E-Reserves Phase 2 Collaboration: LMS and CTNG Integration

Nancy Allee, University Library and School of Public Health

&Rebecca (Becky) Dunkle, University Library

Presentation to UM CARAT, January 30, 2004

Overview

• Over a two-year period, the School of Public Health received partnership funding to pilot and implement procedures for establishing E-Reserves delivery of classroom resources. During our meeting, Nancy Allee and Becky Dunkle will focus on a progress report for Phase 2 of the collaboration and will describe initiatives underway to expand the functionality of E-Reserves by integrating the operation within the University Library's new Library Management System (LMS), Ex Libris ALEPH, and CourseTools Next Generation (CTNG).

• They will share information about copyright policy development, focus group interviews, requirements-gathering, and implementing the new LMS. Plans are that the resulting reserves management system will be available on a campus-wide basis, benefiting libraries and academic units throughout the University of Michigan, including both the Ann Arbor and Flint campuses.

Presentation Topics

• Context• E-Reserves Partnership 1• E-Reserves Partnership 2

• Partners• School of Public Health

• PHISA E-Reserves Services • Media Union

• Focus Group Analysis• University Library

• LMS: Ex Libris & ALEPH• CTNG Integration• Reserves & E-Reserves Management & System

User Requirements• Copyright Guidelines

• Next Steps

Context

• The PHISA E-Reserves project began as the idea of an SPH faculty member, David Mendez.

• The purpose of the original E-Reserves pilot was to provide convenient, integrated, electronic access to course resources via CourseTools, utilizing the vast array of licensed, full-text resources made available by the University Library.

E-Reserves Partnership 1

• Goals• Unit

• to implement delivery of E-Reserves on a school-wide level

• Campus-wide• to design and develop a web-

searchable database to function as an integrated CourseTools component, as a copyright management system, and as a print and non-print library of course resources

E-Reserves Partnership 2

• Goals• Unit

• to increase SPH faculty participation in E-Reserves

• Campus-wide• to provide development and

integration of a reserves/e-reserves management system within the University Library’s new Library Management System, Ex Libris, and the CourseTools Next Generation environments

Partner: School of Public Health

PHISA E-Reserves Services

From Pilot to Full Service

• Participation in E-Reserves has grown significantly since the pilot program began.

• It is our most popular library service.

From Pilot to Full Service, 2001 - 2004

• Fall 2001•Faculty: 8•Courses: 8•Documents: 350

• Winter 2004•Faculty: 22•Courses: 24•Documents: 1,146

Organizational Structure

• Steering Committee• Database Design Team/LMS

Circulation, Reserves Subcommittee

Computing Environment

• Four computing stations are designated for E-Reserves access. They are equipped with Adobe Acrobat Reader and direct access to CourseTools sites, and they are connected to four high-speed printers.

Staffing & Support

• Staffing• E-Reserves Coordinator• E-Reserves Assistant• Hourly Assistants

• Responsibilities:Copyright Permissions ProcessingScanningSite MaintenanceTroubleshooting

Development & Consultation

• Media Union• CTNG Consultation

• University Library Digital Library Production Services• LMS ALEPH Development &

Programming

CourseTools --> CTNG

• The E-Reserves team and most faculty are currently using CourseTools Classic, but support is provided for faculty transitioning to CTNG.

Annual User Satisfaction Survey

Results• E-Reserves was one of the

highest rated service areas in overall user satisfaction in both the 2002 and 2003 PHISA annual surveys.

Feedback from SPH Students

• “The electronic reserves service was fantastic. I am very grateful for all your help this term.”

• “The E-Reserves was a helpful way to access course reading requirements.”

• “E-Reserves is a wonderful service and I hope you are able to continue it!”

• “PHISA E-Reserves are great; saves paper and money and hassle of seeing if Ulrich's has the course packs.”

Feedback from SPH Faculty

• Many thanks for your help. We've created a course that is significantly richer than before CourseTools and E- Reserves!

