Lessons Learned from a  Library Tech Launch       Jacqueline Keleher         Laurie Gaillard          Caitlin Moen
Why was the Library involved?The Director of the Library wanted a Library-driventechnology initiativeE-Readers had been te...
Title III wanted to get devices into the hands of studentsand had the $ to do soThe Library director had approached Title ...
SACS AccredidationAs iPads were being considered for purchase SUNOwas preparing for SACS and a new QEP  The SUNO QEP: Enha...
SACS and $ left overIt was decided based on the chosen QEP iPads wouldbe purchased to support the QEPThere are strict rule...
When the devices arrived Stores didn’t know what todo with them so they brought everything to ITC.ITC was a logical choice...
As best we can tell Library involvement was blurringbecause the Director was on several committees so itwas assumed the Li...
Plan for System/Catalog
The Devices are Dumped on Us In late June we learn there are 90 iPads and 100 netbooks that will be loaned to a specific c...
Working Out the DetailsUsing state barcode for item IDThe rules for loaning the devices are determined bystate policyWe wo...
Next stepsThinking as a librarian I wanted to see the “rules” sowe could determine the circulation policyOnce that was in ...
Say What?I receive an e-mail in late July saying the devices mustbe ready for checkout by August 16thLibrarians go on brea...
Say What?, cont.Cataloging staff would be on vacation sooneLearning would not allow the devices to come to thelibraryHad t...
ProblemsPeople who don’t think like librarians, don’t think likelibrariansProblems with getting information on specs, pric...
Distribution and Launch
Librarians Back for Fall Semester  Started hearing references to program in meetings  No dates set – “After we get the lis...
ComplicationsLibrary Director Out  Schoolwide planning meetings were happening –  other faculty members thrown in with no ...
Library Faculty Decides…     Craig Sjodin/ABC – People Magazine
Planned Work Flow for DistributionRegistration         Paperwork            Runner              Check Out    •Check for   ...
Actual Work Flow for DistributionStaging               Registration        Paperwork           Runner              Check O...
Student ID       Number     Designate     Netbook or       State Barcode     Apple iPad  N/A for Netbooks   N/A for Netboo...
Student’s homeaddress (field is     often  overlooked)       Service Tag # for                       Netbooks             ...
DistributionLaunch program in gym with speakers (Chancellor,representative from Apple)Presentation of devices to several p...
Major Overall Issues
CommunicationWho is eligible??Who is in charge of determining eligibility andcommunicating with the students??Mix-ups with...
Software UpdatesCan ONLY be done by ITNo way to push updates – must be done one by oneLeft until last minute - some studen...
Lack of Support/TrainingLibrarians were not issued devicesIT got devices so that they could provide tech supportbut did no...
Data CoverageDevices have 3G – cellular data coverageThe plan that was set up had limited amounts of dataper user before a...
Damages/Pieces MissingSet prices for charger, box, etc. – seemed successfulAbout 6 netbooks were returned with shatteredsc...
Loss/TheftStudent is responsible for replacement costPolice report is necessary to prove theft and attemptcampus recovery ...
Returning DevicesDue during Finals weekMANY were lateSome STILL have not come back
Delinquent DevicesHold placed on registration account at the schoolCalls and emails to studentsCertified letter to student...
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?
Lessons LearnedSwitch from semester checkout to 21-day renewablecheckoutTRAIN and EXAMPLES on properly filling outpaperwor...
Lessons LearnedCLEAR communication with IT (lojack, wiping devices,damages, etc.)Announcements to students need to go thro...
OverallFLEXIBILITYCOMMUNICATIONKnow your role andresponsibilityPREPARE FOR ANYTHING
LLA Tech Launch Presentation
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LLA Tech Launch Presentation

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2012 Louisiana Library Association Annual Conference, March 21-23. Librarians from Southern University at New Orleans presenting "Lessons Learned from a Library Tech Launch".

