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Improving Module Support for Academics and Students in UCD


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Presentation given by Catherine Ryan, Collections Support Librarian, and Joe Nankivell, Senior Library Assistant (Acquisitions), from UCD Library to the ANLTC seminar "Collection Management in CONUL Libraries - Sharing Experiences", held on 21 November at Royal College of Surgeons in Ireland (RCSI), Dublin, Ireland.

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Improving Module Support for Academics and Students in UCD

  1. 1. Leabharlann UCD An Coláiste Ollscoile, Baile Átha Cliath, Belfield, Baile Átha Cliath 4, Eire UCD Library University College Dublin, Belfield, Dublin 4, Ireland Improving module support for academics and students in UCD. Joe Nankivell, Senior Library Assistant (Acquisitions) Catherine Ryan, Collections Support Librarian
  2. 2. Acquisitions: the old days
  3. 3. Acquisitions has changed… Internal processes improved over years due to: • Structural changes (new roles necessitated doing more with less). • Improved LMS. • Money to spend! Total procedure revamp in 2012. > 3 steps from request to order. Total efficiency achieved… right?
  4. 4. But… there’s still a problem • Less than 15% of active modules supported. • Student requirements not always being met. • Poor engagement from academics due to communications / timing of processes. Enter… UCD Agile
  5. 5. UCD Agile • Focus on process improvement • Data-driven • Collaborative
  6. 6. New Reading List Process • Make it easier for academics by simplifying the book request process • Allow academics to track how many books are available to support their modules • Improve communications between UCD Library and academic staff • Assist decision-making with Collection Services by providing additional contextual information
  7. 7. Online Request Form /collection_services/or dering_books UCD Connect login required to view
  8. 8. Request Spreadsheet Components: Formulas • Vlookup Google Spreadsheet Add-ons • CopyDown • FormMule (email merge)
  9. 9. Prioritising orders using Gmail inbox
  10. 10. Email communications: incoming mail • Module info populates email • Case number ties it to spreadsheet
  11. 11. Creating Selection List order on Sierra
  12. 12. Email communications – with built-in order tracking • Autotext here for speed and consistency. • Reassuring message / managing expectations. • Link to catalogue: gives current live status of title - on order - received - in processing - check shelves
  13. 13. Finalising order: two last steps Module code goes in bibliographic record Bib no. copied to build permalink (Sierra Macros reduce this to three keystrokes) Copy module code from order and shift across to Bib record: %CTRL+c%%CTRL+SHIFT+e%%CTRL+i% Insert module code into new 996 field: y%HOME%%SHIFT+RIGHT%%SHIFT+RIGHT%%SHIFT+RIGHT%996% TAB%%CTRL+v%%ALT+o%%CTRL+s% Navigate to Bib ID and copy relevant section: %CTRL+HOME%%SHIFT+TAB%%SHIFT+TAB%%HOME% %CTRL+SHIFT+RIGHT%%SHIFT+LEFT%%SHIFT+LEFT%%SHIFT+LEFT% %SHIFT+LEFT%%SHIFT+LEFT%%SHIFT+LEFT%%CTRL+c%
  14. 14. Sierra’s Selection List
  15. 15. Mini Reading List Application
  16. 16. Mini Reading List Application
  17. 17. Mini Reading List Application
  18. 18. Results Project Launch
  19. 19. Results Active modules supported 14% -> 18% Increase of 200 active module codes Nov 2016 4 months after launch 2 months into financial year
  20. 20. Feedback “Your book purchasing team is top notch, really helped me plan for the semester” “I am delighted with the proactive/positive action from the Library and am finding it very supportive for the coming teaching semester plans.” “This is a fantastic process! I really welcome it, it makes book ordering significantly simpler and easier. “If this is what UCD Agile can do with partnerships, then more please – across UCD!”
  21. 21. Future Developments • Refining and improving the form, spreadsheet • Book usage information for each module. • Automatic notification that a book has arrived in the library. • Complete book reading list for modules?
  22. 22. Leabharlann UCD An Coláiste Ollscoile, Baile Átha Cliath, Belfield, Baile Átha Cliath 4, Eire UCD Library University College Dublin, Belfield, Dublin 4, Ireland Thank you!