John Griffith, Professor, Health Management & Policy, Email, December 2, 2003.

Partner: Media Union

Focus Group Analysis

Focus Groups

• Conducted by Mike Elledge, Learning Technology Group, Media Union

• Series of interviews with SPH faculty and students, University Library administrators, and graduate and undergraduate students

• Written report to the PHISA E-Reserves Steering Committee: “User Perceptions and Recommendations for a University-wide Electronic Reserves System”

• Value add: verified and validated information from the user group about E-Reserves; findings shared with LMS Circulation Team, Reserves Subcommittee

Student Interviews

Benefits:• Want and expect class materials to

be online• 24/7 availability• Price is right: less expensive than

course packs

Recommendations:• Want functionality to print all

readings as a group• Want readings linked to class

assignments

Faculty Interviews

Benefits:• PHISA staff scan and upload

documents and handle copyright permissions

• Flexibility: can post up-to-date articles for “just in time” teaching

Recommendations:• Collect data on student usage• Allow flexible sorting of articles: by

syllabus date, author, keyword• Link articles to CourseTools syllabus• Notify when items are posted• Permit instructors to post own items

Partner: University Library

LMS: Ex Libris & ALEPH, CTNG Integration, Reserves

Management & System User Requirements, Copyright

Guidelines

LMS: Ex Libris & ALEPH• December 2002: University

Library signs contract for a new "Library Management System" (LMS) with the Ex Libris company.

• The LMS will integrate the major library computer systems for acquisitions, circulation services, cataloging and access to resources (print, electronic, and more.) The coordinated system will streamline staff procedures and processes and provide improved service to users.

LMS: Ex Libris & ALEPH• ALEPH 500 is a complete,

integrated system that manages all aspects of your library, for both staff and patrons. ALEPH 500 modules include Web and GUI PAC, Circulation, Cataloging, Serials, Acquisitions, ILL, and SDI, and also provide numerous housekeeping functions, including statistical analyses.

LMS: Ex Libris & ALEPH• The Ex Libris ALEPH system is

currently installed at over 700 sites in 50 countries (as of August 2002). Customized for each library's language and culture, the system offers 20 interface languages that use many character sets, and interfaces in additional languages and character sets are under development.

LMS: Ex Libris & ALEPH• First steps at Michigan will

include the University Library, Clements, Bentley, and UM-Flint Libraries.

LMS: Ex Libris & ALEPH• We are also installing Ex Libris'

MetaLib, an information portal that provides libraries, institutions, and consortia with a standardized user interface for managing today’s hybrid information systems. MetaLib permits the organization, dissemination, and retrieval of scholarly information in a heterogeneous environment of library catalogs and electronic databases.

LMS: Ex Libris & ALEPH• We have already implemented

SFX, which permits context-sensitive linking among all parts of an electronic collection, including full-text repositories; abstracting, indexing, and citation databases; on-line library catalogs; and citations appearing in research articles.

• http://www.aleph.co.il

CTNG Integration

• Continuing work to integrate CTNG with ALEPH -- from both the faculty and student perspective, for reserves management and for user access.

Reserves Management & System User Requirements

• We are developing a full set of requirements that will provide maximum flexibility and optimal service for faculty, their representatives, library staff, and the ultimate users of E-Reserves, the students.

Copyright Guidelines

• Development of a workable campus-wide copyright/fair use policy for E-Reserves is a major goal.

Next Steps

• Continued exploration and development to fully integrate ALEPH with CTNG and related resources and services and to provide the maximum service to users with the most efficient use of resources, campus wide.

From Pilot to Full Service, 2001 - 2004

• Fall 2001•Faculty: 8•Courses: 8•Documents: 350

• Winter 2004•Faculty: 22•Courses: 24•Documents: 1,146

Campus-wide Potential in 2005

• Faculty: 500-1000• Courses: 500-1000• Documents: 7,000-10,000+