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LLA Tech Launch Presentation

  1. 1. Lessons Learned from a Library Tech Launch Jacqueline Keleher Laurie Gaillard Caitlin Moen
  2. 2. Why was the Library involved?The Director of the Library wanted a Library-driventechnology initiativeE-Readers had been tested but a more dynamicdevice was soughtIt was possibly the right placeIt was possibly the right timeIt was definitely headed in the wrong direction
  3. 3. Title III wanted to get devices into the hands of studentsand had the $ to do soThe Library director had approached Title III to fund newdevicesWeird coincidence, AT&T was on campus to present a newphone systemA question was asked about other services providedA short time later AT&T came back and did a presentationof the iPad and the services offeredThe Library Director thought the iPad was the dynamicdevice she had been looking for
  4. 4. SACS AccredidationAs iPads were being considered for purchase SUNOwas 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
  5. 5. SACS and $ left overIt was decided based on the chosen QEP iPads wouldbe purchased to support the QEPThere are strict rules as to who can obtain an iPadTitle III still had money so netbooks were purchasedto allow more students access to devicesThere are not quite so many restrictions on who iseligible for the netbooks
  6. 6. When the devices arrived Stores didn’t know what todo with them so they brought everything to ITC.ITC was a logical choice as software needed to beloadedSomewhere along the way E-Learning becameinvolved with the iPads and held them until rightbefore the launchAfter the software was loaded the netbooks weredelivered to the library
  7. 7. As best we can tell Library involvement was blurringbecause the Director was on several committees so itwas assumed the Library would do the deployment,enforce the University policies and house the devicesAs the launch date appeared roles and responsibilitieswere mixed and it was too late to come up withanother planIn the end, the responsibility from start to finishresides with the Library Faculty
  8. 8. Plan for System/Catalog
  9. 9. The Devices are Dumped on Us 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
  10. 10. Working Out the DetailsUsing state barcode for item IDThe rules for loaning the devices are determined bystate policyWe would have to use a state property transfer formin addition to checking them out in ILS
  11. 11. Next stepsThinking as a librarian I wanted to see the “rules” sowe could determine the circulation policyOnce that was in place I could set up the parametersin our ILS to make sure the devices circulatedaccording to the rulesI asked for this written policy at the end of June
  12. 12. Say What?I receive an e-mail in late July saying the devices mustbe ready for checkout by August 16thLibrarians go on break for two weeks in AugustThree days to get this done with no policyNo devices in hand
  13. 13. Say What?, cont.Cataloging staff would be on vacation sooneLearning would not allow the devices to come to thelibraryHad to create item types and locations and setcorresponding circulation policies with no realparametersDecided to created brief shadowed records with statebarcode as Item ID
  14. 14. ProblemsPeople who don’t think like librarians, don’t think likelibrariansProblems with getting information on specs, pricingand number of piecesNo good recordsBooking module might have been better to use
  15. 15. Distribution and Launch
  16. 16. Librarians Back for Fall Semester 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
  17. 17. ComplicationsLibrary 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
  18. 18. Library Faculty Decides… Craig Sjodin/ABC – People Magazine
  19. 19. Planned Work Flow for DistributionRegistration Paperwork Runner Check Out •Check for •Patron fills •Get device •Fill in device eligibility out two for student information •Check System forms (netbook or on form for existing ipad) •Enter patron record •Make two checkout in •Update/Enter copies of system new patron completed •Explain information paperwork return •Designate with photo ID process to netbook or patron iPad on form •Give copies of paperwork to student 1 Librarian No staff – 1 Librarian 2 Librarians table staged for filling out paperwork
