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Using Citation Managers to select from the GALILEO buffet

Using Citation Managers to select from the GALILEO buffet. EndNote and RefWorks at three University System of Georgia institutions Virginia Benjamin – moderator Lori Critz - Georgia Tech Elizabeth Winter - Georgia State Diana Hartle – University of Georgia. What do citation managers do?.

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Using Citation Managers to select from the GALILEO buffet

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  1. Using Citation Managers to select from the GALILEO buffet EndNote and RefWorks at three University System of Georgia institutions Virginia Benjamin – moderator Lori Critz - Georgia Tech Elizabeth Winter - Georgia State Diana Hartle – University of Georgia

  2. 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

  3. Easy transfer from GALILEO and GIL • Create a database of everything you have read or intend to read

  4. 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

  5. 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

  6. Endnote Preview pane – the time management tool

  7. 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)

  8. 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

  9. 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

  10. 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!)

  11. Finally, some momentum… • Ga Tech was the first USG school to site license Endnote (2004) • GSU and UGA jumped in the next fiscal year

  12. Harnessing the information overload • Fund site licenses • Promotion, training and support • Statistics • User response to the products • Opportunities and challenges

  13. The Endnote experience at

  14. 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

  15. 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

  16. 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

  17. 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.

  18. 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)

  19. 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’

  20. 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

  21. Endnote experience at

  22. GA State – Promotion • Promotion • GSU EndNote web site • GSU Endnote-L listserv • Fliers, Library Newsletter • Library News blog

  23. 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

  24. 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

  25. 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

  26. GA State – Opportunities & Challenges • Challenges: • Awareness • Training • Support • Opportunities: • New ways of promoting • Additional training sessions

  27. Endnote and RefWorks at

  28. 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”

  29. 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

  30. 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

  31. 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

  32. 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

  33. UGA - Statistics

  34. UGA - Statistics

  35. UGA - Statistics

  36. 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!

  37. UGA - Statistics How Many Users Have Been Trained? From September 2004 – April 2006 -1,615 trained -Mostly graduate students

  38. 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 - Statistics

  39. UGA – Opportunities & Challenges Opportunities • Promote GALILEO & GIL • Provide users with a comfort level with our resources & with us • Training across disciplines

  40. UGA – Opportunities & Challenges Challenges • Troubleshooting from a distance • Learning curve of the product • Attracting staff to become trainers • Training across disciplines

  41. 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

  42. UGA - RefWorks • Less robust than EndNote • Usage Statistics (July ’05-May 4, ’06) • 41 faculty • 153 graduate students • 514 undergraduate students • 29 unspecified

  43. 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.

  44. 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!

  45. Wrapup:Conclusions & Questions • Training will jump-start an ongoing relationship between librarians and Endnoters/RefWorkers

  46. Wrapup:Conclusions & Questions • Any questions ???????????

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