using citation managers to select from the galileo buffet endnote and refworks at three university...
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Using Citation Managers to select from the GALILEO buffet
EndNote and RefWorks at three University System of Georgia institutions
Virginia Benjamin – moderatorLori Critz - Georgia Tech
Elizabeth Winter - Georgia State Diana Hartle – University of Georgia
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
Easy transfer from GALILEO and GIL
Create a database of everything you have read or intend to read
Organize your references
Store your notes Store your direct quotes (and page
#s) Code references for easy retrieval
(chap2 for chapter 2 of one’s thesis) Link to full text via URL which
imports from GALILEO or via OpenURL standard
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
Endnote Preview pane – the time management tool
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)
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
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
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!)
Finally, some momentum…
Ga Tech was the first USG school to site license Endnote (2004)
GSU and UGA jumped in the next fiscal year
Harnessing the information overload
Fund site licenses Promotion, training and support Statistics User response to the products Opportunities and challenges
The Endnote experience at
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
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
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
GA Tech - Statistics Downloads – 10,941 since 2004
1/04 – 7/04 =2700; 7/04 – 6/05=4932; 7/05-5/06=3309
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.
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)
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’
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
Endnote experience at
GA State – Promotion
Promotion GSU EndNote web site GSU Endnote-L listserv Fliers, Library Newsletter Library News blog
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
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
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
GA State – Opportunities & Challenges
Challenges: Awareness Training Support
Opportunities: New ways of promoting Additional training sessions
Endnote and RefWorks at
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”
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
UGA – Promotion & Support
On-line resources Support website on library’s site On-line training request form Instructions database for
transferring references from GALILEO to Endnote
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
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 EndNote’s FAQ Utilize Adept Science’s archive of
international archives concerning EndNote
UGA - Statistics
UGA Funded Database Statistics
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UGA - Statistics
UGA Funded Database Statistics
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UGA - Statistics
UGA Funded Database 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!
UGA - Statistics
How Many Users Have Been Trained?
From September 2004 – April 2006-1,615 trained-Mostly graduate students
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 Foods & Nutrition Forest Resources Genetics Geography Geology History
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 Sociology Speech Communication Textiles, Merchandising & Interiors Theatre & Film Studies Veterinary Medicine Women’s Studies
UGA – Opportunities & Challenges
Opportunities Promote GALILEO & GIL Provide users with a comfort level
with our resources & with us Training across disciplines
UGA – Opportunities & Challenges
Challenges Troubleshooting from a distance Learning curve of the product Attracting staff to become trainers Training across disciplines
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
UGA - RefWorks
Less robust than EndNote
Usage Statistics (July ’05-May 4, ’06) 41 faculty 153 graduate students 514 undergraduate students 29 unspecified
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.
Wrapup:Conclusions 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 it’s not just about a nifty tech writing tool – but GALILEO’s scholarly resources as well!
Wrapup:Conclusions & Questions
Training will jump-start an ongoing relationship between librarians and Endnoters/RefWorkers
Wrapup:Conclusions & Questions
Any questions ???????????