  20. 20. Actual Work Flow for DistributionStaging Registration Paperwork Runner Check Out •Check in at •Check for •Patron fills •Direct •Fill in device desk to get eligibility out two forms prepared information info on •Update/Enter student s to on form information new patron available •Enter needed to information checkout checkout in check out •Designate station system device netbook or •Get device •Explain •Fill in patron iPad on form for student return registration (netbook or process to form ipad) patron •Wait for •Make two •Make two available copies of copies of librarian completed completed paperwork paperwork if •Desk with photo ID runner is operating as as able unavailable normal •Give copies of paperwork to student 1 Assistant 1 Librarian Table staged for 1 Librarian 2 Librarians filling out 2 Student paperwork, but Workers paperwork completed at checkout stations for the most part
  21. 21. Student ID Number Designate Netbook or State Barcode Apple iPad N/A for Netbooks N/A for NetbooksCopy of State or School ID
  22. 22. Student’s homeaddress (field is often overlooked) Service Tag # for Netbooks Serial for iPads
  23. 23. DistributionLaunch program in gym with speakers (Chancellor,representative from Apple)Presentation of devices to several pre-selectedstudentsDistribution opened immediately following programChecked out 62 devices within 2 hours, additional 17 infollowing 3 hours, totaling 79 devices the first day
  24. 24. Major Overall Issues
  25. 25. CommunicationWho is eligible??Who is in charge of determining eligibility andcommunicating with the students??Mix-ups with launch planning, responsibilities, and mergingof different programs being introducedHUGE 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
  26. 26. Software UpdatesCan ONLY be done by ITNo way to push updates – must be done one by oneLeft until last minute - some students were delayedgetting a device this semester while IT worked onthemUpdates throughout semester must go to IT to be runCampus Wireless Network – student MUST go to IT toget password
  27. 27. Lack of Support/TrainingLibrarians were not issued devicesIT got devices so that they could provide tech supportbut did not make themselves available for the type ofhelp students neededBecause we were perceived as “owning” theprogram, students come to us for helpHad to self teach on basic iPad usage in order toprovide an orientation to students
  28. 28. Data CoverageDevices have 3G – cellular data coverageThe plan that was set up had limited amounts of dataper user before accruing overage chargesTurned off cell data for a while, but that conflicts withwhat makes the iPad so usefulThought about charging students for overages, butlogistics were no goodNow students that go over have their 3G frozenunless they come and appeal for circumstances
  29. 29. Damages/Pieces MissingSet prices for charger, box, etc. – seemed successfulAbout 6 netbooks were returned with shatteredscreens – dropping, pressure on screen, temperaturechangeIT priced part from Dell and student responsible forcost of part – labor to be done by IT to cut costs
  30. 30. Loss/TheftStudent is responsible for replacement costPolice report is necessary to prove theft and attemptcampus recovery of itemMay be covered by renter’s/homeowner’s insurance,but still responsibility of student to pay the university
  31. 31. Returning DevicesDue during Finals weekMANY were lateSome STILL have not come back
  32. 32. Delinquent DevicesHold placed on registration account at the schoolCalls and emails to studentsCertified letter to studentsReported to police
  33. 33. Student Feedback
  34. 34. How often did you use the netbook? Where did you use your device the most?
  35. 35. What did you use the netbook for?
  36. 36. Did the device assist you in meeting your course objectives?
  37. 37. What would have increased your use of the device?
  38. 38. Lessons LearnedSwitch from semester checkout to 21-day renewablecheckoutTRAIN and EXAMPLES on properly filling outpaperworkGather and update email addresses as primary modeof communicationBreak up distribution by days and times if possibleFollow up on delinquent devices throughoutsemester
  39. 39. Lessons LearnedCLEAR communication with IT (lojack, wiping devices,damages, etc.)Announcements to students need to go throughlibrary FIRSTClasses in how to use and utilize devicesProfessors of iPad-eligible classes communicate withstudents rather than blasting all studentsAlthough we don’t “own” the devices, we need to actlike we do within the parameters of the program tocontrol the process
  40. 40. OverallFLEXIBILITYCOMMUNICATIONKnow your role andresponsibilityPREPARE FOR ANYTHING

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