 2018.

Kanopy Streaming Media VIVA is ending its pilot PDA plan with Kanopy for its streaming media collection, effective December 31, 2017. This is not because it was unsuccessful – there were over 33,000 plays and over 800,000 minutes watched in the first six months of the program alone – but because of VIVA’s budget cuts. Central funds will continue to pay for the PDA program for the public institutions through the end the year.  If an individual institution exceeds its estimated allocation, it may be asked to contribute funds.

VIVA Collections Forum The second biannual VIVA Collections Forum took place on May 19, 2017 at Virginia Commonwealth University with 99 registered attendees. Topics included VIVA’s Value Metric Project, the Linked Data Pilot, E- books, Procurement and Licensing, Marketing and Outreach, Kanopy Streaming Media, Usage Statistics, and more.

RFP for Multidisciplinary Databases This RFP concluded with an award to EBSCO Information Services for its EBSCOhost Collection, including all the multidisciplinary databases currently subscribed to by VIVA. New to this contract is that VIVA will have a single instance of EBSCO Discovery Service for shared VIVA resources.  This will be maintained by the Central Office. 

Vendor Jeopardy!

House Rules You must raise your hand and be called on before answering. Only one prize per person. This is supposed to be fun!

Communications in Theoretical Physics

Diplomatic History

Synaptic Stress and Pathogenesis of Neuropsychiatric Disorders

Wavelet Methods for Dynamical Problems

Advances in Anatomic Pathology

Science

Behavioral Neuroscience

The New York Times

Transactions of the IRE Professional Group on Airborne Electronics

Accounts of Chemical Research

Contemporary Authors

American Journal of Primatology

Dance Chronicle

Insider Trading Data

WorldCat

VIVA Program

More than Making Do: Innovating Amidst Budget Cuts Anaya Jones, Mary Baldwin University Heather Blicher, Northern Virginia Community College Tonia Graves Stewart and Rob Tench, Old Dominion University Summer Durrant, University of Mary Washington Rachel Maderik, Virginia Military Institute Sue Erickson, Virginia Wesleyan University

Thinking Outside the FAQ: Alternative use of the Libraryh3lp Knowledge Base Anaya Jones Information Literacy Librarian Martha S. Grafton Library, Mary Baldwin University

SACS QEP Project

Search in Title and text

Anaya Jones rajones@marybaldwin.edu Information Literacy Librarian Martha S. Grafton Library, Mary Baldwin University

Open Textbook Network: An Online Workshop Experiment Two librarians. Two very different institutions.  An online experiment. Northern Virginia Community College and Virginia Tech teamed up to deliver an open textbook workshop completely online. Heather Blicher, Online Learning Librarian Northern Virginia Community College Extended Learning Institute

Fairfax, VA Blacksburg, VA

Welcome to the Virtual Open Textbook Workshop Directions: 1) Raise hand if you can hear 2) Use the chat to introduce yourself (name & discipline) using the “chat” feature 3) Please turn your microphone OFF until the end / Q&A “helps to avoid echoing etc.”

R1: Research University Fairfax, VA Community College Blacksburg, VA R1: Research University

$1,230 - $1,390 The average student should budget for textbooks and course materials in 2015-16. NVCC = $1,800 / year (2015-2016) Virginia Tech = $1,150 / year (2017-18) https://trends.collegeboard.org/college-pricing/figures-tables/published-prices-national#Student Budgets, 2016-17 http://finaid.vt.edu/undergraduate/coa.html http://www.collegecalc.org/colleges/virginia/northern-virginia-community-college/ (IPED Survey)

$1,230 - $1,390 The average student should budget for textbooks and course materials in 2015-16. NVCC = $1,800 / year (2015-2016) Virginia Tech = $1,150 / year (2017-18) https://trends.collegeboard.org/college-pricing/figures-tables/published-prices-national#Student Budgets, 2016-17 http://finaid.vt.edu/undergraduate/coa.html http://www.collegecalc.org/colleges/virginia/northern-virginia-community-college/ (IPED Survey)

Heather Blicher hblicher@nvcc.edu Questions? Heather Blicher hblicher@nvcc.edu

ODU Libraries Materials Budget Strategies: Some Pros and Cons Tonia Graves Stewart Rob Tench

FY2015 and FY2016 Strategies Reduce approval and firm order allocations Use Endowments Cancellations Databases eBook Collections Journals

FY2017 and FY2018 Strategies Annualize subscriptions Cost share across campus Negotiate with vendors to cap costs (CPI-W rate) Reallocate funds from one-time purchases to subscriptions Increase Demand Driven Acquisitions Allocate more money to PDA Implement print DDA

Divine Intervention Thank Heaven For VIVA

Summer Durrant VIVA Users’ Group Meeting October 12, 2017 Making the Most of Library Data How to Get Organized with a Data Inventory Summer Durrant VIVA Users’ Group Meeting October 12, 2017

Academic Libraries Collect Lots of Data However, making effective use of this data can be challenging: Data collection is often decentralized, meaning individual departments or units are responsible for collecting data. This makes seeing the big picture difficult. Data is stored in many different places, including library systems, vendor administrative portals, shared storage spaces, etc. Locating data can be frustrating and time consuming. Compiling a data inventory can help overcome these challenges

