Reading List Management My Unit Readings using Talis Aspire Helen Bronleigh Coordinator, Digital Library Services Murdoch University Library

My Unit Readings Hosted reading list management system using Talis Aspire software Reading Lists Digitised Content My Unit Readings is a hosted resource list management system supplied by Talis Education Ltd. It consists of two modules: Reading Lists Provide an easy way for academic staff to create and manage their own reading lists using online and print resources from the Library Catalogue, databases, websites, YouTube, etc. Uses a bookmarking tool to harvest metadata and create list items uses a simple drag and drop interface to build reading lists efficiently Digitised Content a digitisation request management system which integrates seamlessly with reading lists, and manages copyright compliance in accordance with the University’s CA licence.

Unit reserve list: items in Reserve or eReserve Background Previous model: eReserve: Repository for all digitized text-based copyright materials required for student course work Unit reserve list: items in Reserve or eReserve LMS reading list: all other material, may include links to Reserve and eReserve. Students may have multiple reading lists with limited integration Includes digitised text based copyright materials, but not links to online resources such as journal articles, websites and videos. This type of material may be listed separately in Moodle. Limited integration with Moodle. Out-dated management system for Reserve and eReserve Manual process for checking copyright compliance Manual submission of requests Limited options for sorting or grouping readings Time consuming and complex for academic staff and library staff TA provides a single unified list of all readings required for a unit.

Requirements System which provides: Easy way for academic staff to create and manage their own reading lists Easier management of copyright compliance for academic and library staff Improved experience for students and academic staff. An opportunity arose in September 2014 to acquire funding for a new system to manage ereserve. Business case put forward, and approved for implementation of a pilot project in semester one 2015, followed by full rollout during 2015.

Original Approach Get academic staff involved in creating reading lists from the start. Create reading lists from scratch – no bulk import Subject librarians to be the primary avenue of support Enquiry & Lending Services (ELS) staff to focus on digitisation and copyright compliance

The Reality It’s more complicated ELS staff transfer existing eReserve lists and digitised material New lists – subject librarians arrange consultation with academics If comfortable, academics create reading lists If not, ELS staff create reading lists Process of transferring existing lists more complex than anticipated, so library staff have taken over the transfer process. This is not yet complete, with S2 2016 still to do. Academic staff vary in their willingness and capacity to create and manage their own lists, and we soon realised we need to pull back on our original aim of having them all managing their own lists.

Project phase workflows ELS staff Transfer list from eReserve Transfer digitised content Advise Reference Librarians Reference Librarians Contact unit coordinator Hand over list ownership Provide basic training Unit Coordinators Organise list Add additional material Add links in LMS

New Lists workflows Reference Librarians Unit Coordinator ELS Staff Contact unit coordinator Set up and provide basic training Unit Coordinator ELS Staff Process digitisation requests Create own lists Submit digitisation requests Add links in LMS ELS Staff Create lists Submit digitisation requests Unit Coordinator Add link to LMS unit

Accepted – submitter notified, ELS staff process Digitised Content Requests submitted from Reading Lists Chapter, section of book, article Copyright clearance check - CA Accepted – submitter notified, ELS staff process Referred – ELS staff review, refer to Copyright Coordinator if required Checks electronic access via link resolver Not possible to submit other document types at the moment.

Rollover Existing lists rolled over to the following teaching period Digitised Content links maintained Previous teaching period list archived Managed by Digital Library Services team

CA survey Report generated from Talis Aspire Digitised Content Incidental artwork download Limited manipulation of data required Missing metadata Student numbers

Issues and complexities Multiple teaching periods Multiple teaching modes, eg OUA OpenURL linking and open access eBooks Single/multi-user user licences EBL process different We have semesters, onshore and offshore trimesters, Summer units, Winter units, as well as 4 OUA teaching periods. This enables us to make digitations available for specific times which in theory reduces copyright clashes with the 10% or 1 chapter of a book rule. However, this means you also have to roll over multiple times. Also, what do you do with units which run in semester 1 and semester 2? Or OUA SP1 and SP3? Do you just put them up for the whole year? What do you do with a unit which is Semester 1 the first year, and Semester 2 the following year? Rollover requires all units for teaching period to be done at once. We have waivered on the best way to manage teaching periods, and we are tending towards fewer rather than more periods. Eg, full year for units taught in multiple teaching periods. Similarly, multiple teaching modes present problems. What do you do with a unit which is taught onshore in semester 1, in Singapore in the May trimester, and via OUA in study period 3? Some unit coordinators want separate lists for each mode; others are happy to have the one list for all. Once again, this complicates the rollover process. Open URL linking does not work well with open access resources, with links often not going to article level. We can’t switch it off selectively, so have made the decision to switch if off altogether for the time being. Article linking relies on DOI linking or a direct web address when DOIs are not available. eBooks – we have encouraged unit coordinators to list ebooks if available rather than print versions, but problems can arise with single user licence ebooks. We have put in place a process to identify single user licence ebooks, and replace them if possible with perpetual access or multi-user licence versions. EBL ebooks have the added complexity of requiring a different process to bookmark and add to a reading list, due to a variation in authentication methods.

Impact on Library Staff Process of creating lists easier Digitisation workflows automated, audit trail Copyright compliance simplified Workload CA reporting simplified Process of creating lists easier – bookmarking tool rather than creating catalogue records Digitisation workflows automated, accountable Copyright compliance simplified Workload – has increased during the implementation phase, as staff have had to learn a new system, as well as maintain the old system for a time. But we expect this to settle down once we have finished transferring all lists into the new system. Still some docs which can’t be added – lecture notes, so we havent been able to completely replace the old system.

Still to do Acquisitions integration - not yet implemented Refining digitisation workflows Additional resources for academic staff Acquisitions integration - not yet implemented Refining digitisation workflows - for example setting up additional stages in the digitisation process to help track document delivery requests. I would like to develop additional training resources for academic staff, to assist them to become more comfortable with managing their own reading lists.

Questions?