Joanna Duy & Dubravka KapaABQLA

May 2016

Moving Reserves Forward

Course Reserves Timeline Digital Reserves Overhaul Reserve System Look & Feel Statistics Changes to Workflow Copyright Future Developments

Overview

Reserves Timeline

Reserves consisted of: Paper copies of articles/chapters Library books Professor’s copies of books

Access: ILS (Millennium)

Pre- 2004

2004 2010-11 2012 2015

Electronic Reserves Added

With money from Concordia Students’ Union:

1st Open Stacks Reserve Room (shelved by course code)

Began purchasing course textbooks

Streaming Media (Helix)

2nd Open Stacks Reserve Room (Open 24 x7)

Ares Course Reserves System implemented

Began reporting to Copibec

Webster Library Course Reserve Room

Vanier Library Course Reserve Room

2004 2008 2010 2013 20150

1000

2000

3000

4000

5000

6000

7000

8000

9000

Number of Items on Reserve

BOOKS

PHOTOCOPIES

DIGITAL

Year

# of

Item

s on

Rese

rve

Digital Reserves OverhaulAres Course Reserve System

Web Form (Homemade)Where faculty made requests for digital readings

Print Form (Homemade)Where faculty made requests for print readings

Integrated Library SystemWhere staff processed requests Where students got the readings

1

2

3

Reserves “Pre-Overhaul”

To give opportunity to faculty to manage their readings

To manage access by course

To integrate with the University’s CMS

To improve copyright compliance of the library service/University

To improve workflows and increase efficiency

Why Overhaul Course Reserves?

A Course Reserves Management System Online requests from faculty Access to course readings (students) Staff workflow management Copyright requesting/tracking

What is Ares?

What it is not? A circulation system

User & course data downloads from Concordia’s Student Information System

Activate all user and course records Make readings available immediately; staff

verification later Pre-load frequently used readings One access point for all reserves Make it available in the University’s course

management system (Moodle) Clear copyrights with COPIBEC

Key Decisions

Course Reserves Website (Ares)Where faculty make requests for digital readingsWhere students go to see readings

Client (Ares)Where staff process readings

Integrated Library catalogueWhere staff process books on reserve

1

2

3

Reserves “Post-Overhaul”

Ares Look & Feel

Netname authentication Branded it as Concordia Libraries Help links up front

Clean interface Upon logging in, faculty/students/TAs see what courses they are

teaching/proxying/taking this semester Add materials to current or “upcoming” course

Click here to go to print holdings for that course

All requests (print or electronic), with status

Option A: Blank Form

Option B: Recycle

Moodle View

Statistics(Digital Readings)

Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-160

5000100001500020000250003000035000400004500050000

1,444

42,431 44,435

30,776

23,983

42,45137,629

30,281

Usage of Online Reserves (Aug 2015-March 2016)

Month/Year

Docu

men

t Vie

ws

In October 2015, e-reserve readings were viewed on average 1481 times a day

85%

15%

Use of Ares for Placing Materials on E-Reserve:Fall 2015; Fall/Winter 2015/2016

Courses with no items on e-reserve (3102)

Courses with items on e-reserve (544)

Note: the 85% may have textbooks on reserve

Google Analytics: How are users getting to Ares? March 11-April 11, 2016

The majority (56%) of our traffic comes from bookmarks 35% comes from Google 1.5% comes from Library Website 0.12% comes from Moodle

Changes

Overhauled staff e-reserve workflows from A-Z in 3 months Training on:

Ares Client and workflows Permanent links Recognizing open access materials Checking if something needs proxy Copyright guidelines

Procedures documented on wiki Both libraries now use the same workflows

(Perceived) Benefits

Faculty: Can easily manage their own readings Easy to “recycle” readings across courses and terms Estimate that 1944 items were “cloned” from fall 2015 courses onto

winter 2016 courses

Students: Upon logging in, see the courses for which they are enrolled (no need to

search) Readings available faster (as soon as faculty uploads) Can access course readings in Moodle

Staff: Data that is entered by faculty does not have to be re-keyed Direct checking in the Library catalogue, Google Scholar and

WorldCat Cloned records will retain corrections, details, notes that staff may

have added to the record in a previous term Staff can easily see if a reading from the same source is on reserve

for same course Our course and user records are derived from Concordia’s Student

Information System

Concordia: Better copyright adherance Can direct faculty to post all their course readings on the Library’s

Course Reserves system Copibec copyright check once per term of all non-link readings posted

Copyright

Export list of all non-URL readings and send to Copibec(Staff flag items over fair dealing)

Copibec sends back annotated list with pricing, indicates what they can cover and what they can’t

Copibec clears rights on our behalf for publishers not covered under agreement

92%

7%

1%

Copyright breakdown of PDFs submitted to Copibec: Fall 2015 & Fall/Winter 2015/2016; 3225 readings total

OK to post (Fair Dealing + Copibec) (2966 items)

Need to pay Copibec (220 items)

Need to remove from Reserves (39 items)

Open URL Better links with Copibec (inside Ares) Share Lists

Future Developments

Questions?