Using Citation Managers to select from the GALILEO buffet

1
Using Citation Managers to select from the
GALILEO buffet

• EndNote and RefWorks at three University System
  of Georgia institutions
• Virginia Benjamin moderator
• Lori Critz - Georgia Tech
• Elizabeth Winter - Georgia State
• Diana Hartle University of Georgia

2
What do citation managers do?

• Empower users to manage scholarly resources,
  instead of being overwhelmed by them
• Make GALILEO approachable
• Make scholarly notation a breeze and let writers
  hone their prose skills instead of worrying about
  styling

3
Easy transfer from GALILEO and GIL

• Create a database of everything you have read or
  intend to read

4
Organize your references

• Store your notes
• Store your direct quotes (and page s)
• Code references for easy retrieval (chap2 for
  chapter 2 of ones thesis)
• Link to full text via URL which imports from
  GALILEO or via OpenURL standard

5
Evaluate search results in Endnote rather than
online

• Annotated style displays the citation along with
  author abstract in a preview pane
• Routine look with key information to evaluate
  whether to read or not
• Gulp GALILEO search results in bundles (100 to
  500) into Endnote temporary library

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Endnote Preview pane the time management tool
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Electronic resources for students and faculty at
UGA

• 1993 10 databases via tape load
• 1995 25 GALILEO databases
• 2006 hundreds of databases (GALILEO plus
  library-funded)

8
Brief history

• Emory U was first to site license Endnote in
  Georgia (early 90s)
• Collaboration and communication among librarians
  at several schools (Emory, GSU, Southern
  Polytech, GA Tech, UGA) sharing files, tips,
  problem alerts, etc. as they supported
  individuals who purchased Endnote (108 student,
  170 faculty) themselves

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Brief history cont.

• Selden Deemer at Emory was a generous resource as
  we learned the GALILEO-Endnote interface
• Merryll Penson at GALILEO facilitated our
  communication and nudged vendors to improve
  transfer methods

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Writing data filters (maps)

• 90s local scripting for transfer of references
  from GALILEO to Endnote and creating journal
  styles in Endnote made librarians look techie
• Late 90s/early 2000s vendors stepped up to
  improve transfer (and a great sigh of relief was
  heard from libraries!)

11
Finally, some momentum

• Ga Tech was the first USG school to site license
  Endnote (2004)
• GSU and UGA jumped in the next fiscal year

12
Harnessing the information overload

• Fund site licenses
• Promotion, training and support
• Statistics
• User response to the products
• Opportunities and challenges

13
The Endnote experience at
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GA Tech Promotion Support

• Initial Kick Off event 2 days of training
  sessions in Spring 2004 offered by EndNote
  trainer marketed via faculty/student listservs,
  Technique, Whistle
• Continued promotion via T-Paper, website,
  liaisons, Info Lit classes, tours and grad
  orientations

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GA Tech Promotion Support

• Training
• Pre-scheduled 2 hour, hands-on workshops
• 6 per semester
• Sessions on request for groups of 5 or more (user
  directed system)
• Ranges from 5 10 per semester
• Individual training on a limited basis only
• Currently one librarian/trainer

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GA Tech Promotion Support

• Online support/resources
• Camtasia tutorial on setting up a connection file
  to GIL Catalog
• Other web-based tutorials in progress
• Static guides linked to databases list on
  direct export and importing records from
  databases
• Troubleshooting calls/e-mails are routed to me
• Remote questions often require face-to-face
  interactions or files sent via e-mail
• Rely on EndNote Tech Support

17
GA Tech - Statistics

• Downloads 10,941 since 2004
• 1/04 7/04 2700 7/04 6/054932
  7/05-5/063309
• Training sessions approximately 50 in 2 years
  (both pre-scheduled and user requested)
• Approximately 800 folks trained in 2 years
• EndNote introduced to perhaps 1000 additional
  students at orientations, etc.

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GA Tech User Response

• Overwhelmingly positive response in
  graduate/faculty communities!
• Some undergrads feel EndNote is overkill until
  faced with a strong, immediate incentive
• Most attendees felt EndNote was relatively easy
  to use, but the formal training was a more
  efficient way to learn
• Widespread acknowledgement that help/expertise
  resided in Library
• Improved communication with academic staff and
  grad community ---personal relationships forged
  (MSPO program)

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GA Tech Opportunities Challenges

• Opportunities abound!
• Creating a Buzz among graduate community ?
  increased appreciation of library service as we
  meet a user-identified key need
• Provides tie-ins to other workshops (e.g. LaTeX)
• Opening doors to information literacy instruction
  (database catalog searching evaluation of
  sources)
• Provides chance to advocate for use of
  underutilized resources (e.g. BIOSIS Medline)
• Increases visibility of library resources in
  general, and way to meet previously unperceived
  needs
• Enhances communication with faculty/staff a way
  to get a foot in the door

20
GA Tech Opportunities Challenges

• Challenges persist!
• Time commitments --- add-on responsibility for
  trainer
• Time constraints prevent provision of advanced
  sessions on regular basis
• Support of EndNote in LWC/LEC --- little or no
  expertise
• Walk-in sessions are unpredictable --- 5 30
  attendees!
• Varying tech level of attendees point to need
  for a second in classroom more hand-holding
  desirable
• Need to gain expertise with LaTeX to complete
  cycle for Engineering/Technology/Mathematics
  community

