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

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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 ???????????