Date post: | 18-Dec-2014 |
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Lessons Learned from a Library Tech Launch
Jacqueline KeleherLaurie GaillardCaitlin Moen
Why was the Library involved?
The Director of the Library wanted a Library-driven technology initiative
E-Readers had been tested but a more dynamic device was sought
It was possibly the right place It was possibly the right time It was definitely headed in the wrong
direction
Title III wanted to get devices into the hands of students and had the $ to do so
The Library director had approached Title III to fund new devices
Weird coincidence, AT&T was on campus to present a new phone system
A question was asked about other services provided
A short time later AT&T came back and did a presentation of the iPad and the services offered
The Library Director thought the iPad was the dynamic device she had been looking for
SACS Accredidation
As iPads were being considered for purchase SUNO was preparing for SACS and a new QEP The SUNO QEP: Enhancing Student
Learning in Online Courses by Improving Institutional Readiness
The Library Director served on several committees for SACS and chaired the Student Online Proficiency Development subcommittee
SACS and $ left over
It was decided based on the chosen QEP iPads would be purchased to support the QEP
There are strict rules as to who can obtain an iPad
Title III still had money so netbooks were purchased to allow more students access to devices
There are not quite so many restrictions on who is eligible for the netbooks
Out of focus
When the devices arrived Stores didn’t know what to do with them so they brought everything to ITC.
ITC was a logical choice as software needed to be loaded
Somewhere along the way E-Learning became involved with the iPads and held them until right before the launch
After the software was loaded the netbooks were delivered to the library
Out of focus
As best we can tell Library involvement was blurring because the Director was on several committees so it was assumed the Library would do the deployment, enforce the University policies and house the devices
As the launch date appeared roles and responsibilities were mixed and it was too late to come up with another plan
In the end, the responsibility from start to finish resides with the Library Faculty
Plan for System/Catalog
In late June we learn there are 90 iPads and 100 netbooks that will be loaned to a specific cohort
The iPads were given to eLearning who wanted to create a database to track them
It was decided the library would “track” them since we already had software that could circulate materials
The Devices are Dumped on Us
Using state barcode for item ID The rules for loaning the devices are
determined by state policy We would have to use a state property
transfer form in addition to checking them out in ILS
Working Out the Details
Thinking as a librarian I wanted to see the “rules” so we could determine the circulation policy
Once that was in place I could set up the parameters in our ILS to make sure the devices circulated according to the rules
I asked for this written policy at the end of June
Next steps
I receive an e-mail in late July saying the devices must be ready for checkout by August 16th
Librarians go on break for two weeks in August
Three days to get this done with no policy No devices in hand
Say What?
Cataloging staff would be on vacation soon eLearning would not allow the devices to
come to the library Had to create item types and locations and
set corresponding circulation policies with no real parameters
Decided to created brief shadowed records with state barcode as Item ID
Say What?, cont.