What is a Library Data Inventory? A library data inventory is a comprehensive and detailed list of what data is collected, where it is stored, and how it is used. Example entry: Metric Description Library Unit Collection Method Data Source Purpose External Reporting Instruction Sessions Number of librarian-led instruction sessions and attendees Subject Librarians Manual entry LibInsight External Reporting; Assessment Reports ACRL

How to Compile a Data Inventory STEP 1: Examine library systems STEP 2: Interview library staff STEP 3: Compile information

Improving Data Collection Practices A library data inventory can help improve data collection practices: Reduce Duplication – identify where multiple staff collect the same data, or staff manually collect data already captured in a library system Automate Data Collection – use systems to capture transactional data rather than manually record statistics (e.g., print journals in-house usage statistics) Centralize Data Storage – implement tools like LibInsight to record and store data previously kept in spreadsheets or paper files; upload historical data Standardize Data Collection – create documentation and best practices for recording data, streamline data collection forms, and adopt common definitions for key terms.

Making Better Use of Library Data When staff have a greater understanding of what data is collected, where it is stored, and how it is used, they are more likely to: Care about the quality of the data they collect Incorporate data collection into their daily workflows, including new initiatives where it’s especially important to track success Create and use reports to inform their own decision making

Thank You Summer Durrant Collection Services Librarian University of Mary Washington sdurrant@umw.edu

Through a Glass Clearly Developing an In-House Collection Visualization Tool Rachel Maderik VIVA Users’ Group Meeting October 12, 2017 Norfolk, VA

Background Faced with a collection-wide weeding project in 2015 Liked the idea of using a collection visualization tool (CVT) Not so happy with the cost Realized the concept was pretty basic and something we could probably make ourselves Within a week, we had a basic working version of a comparable tool

Thistle Collection Analysis Tool (ThistleCAT)

ThistleCAT Basic Visualizations

ThistleCAT Basic Visualizations

ThistleCAT Basic Visualizations

ThistleCAT Basic Visualizations

ThistleCAT Basic Visualizations

ThistleCAT Basic Visualizations

ThistleCAT Not So Basic Visualizations: Superseded Editions

ThistleCAT Not So Basic Visualizations: Literature

ThistleCAT Not So Basic Visualizations: Literature

ThistleCAT Not So Basic Visualizations: More Stuff Report builder Interlibrary loan analysis Serials analysis Barcode file analysis

ThistleCAT Not So Basic Visualizations: More Stuff

Takeaways Not Being Able to Afford Things Has Its Benefits Pricier != Better We now have a better product than anything we could have purchased Flexibility to integrate data from multiple sources: Current and former ILS Monographic Collection Analysis Project Illiad Ulrichsweb API WorldCat Search API Ongoing development as needs arise

Through a Glass Clearly Developing an In-House Collection Visualization Tool Public demo site http://demo.thistlecat.org Code is on GitHub https://github.com/thistlecat

making the most of our student assistants, for their benefit and the library's NOTE: To change the image on this slide, select the picture and delete it. Then click the Pictures icon in the placeholder to insert your own image.

Shrinking Budgets; Expanding Opportunities A lean staff and no hope of additional positions Additional work hours for Federal Work Study students Added emphasis on career development as part of VWU’s Quality Enhancement Plan Several library staff started as student workers in our own college libraries Shift in language from “work-study” to “student assistants” Plenty of lower level work that needs to be done and little staff time New services we want/need to provide ( ex. social media, online course support, graduate course support, etc.)

Phase 1: Setting Expectations & Support for SA’s Job description for SA’s Work expectations Inventory project Step 1: Setting Expectations Collaborated with CDIP to identify transferrable skills Paid SA’s to attend CDIP workshops Planned workshop with CDIP on translating campus job to career Step 2: Collaboration with CDIP Each SA gets copy of Strengthsfinder 2.0 Top Team Strengths of SA Team are Identified Step 3: StrengthsFinder Support Social Media Team Website Team Step 4: Pilot Work Teams

Phase 2: Incorporate More SA’s into Staff Teams; New SA Teams Diversity Team Displays Team Outreach Team Step 1: More Library Work Teams Shelf Maintenance Team Library Care Team Processing Team Step 2: Student Teams in Circulation Develop StrengthsFinder exercises Incorporate SA’s strengths into library team top strengths Step 3: StrengthsFinder Redux Basic library training workshop for spring semester CDIP workshop collaboration Step 4: Additional Training for SA’s

Outcomes: Expected & Unexpected New sense of teamwork among the SA’s (ex. app for finding swaps) Mild resentment about new expectations Confidence-building for SA’s Increase in suggestions from SA’s for service improvements Attitude improvement for less engaged SA’s

What’s Next? SA appreciation Peer coaching Leadership skill development Fun! Follow-up – where do our SA’s end up?

Questions? Sue Erickson, Library Director Virginia Wesleyan University serickson@vwu.edu