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

2. 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

3. VIVA Update

4. 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

5. Leveraging Funds to Expand Access

6. 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.

7. Steering Committee
Chair: Steve Helm, Radford University

8. 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.

9. 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

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

11. 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 : $200,000.

12. 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.

13. 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

14. Outreach Committee
Chair: Luke Vilelle, Hollins University

15. VIVA Onboarding Video
The Outreach Committee developed a new 7 ½ minute onboarding video for new librarians and library staff.

16. Top Ten List
The Outreach Committee developed a Top Ten list for ways to get involved with VIVA.

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

18. 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.

19. Resource Sharing Committee
Chair: Diane Smith, George Mason University

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

21. 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. 

22. 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 , small and mid-size libraries are expected to migrate; a summer migration is estimated for large libraries.

23. 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.

24. 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.

25. 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.

26. Collections Committee
Chair: Sharon Gasser, James Madison University

27. 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.

28. 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

29. 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.

30. 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.

31. VIVA Collections Forum
The second biannual VIVA Collections Forum took place on May 19, 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.

32. 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. 

33. Vendor Jeopardy!

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

35. Communications in Theoretical Physics

37. Diplomatic History

39. Synaptic Stress and Pathogenesis of Neuropsychiatric Disorders

41. Wavelet Methods for Dynamical Problems

43. Advances in Anatomic Pathology

45. Science

47. Behavioral Neuroscience

49. The New York Times

51. Transactions of the IRE Professional Group on Airborne Electronics

53. Accounts of Chemical Research

55. Contemporary Authors

57. American Journal of Primatology

59. Dance Chronicle

61. Insider Trading Data

63. WorldCat

65. VIVA Program

66. 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

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

68. SACS QEP Project

70. Search in Title and text

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

74. 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

75. Fairfax, VA
Blacksburg, VA

77. 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.”

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

81. $1,230 - $1,390 The average student should budget
for textbooks and course materials in
NVCC = $1,800 / year ( )
Virginia Tech = $1,150 / year ( )
Budgets,
(IPED Survey)

82. $1,230 - $1,390 The average student should budget
for textbooks and course materials in
NVCC = $1,800 / year ( )
Virginia Tech = $1,150 / year ( )
Budgets,
(IPED Survey)

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

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

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

86. 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

87. Divine Intervention
Thank Heaven For VIVA

88. 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

89. 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

90. 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

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

92. 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.

93. 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

94. Thank You Summer Durrant Collection Services Librarian
University of Mary Washington

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

96. 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

97. Thistle Collection Analysis Tool (ThistleCAT)

98. ThistleCAT Basic Visualizations

99. ThistleCAT Basic Visualizations

100. ThistleCAT Basic Visualizations

101. ThistleCAT Basic Visualizations

102. ThistleCAT Basic Visualizations

103. ThistleCAT Basic Visualizations

104. ThistleCAT Not So Basic Visualizations: Superseded Editions

105. ThistleCAT Not So Basic Visualizations: Literature

106. ThistleCAT Not So Basic Visualizations: Literature

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

108. ThistleCAT Not So Basic Visualizations: More Stuff

109. 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

110. Through a Glass Clearly Developing an In-House Collection Visualization Tool
Public demo site
Code is on GitHub

111. 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.

112. 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.)

113. 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

114. 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

115. 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

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

117. Questions? Sue Erickson, Library Director Virginia Wesleyan University