People who don’t think like librarians, don’t think like librarians
Problems with getting information on specs, pricing and number of pieces
No good records Booking module might have been better to
use
Problems
Distribution and Launch
Started hearing references to program in meetings
No dates set – “After we get the list of eligible students”
No responsibilities assigned – “We’ll see who ends up in charge
Librarians Back for Fall Semester
Library Director Out Schoolwide planning meetings were
happening – other faculty members thrown in with no real concept of program
No real ownership of the program within the library
Complications
Library Faculty Decides…
Craig Sjodin/ABC – People Magazine
Registration
• Check for eligibility
• Check System for existing patron record
• Update/Enter new patron information
• Designate netbook or iPad on form
Paperwork
• Patron fills out two forms
Runner
• Get device for student (netbook or ipad)
• Make two copies of completed paperwork with photo ID
Check Out
• Fill in device information on form
• Enter checkout in system
• Explain return process to patron
• Give copies of paperwork to student
1 Librarian
No staff – table
staged for filling out
paperwork
2 Librarian
s
1 Librarian
Planned Work Flow for Distribution
Staging
•Check in at desk to get info on information needed to check out device
•Fill in patron registration form
•Wait for available librarian
•Desk operating as normal
Registration
•Check for eligibility
•Update/Enter new patron information
•Designate netbook or iPad on form
Paperwork
•Patron fills out two forms
Runner
•Direct prepared student s to available checkout station
•Get device for student (netbook or ipad)
•Make two copies of completed paperwork with photo ID as able
Check Out
•Fill in device information on form
•Enter checkout in system
•Explain return process to patron
•Make two copies of completed paperwork if runner is unavailable
•Give copies of paperwork to student
1 Assistant
2 Student Workers
Table staged for filling out
paperwork, but paperwork
completed at checkout
stations for the most part
2 Librarian
s
1 Librarian
1 Librarian
Actual Work Flow for Distribution
Student ID Number
Copy of State or School ID
Designate Netbook or Apple iPad
State Barcode
N/A for Netbooks
N/A for Netbooks
Service Tag # for Netbooks
Serial for iPads
Student’s home
address (field is often overlooked)
Distribution
Launch program in gym with speakers (Chancellor, representative from Apple)
Presentation of devices to several pre-selected students
Distribution opened immediately following program
Checked out 62 devices within 2 hours, additional 17 in following 3 hours, totaling 79 devices the first day
Major Overall Issues
Who is eligible?? Who is in charge of determining eligibility and
communicating with the students?? Mix-ups with launch planning, responsibilities, and
merging of different programs being introduced HUGE problem with merging of iPads and Netbooks
Created issues with determining eligibility No one knew how to advertise who gets what Chancellor’s speech in launch program implied anyone
could get an iPad – MANY disappointed students No real information on the Netbook program in the
launch, only a representative from Apple, putting the focus on the iPads
Communication
Can ONLY be done by IT No way to push updates – must be done one
by one Left until last minute - some students were
delayed getting a device this semester while IT worked on them
Updates throughout semester must go to IT to be run
Campus Wireless Network – student MUST go to IT to get password
Software Updates
Librarians were not issued devices IT got devices so that they could provide
tech support but did not make themselves available for the type of help students needed
Because we were perceived as “owning” the program, students come to us for help
Had to self teach on basic iPad usage in order to provide an orientation to students
Lack of Support/Training
Devices have 3G – cellular data coverage The plan that was set up had limited amounts of
data per user before accruing overage charges Turned off cell data for a while, but that conflicts
with what makes the iPad so useful Thought about charging students for overages,
but logistics were no good Now students that go over have their 3G frozen
unless they come and appeal for circumstances
Data Coverage
Set prices for charger, box, etc. – seemed successful
About 6 netbooks were returned with shattered screens – dropping, pressure on screen, temperature change
IT priced part from Dell and student responsible for cost of part – labor to be done by IT to cut costs
Damages/Pieces Missing
Student is responsible for replacement cost Police report is necessary to prove theft and
attempt campus recovery of item May be covered by renter’s/homeowner’s
insurance, but still responsibility of student to pay the university
Loss/Theft
Due during Finals week MANY were late Some STILL have not come back
Returning Devices
Hold placed on registration account at the school
Calls and emails to students Certified letter to students Reported to police
Delinquent Devices
Student Feedback
How often did you use the netbook?
Where did you use your device the most?
What did you use the netbook for?
Did the device assist you in meeting your course objectives?
What would have increased your use of the device?
Switch from semester checkout to 21-day renewable checkout
TRAIN and EXAMPLES on properly filling out paperwork
Gather and update email addresses as primary mode of communication
Break up distribution by days and times if possible
Follow up on delinquent devices throughout semester
Lessons Learned
CLEAR communication with IT (lojack, wiping devices, damages, etc.)
Announcements to students need to go through library FIRST
Classes in how to use and utilize devices Professors of iPad-eligible classes
communicate with students rather than blasting all students
Although we don’t “own” the devices, we need to act like we do within the parameters of the program to control the process
Lessons Learned
FLEXIBILITYCOMMUNICATION Know your role and responsibility
PREPARE FOR ANYTHING
Overall