For many years, the University of Richmond Libraries would host a biennial reception honoring faculty who had books or book chapters published in the previous two calendar years. For the 2016 reception, the Libraries began collaborating with the Provost’s office to host a reception honoring all faculty scholarly accomplishments, ranging from traditional printed media to artwork and performances. This presented some challenges in capturing information about these works in order to ensure they were included in the reception, and the workflows continue to evolve each year.
My role as Head of Acquisitions initially put me in charge of ensuring we had purchased copies of the books. I set up an email alert within GOBI for anything profiled where the author’s affiliation is the University of Richmond, but that doesn’t capture everything.
I also rely on subject liaisons and their relationship with their faculty, as well as the regularly updated Faculty & Staff Accomplishments notifications on the internal announcements page. Despite all of that, we still miss some publications until and unless the faculty member themselves lets us know about it.
To capture all of the works, including the publications and activities that are not books, we decided to create a LibWizard form that the Associate Provost for Faculty would encourage faculty to fill out. The form also served a dual role of capturing permissions to include those works in the institutional repository.
The response to the form was mixed. Some faculty who had only a few things to submit were fine with using it. Others preferred to email a list of citations if they didn’t want to take the time to fill it out. A few department administrative assistants collected everything and inputted that information for them or sent a spreadsheet. The form also wasn’t very good for capturing information about works that were not publications in ways that could be formatted into a citation for the event program and required a bit of work on our end to track down missing details.
It became clear early on that having one person collecting all of the citations and making sure they were formatted correctly would save us a lot of effort in the creation of the program and ensuring that we had the materials for display at the reception, and since I was already tracking the book orders, it was simple for me to tack on the rest. However, it did mean a lot of work all at once in late fall when the self-reporting by the faculty began.
Midway through 2017, I set up a weekly search alert in Web of Science for any publication with University of Richmond as the faculty affiliation. On average, I get about 5 citations a week sent to me, which can easily fit into my daily work with minimal disruption. That meant that when the faculty self-reported that year, I had a significant number of those citations already, and needed only to add in those works that were not captured in the Web of Science index.
To keep track of the citations, I’m using Zotero, and over the past few years, I’ve modified how and what I’m capturing in the tool with an eye towards how it will be used later and what information needs to be pulled from it. The added bonus is that I can also use Zotero to format the citations uniformly for the printed program handed out at the reception.
For each entry, I add a note with the faculty member’s name and their department. This is useful later when I export the citations to create a list of who should be invited to the reception, since it is limited to the faculty who have produced recognizable work in the previous calendar year (and a few assorted dignitaries, of course).
After I capture the citation, I also download the article, if it’s available to us. I use Adobe to highlight the faculty member’s name and save only the first page into a folder by school and department. These will get printed out and put on display at the reception.
In years past, I tagged an entry with ILL if the article was not in our subscriptions and needed to be borrowed, which we would do in one big batch after all of the citations were gathered. Now I’m using it mainly for internal statistical purposes, and I am requesting the article as soon as I add the citation to Zotero.
This year, I started tagging entries with the names of publishers because I was interested in knowing where our faculty were publishing on a big picture level, and it might be an interesting statistic for the Provost to include in his remarks at the reception. It has occurred to me to also capture if the article is Open Access, which I might do next year if I can figure out a good way to identify that without much extra work on my part, since not all platforms make that clear.
This year we tried a different approach to getting citation information from faculty, and with some prodding, were able to get 100% participation from all departments, which was a first. Rather than having the faculty fill out the form, often duplicating information we already had, I took the data gathered in Zotero and created spreadsheets that I sent out to each department chair, with instructions to review what was there and fill in anything that might be missing. The sheets were broken up in to three tabs for books and book chapters, articles, and non-print works.
The popularity and participation at the reception is strong and continues to grow, and has been a great tool to highlight the relationship between the library and faculty research output.
Celebrating Faculty Accomplishments
Tools and Workflows Used to Gather Citations
for Faculty Publications, Presentations, and
Performances at the University of Richmond