1. University Library Senior Design Theses: Moving to an electronic collection by collaborating with the School of Engineering Susan Boyd Special Libraries Association Annual Conference June 10, 2013 www.scu.edu

2. University Library Who’s Collaborating…  Associate Dean of Undergraduate Studies, School of Engineering  School of Engineering – Seniors, Administrative Assistants, and Faculty  University Library Management  Engineering Librarian  Scholarly Communications Working Group, University Library 2

3. University Library Exception to the Rules  Oversized materials (maps, drawings, etc.)  Asked the Association for Engineering Education (ASEE) Engineering Libraries Division (ELD) listserv for feedback on possible solutions – most recommended high resolution scanner to digitize.  In the absence of such equipment and funding to purchase, decided to accept print in such cases. 3

4. University Library Interdisciplinary Projects  Where to submit interdisciplinary projects, ie. students from different departments working on one project  Solution: Submit senior theses to undergraduate studies office rather than to a departmental office. 4

5. University Library Communications  Communicating the new submission procedure to students, staff and faculty.  Students: Fall quarter 2012 – Went over the research and submission process in technical writing classes specifically designed to help seniors with their projects.  Created a research guide (LibGuides) with research tips, publication agreement form, departmental guidelines, and submission procedure.  E-mailed explanation and URL for the research guide to students, staff, and faculty. 5

6. University Library Sending Senior Theses to the Library  The student submission procedure stopped at the point of giving their completed senior design thesis (in PDF format) to their departmental administrative assistant—what’s the next step?  A library submission procedure for departmental administrative assistants was written by one of them using Google Drive as the method for electronic transfer. 6

7. University Library Accessibility and Storage  Making the PDF format senior design theses accessible and searchable to users.  Problem: Current ILS system does not handle PDFs in the catalog.  Solution: Outsource an institutional repository for storage and accessibility. 7

8. University Library The Institutional Repository  Outsourcing was the best solution for the University Library—given cost and staffing constraints.  Vendor: Longsight  Application: Dspace  Name of the repository: Scholar Commons 8

9. University Library Scholar Commons  Administered by the University Library’s Scholarly Communications Working Group (SCWG)  SCWG Members: Digital Initiatives Librarian, Science Librarian, and Engineering/Math Librarian  Initial “seed” collection: Senior Design Theses  Adding other student, staff, and faculty publications to highlight SCU’s intellectual content and unique materials 9

10. University Library Learning from the Experience  It takes TIME (see Project Timeline)  Being a “mediator” between another organization and yours can be challenging.  The best scenario is the win-win one—both the School of Engineering and the University Library made positive changes.  Say “Thank you” to everyone involved for a job well-done. 10

11. University Library Project Timeline - 2012  August 2012 – Initial meeting with Associate Dean of Undergraduate Studies.  August 2012 – Began work on revising existing print submission procedure, and existing Senior (Undergraduate) Student Thesis Publication Agreement.  September 2012 – Created a research guide (LibGuide) for required tech writing classes for engineering seniors. 11

12. University Library Project Timeline - 2012  October 2012 – Conducted one-shot library research classes for engineering seniors, pointing out that the research guide would be their one-stop place to see requirements, forms, etc. for their senior design theses.  November 2012 – Announced to engineering students, faculty and staff that there was agreement on the new library submission requirements and the publication agreement. Also included the URL for the research guide where the information was provided. 12

13. University Library Project Timeline - 2012  November 2012 – University Library management made the decision to go with Longsight as the hosting platform for an institutional repository.  December 2012 – Associate Dean for Undergraduate Studies discussed whether to have the senior design theses collection open to the public or not. Engineering faculty consensus: Yes. 13

14. University Library Project Timeline - 2013  January 2013 – One of the engineering administrative assistants volunteers to write a procedure and create a Google Drive system for submitting the senior theses electronically from engineering to the University Library.  May 2013 – Training held for engineering administrative assistants to familiarize them with the electronic submission process.  Senior design theses submitted electronically to the University Library between the senior design conference date (May 9 th) and graduation (June 15 th ). 14

15. University Library Acknowledgements  Dr. Ruth Davis, Associate Dean, Undergraduate Studies, School of Engineering, Santa Clara University  Nicole Morales, Administrative Assistant, School of Engineering  Class of 2013 – School of Engineering  Jennifer Nutefall, University Librarian  Elizabeth McKeigue, Associate University Librarian for Public Services  Thomas Farrell, Digital Initiatives Librarian  Michal Strutin, Science Librarian 15

16. University Library Senior Design Conference 2013 16

17. University Library Senior Design Project Example 17

18. University Library Senior Design Project Example 18

19. University Library ICARUS: Portable Aerial Camera System 19

20. University Library Research Guide 20

21. University Library Scholar Commons 21