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

2. 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

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

4. Institutional Repository Staff1

5. 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.

6. 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.

7. 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

8. 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

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

10. 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

11. 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?

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

13. 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.

14. 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.

15. 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

16. 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.

17. 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?

18. 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.

19. 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

20. 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

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

22. 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

23. 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.

24. 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

25. 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

26. 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.

27. 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.

28. Culture change takes time
Faculty Engagement
Culture change takes time

29. Staffing
What staff?
It’s just me.

30. 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. 

31. 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. 

32. 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.

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

34. 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

35. 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

36. 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.

37. 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.

38. Staffing
Borrow shamelessly
Borrow shamelessly
Forms
Policies

39. 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…

40. 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
Bankier, J., Foster, C., & Wiley, G. (2009). Institutional repositories -- strategies for the present and future. The Serials Librarian, 56,
Crow, R. (2002). The case for institutional repositories: A SPARC position paper. Unpublished manuscript. Retrieved July 29, 2015, Retrieved from
Foster, N. F., & Gibbons, S. (2005). Understanding faculty to improve content recruitment for institutional repositories. D-Lib Magazine, 11(1) Retrieved from
Gibbons, S. (2004). Benefits of an institutional repository. Library Technology Reports, 40(4), Retrieved from
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), doi:

41. 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
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, doi:
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 ) Retrieved from
Shulenburger, D. (2008). Closing keynote. Paper presented at the SPARC Digital Repositories Meeting, Retrieved from
St. Jean, B., Rieh, S. Y., Yakel, E., & Markey, K. (2011). Unheard voices: Institutional repository end-users. College and Reseach Libraries, 72(1), doi:

42. Questions?

43. Michael Pujals Dominican Scholar Dominican University of California
Dominican Scholar