Eileen Tollan from University of Auckland presents on the academic engagement project at the University.

1. Libraries and Learning Services
Happy engagement or
risky business?
Academic engagement at the University of
Auckland
5 February 2016

2. Libraries and Learning Services
University of Auckland established 1883
Describes itself as
“…New Zealand’s flagship, research-led
university, know for the excellence of its
teaching, its research and its service to
local, national and international
communities.”
https://www.auckland.ac.nz/en/about/the-university/vc-
message.html
The University
of Auckland
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3. Libraries and Learning Services
Provides services on 5 campuses
• Libraries
• Information Commons
Library users (Dec 2014)
Electronic (Dec 2014)
• 1,100+ bibliographic database
• 115,000+ electronic journals
Libraries &
Learning Services
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• Learning Services
• Bindery
• Off Campus Store
• 4,420 Associate Members and
Continuing Education members
• 740,000+ electronic books.
• 15,000+ electronic course
readings
• 41,953 individual students
• 7,652 academic and professional
staff

4. Libraries and Learning Services
• Requirement to provide e-reporting on use of the CLL licence in NZ
universities
• Requirement to increase awareness of copyright risk and liability
when copying and sharing teaching materials
• Fragmented approach to providing students with readings
• Significant investment in providing access to print materials, when
demand is falling in favour of e-access
• UoA restructure of faculty support for teaching requires
academics to do more for themselves.
Why implement
Talis
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5. Libraries and Learning Services
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6. Libraries and Learning Services
1 Set up and familiarise (Semester One, 2015)
• Technical set up with Talis and UoA teams, eg, ITS
• Internal training and prep for pilot
• Collaborate with CLL and Talis on CLL rule set for digitisation module
2 Pilot (Semester Two)
• Pilot with early adopters – at least one per faculty – to gauge likely
issues for larger rollout
• Explore integration with Learning Management Systems
3 Staggered rollout (Summer School 2016 onwards)
• Rollout with select faculties (eg, 1 easy, 1 complex) each Semester
• Learn about local issues in depth
• Revise service as we learn
Proposed Rollout
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7. Libraries and Learning Services
Prepare to engage…

8. Libraries and Learning Services
University requirement
• Mandated that all online access to readings be delivered via Talis lists
• Highlighted risk of personal liability if teaching staff do not comply
Teaching staff in control of process
• Create and invite others to collaborate on lists
• Publish when they wish (triggers acquisitions & lending processes)
• Request List Review if they wish
Library provides strong support
• Subject librarians provide training and advice
• Reading Lists team manage issues and backend processes
Course Reading
Lists approach
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9. Libraries and Learning Services
University selected Canvas as its new
LMS later in 2015
Decided to
• Pilot at the same time as us
(Semester 2)
• Require all UoA to switch to
Canvas for Semester One, 2016
See
https://www.canvaslms.com/
And along
came Canvas…
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10. Libraries and Learning Services
If academics were introduced to Canvas before Talis, the risk would be:
• They don’t see the point of Talis
• They miss the benefits of saving time and being ‘copyright confident’
We adapted our plan:
• Canvas and Talis pilot and rollout time tables align (mostly)
• Extended pilot so that every subject librarian was required to line up
a pilot course
Amended rollout
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Big bang + Academic ownership = unique approach

11. Libraries and Learning Services
Getting engagement

12. Libraries and Learning Services
• Right people on the project Steering Committee
• Presentations and demos to all relevant high level committees
• Key messages University-wide via Vice Chancellor
• Messages in University-wide Canvas communications
Top down
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Senior staff “got it” once they saw a demonstration of how
easy and useful Talis can be

13. Libraries and Learning Services
• Team managers required to liaise with local Canvas
implementation to understand opportunities
• Opportunities vary widely between faculties, eg,
• One faculty required staff to attend Talis training, followed by
Canvas
• Others took up Talis group sessions at a time that fitted their
workload
• One-to-one Talis training particularly necessary where faculty
are not always on campus
• Subject Librarians and team managers leverage their
relationships to get messages out, provide advice and support, and
get feedback
• Progress monitored via Talis Subject Librarian reps group
Bottom up
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14. Libraries and Learning Services
Promotion and
training
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Small team prepares materials to be used by all Subject Librarians
• Subject Librarians, Learning Support Librarian, Project support
person and chaired by Creative Arts team manager
Develop
• Key messages for communications
• Guides for self–teaching + and training plan and materials
• Teaching staff support website including FAQs
http://www.library.auckland.ac.nz/talis/
Subject Librarians offer training according to the nature of the
faculty, sometimes integrated with Canvas training