21
Endnote experience at
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GA State Promotion

• Promotion
• GSU EndNote web site
• GSU Endnote-L listserv
• Fliers, Library Newsletter
• Library News blog

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GA State Support

• Support
• EndNote contact
• Liaison librarians
• Training
• Train the trainer sessions
• One-on-one training for liaisons
• Occasional one-on-one training, if needed, for
  users (via phone or in person)
• Occasional open sessions for users

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GA State - Statistics

• Downloads
• 2004 1604 downloads (1339 barcodes)
• 2005 1448 downloads (997 barcodes)
• 2006 446 downloads (362 barcodes)
• Total 3499 downloads (2758 barcodes)
• Listserv
• 47 subscribers
• 2005 data does not include March-May

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GA State User Response

• I've recently started using EndNote and think
  it's a wonderful tool for dissertation writers,
  and have had many questions from my colleagues
  about how to use it. --GSU Ph.D student
• I'm a citing fool, now. --GSU student/staff
  member, upon receiving troubleshooting help with
  EndNote

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GA State Opportunities Challenges

• Challenges
• Awareness
• Training
• Support
• Opportunities
• New ways of promoting
• Additional training sessions

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Endnote and RefWorks at
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UGA - Funding

• FY 2004-2005 submitted special needs program
  request for funding by the Student Technology Fee
• FY 2005-2006 - submitted special needs program
  request for funding by the Student Technology Fee
• FY 2006-2007 Taken off the Top

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UGA Promotion Support

• Methods employed to promote EndNote
• EndNote user listserv
• Advertise on Grad School listserv
• Through interactions at the Reference Desks
• Promotion during bibliographic instruction
  sessions
• Word-of-mouth among our user population

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UGA Promotion Support

• On-line resources
• Support website on librarys site
• On-line training request form
• Instructions database for transferring references
  from GALILEO to Endnote

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UGA Promotion Support

• Training Initiatives
• Five trainers
• Majority of training is one-on-one
• Hosted series of introductory sessions very
  popular!
• Reference staff are trained to some extent
  refer more in depth questions to trainers

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UGA Promotion Support

• Troubleshooting User Concerns
• Users seek out the person who trained them
• Users fill out the training form and add their
  unique problem there
• We share troubleshooting tips on our ENDTRAIN-L
• Utilize EndNotes FAQ
• Utilize Adept Sciences archive of international
  archives concerning EndNote

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UGA - Statistics
34
UGA - Statistics
35
UGA - Statistics
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UGA - Statistics

• Downloads of EndNote
• From Jan 05 May 4, 06
• 3,017 Graduate downloads
• 683 Undergraduate downloads
• 1,172 Faculty downloads
• 504 Staff downloads
• 100 Other downloads
• TOTAL 5,476 downloads!

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UGA - Statistics

• How Many Users Have Been Trained?
• From September 2004 April 2006
• -1,615 trained
• -Mostly graduate students

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UGA - Statistics

• Agricultural Applied Economics
• Animal Dairy Science
• Anthropology
• Biochemistry Molecular Biology
• Biological Agricultural Engineering
• Biological Sciences
• Business School
• Cellular Biology
• Chemistry
• Child Family Development
• Complex Carbohydrate Research Center
• Criminal Justice
• Crop Soil Sciences
• Ecology Institute
• Education
• Entomology
• Environmental Design
• Family Consumer Sciences
• Food Sciences Technology

• Horticulture
• Instructional Technology
• International Affairs
• Journalism Mass Communication
• Libraries
• Linguistics
• Marine Sciences
• Music
• Pharmacy
• Physical Education Sport Studies
• Plant Biology
• Poultry Science
• Psychology
• Recreation Leisure
• Religion
• Romance Languages
• School of Public and International Affairs
• Small Business Development Center
• Social Work

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UGA Opportunities Challenges

• Opportunities
• Promote GALILEO GIL
• Provide users with a comfort level with our
  resources with us
• Training across disciplines

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UGA Opportunities Challenges

• Challenges
• Troubleshooting from a distance
• Learning curve of the product
• Attracting staff to become trainers
• Training across disciplines

41
UGA - RefWorks

• Obtained site license for Refworks in 05-06
• Marketing to the undergraduate community
• Training has been less formalized
• Reference staff use desk interactions
  bibliographic instruction sessions to tout the
  product

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UGA - RefWorks

• Less robust than EndNote
• Usage Statistics (July 05-May 4, 06)
• 41 faculty
• 153 graduate students
• 514 undergraduate students
• 29 unspecified

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Wrapup Conclusions Questions

• Funding -- however your institution distributes
  Technology Fee funds, your proposal should
  correlate citation manager licensing with greater
  ability to exploit GALILEO resources already
  supported by (big bucks!), as well as
  increase individual productivity and enhance
  scholarly writing.

44
WrapupConclusions and Questions

• Training is an opportunity to develop GALILEO
  search strategies/abilities in conjunction with
  familiarizing the user with standard and
  customizable Endnote/RefWorks functions. So its
  not just about a nifty tech writing tool but
  GALILEOs scholarly resources as well!

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WrapupConclusions Questions

• Training will jump-start an ongoing relationship
  between librarians and Endnoters/RefWorkers

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WrapupConclusions Questions

• Any questions ???????????