15. Libraries and Learning Services
Easy
Simple to create, manage and update lists; request digitisation of
readings and monitor student engagement via analytics.
Copyright Compliant
Automatically checks copyright and meets new Copyright Licensing Ltd
survey reporting requirements, protecting both staff and the University.
Flexible
List structure and content can be customised to suit various teaching
styles. Resources can include library material, websites and a range of
multimedia.
Integrated
Lists can be embedded into Canvas ensuring resources are available in a
single location for students to easily access.
Key messages
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16. Libraries and Learning Services
Risks to engagement

17. Libraries and Learning Services
“Big bang” means fighting fires on many fronts at once
• Each faculty has its own organisational issues
• Every discipline has unique content requirements, eg Law materials,
Arts images, Business cases,
• Miss opportunities to tackle root cause of some problems
Project scope extended
• In Semester 2, teaching staff to use Talis to check CLL compliance in
other teaching materials, eg,
Teaching slides/PowerPoints
Course books
• Decision later reversed for more investigation
Risk:
Project approach
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18. Libraries and Learning Services
Managing early adopters on large scale
Positive:
• The lecturer who used our self help guide to make his course list
sitting in the airport
Negative:
• The lecturer who chose to self-teach and whose unhappy
experience was shared with colleagues on University Yammer
Skills of teaching staff
Difficulties with
• Finding information
• Technology basics
Risks:
Teaching Staff
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19. Libraries and Learning Services
Organisational change
• University librarian retiring
• Restructuring how we deliver Short Loan service
• Responsibilities shifting and changing
Risk:
Other Library changes
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20. Libraries and Learning Services
Benefits of Big bang approach to Canvas LMS
• Get change over with
• Everyone’s talking about content and copyright
• Leveraging off their communications and training opportunities
• Good will between key project people
Risks of simultaneous Talis + Canvas implementations
• Academics overwhelmed with workload and change overload
• Mixed messages about content and copyright
• Decisions sometimes did not consider impact on Talis
• LTI integration
• Cross-listing of course codes
Risk: Canvas LMS
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21. Libraries and Learning Services
Strong University relationships – top to bottom
Right people on Steering Committee
Strong Commitment from Rollout Group
• Associate University Librarian (Access Services)
• Associate University Librarian (Collections)
• Reading Lists Transition Manager
• Subject Librarian managers
– One chairing Subject Librarian reps group
– One chairing Promo and training group
Reading Lists team formed to co-ordinating “backroom” and field
support calls
Strong commitment from Subject Librarians to do what it takes
Managing risk
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22. Libraries and Learning Services
Feedback:
2 months into pilot

23. Libraries and Learning Services
Student feedback
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Accessing readings

24. Libraries and Learning Services
Staff feedback
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Confidence around list making

25. Libraries and Learning Services
Staff feedback
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Confidence around list making

26. Libraries and Learning Services
Staff feedback
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Confidence around list making

27. Libraries and Learning Services
Staff comments
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Positive
• Looks professional
• A good system (“intuitive and pleasing”)
• Digitisation system worked well
• Great support from Subject Librarian
• Straightforward and useful
Not so positive…
• Time consuming (to create list from scratch)
• Slow page loading (early Canvas issue)
• Inability to display resources in desired referencing style
• Metadata needed cleaning up

28. Libraries and Learning Services
Results to date

29. Libraries and Learning Services
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Arts, 160, 24%
Business &
Economics, 85,
13%
Education &
Social Work,
196, 29%
Engineering,
26, 4%
Law, 7, 1%
Medical &
Health
Sciences, 59,
9%
NICAI, 24, 4%
Science, 107,
16%
Published lists:
2016 Summer School, Q1, Semester 1

30. Libraries and Learning Services
30
160
85
196
26 7
59
24
107
293
89
105
99
52
128
147
206
0
50
100
150
200
250
300
350
400
450
500
Arts Business &
Economics
Education &
Social Work
Engineering Law Medical &
Health
Sciences
NICAI Science
Comparison of Canvas courses with /
without Lists for early 2016
Courses with lists
No list

31. Libraries and Learning Services
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4000
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10000
12000
1/4/2016 1/11/2016 1/18/2016 1/25/2016 2/1/2016
2016 Pageviews to date

32. Libraries and Learning Services
32
0
200
400
600
800
1000
1200
1400
1600
1800
1/4/2016 1/11/2016 1/18/2016 1/25/2016 2/1/2016
2016 Sessions to date

33. Libraries and Learning Services
Questions?
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34. Libraries and Learning Services
Contact:
Eileen Tollan
Projects Librarian
e.Tollan@auckland.ac.nz
5 February 2016