2012 Louisiana Library Association Annual Conference, March 21-23. Librarians from Southern University at New Orleans presenting "Lessons Learned from a Library Tech Launch".

1. Lessons Learned from a
Library Tech Launch
Jacqueline Keleher
Laurie Gaillard
Caitlin Moen

2. Why was the Library involved?
The Director of the Library wanted a Library-driven
technology initiative
E-Readers had been tested but a more dynamic
device was sought
It was possibly the right place
It was possibly the right time
It was definitely headed in the wrong direction

3. Title III wanted to get devices into the hands of students
and had the $ to do so
The Library director had approached Title III to fund new
devices
Weird coincidence, AT&T was on campus to present a new
phone system
A question was asked about other services provided
A short time later AT&T came back and did a presentation
of the iPad and the services offered
The Library Director thought the iPad was the dynamic
device she had been looking for

4. SACS Accredidation
As iPads were being considered for purchase SUNO
was preparing for SACS and a new QEP
The SUNO QEP: Enhancing Student Learning in Online
Courses by Improving Institutional Readiness
The Library Director served on several committees for
SACS and chaired the Student Online Proficiency
Development subcommittee

5. SACS and $ left over
It was decided based on the chosen QEP iPads would
be purchased to support the QEP
There are strict rules as to who can obtain an iPad
Title III still had money so netbooks were purchased
to allow more students access to devices
There are not quite so many restrictions on who is
eligible for the netbooks

6. When the devices arrived Stores didn’t know what to
do with them so they brought everything to ITC.
ITC was a logical choice as software needed to be
loaded
Somewhere along the way E-Learning became
involved with the iPads and held them until right
before the launch
After the software was loaded the netbooks were
delivered to the library

7. As best we can tell Library involvement was blurring
because the Director was on several committees so it
was assumed the Library would do the deployment,
enforce the University policies and house the devices
As the launch date appeared roles and responsibilities
were mixed and it was too late to come up with
another plan
In the end, the responsibility from start to finish
resides with the Library Faculty

8. Plan for System/Catalog

9. The Devices are Dumped on Us
In late June we learn there are 90 iPads and 100
netbooks that will be loaned to a specific cohort
The iPads were given to eLearning who wanted to
create a database to track them
It was decided the library would “track” them since
we already had software that could circulate
materials

10. Working Out the Details
Using state barcode for item ID
The rules for loaning the devices are determined by
state policy
We would have to use a state property transfer form
in addition to checking them out in ILS

11. Next steps
Thinking as a librarian I wanted to see the “rules” so
we could determine the circulation policy
Once that was in place I could set up the parameters
in our ILS to make sure the devices circulated
according to the rules
I asked for this written policy at the end of June

13. Say What?
I receive an e-mail in late July saying the devices must
be ready for checkout by August 16th
Librarians go on break for two weeks in August
Three days to get this done with no policy
No devices in hand

14. Say What?, cont.
Cataloging staff would be on vacation soon
eLearning would not allow the devices to come to the
library
Had to create item types and locations and set
corresponding circulation policies with no real
parameters
Decided to created brief shadowed records with state
barcode as Item ID

15. Problems
People who don’t think like librarians, don’t think like
librarians
Problems with getting information on specs, pricing
and number of pieces
No good records
Booking module might have been better to use

16. Distribution and Launch

17. Librarians Back for Fall Semester
Started hearing references to program in meetings
No dates set – “After we get the list of eligible
students”
No responsibilities assigned – “We’ll see who ends up
in charge

18. Complications
Library Director Out
Schoolwide planning meetings were happening –
other faculty members thrown in with no real
concept of program
No real ownership of the program within the library

19. Library Faculty Decides…
Craig Sjodin/ABC – People Magazine

20. Planned Work Flow for Distribution
Registration Paperwork Runner Check Out
•Check for •Patron fills •Get device •Fill in device
eligibility out two for student information
•Check System forms (netbook or on form
for existing ipad) •Enter
patron record •Make two checkout in
•Update/Enter copies of system
new patron completed •Explain
information paperwork return
•Designate with photo ID process to
netbook or patron
iPad on form •Give copies
of paperwork
to student
1 Librarian No staff – 1 Librarian 2 Librarians
table staged
for filling out
paperwork

21. Actual Work Flow for Distribution
Staging Registration Paperwork Runner Check Out
•Check in at •Check for •Patron fills •Direct •Fill in device
desk to get eligibility out two forms prepared information
info on •Update/Enter student s to on form
information new patron available •Enter
needed to information checkout checkout in
check out •Designate station system
device netbook or •Get device •Explain
•Fill in patron iPad on form for student return
registration (netbook or process to
form ipad) patron
•Wait for •Make two •Make two
available copies of copies of
librarian completed completed
paperwork paperwork if
•Desk with photo ID runner is
operating as as able unavailable
normal •Give copies of
paperwork to
student
1 Assistant 1 Librarian Table staged for 1 Librarian 2 Librarians
filling out
2 Student paperwork, but
Workers paperwork
completed at
checkout stations
for the most part

22. Student ID
Number
Designate
Netbook or State Barcode
Apple iPad
N/A for Netbooks N/A for Netbooks
Copy of State or
School ID

23. Student’s home
address (field is
often
overlooked) Service Tag # for
Netbooks
Serial for iPads

24. Distribution
Launch program in gym with speakers (Chancellor,
representative from Apple)
Presentation of devices to several pre-selected
students
Distribution opened immediately following program
Checked out 62 devices within 2 hours, additional 17 in
following 3 hours, totaling 79 devices the first day

25. Major Overall Issues

26. Communication
Who is eligible??
Who is in charge of determining eligibility and
communicating with the students??
Mix-ups with launch planning, responsibilities, and merging
of different programs being introduced
HUGE problem with merging of iPads and Netbooks
Created issues with determining eligibility
No one knew how to advertise who gets what
Chancellor’s speech in launch program implied anyone could
get an iPad – MANY disappointed students
No real information on the Netbook program in the launch,
only a representative from Apple, putting the focus on the
iPads

27. Software Updates
Can ONLY be done by IT
No way to push updates – must be done one by one
Left until last minute - some students were delayed
getting a device this semester while IT worked on
them
Updates throughout semester must go to IT to be run
Campus Wireless Network – student MUST go to IT to
get password

28. Lack of Support/Training
Librarians were not issued devices
IT got devices so that they could provide tech support
but did not make themselves available for the type of
help students needed
Because we were perceived as “owning” the
program, students come to us for help
Had to self teach on basic iPad usage in order to
provide an orientation to students

29. Data Coverage
Devices have 3G – cellular data coverage
The plan that was set up had limited amounts of data
per user before accruing overage charges
Turned off cell data for a while, but that conflicts with
what makes the iPad so useful
Thought about charging students for overages, but
logistics were no good
Now students that go over have their 3G frozen
unless they come and appeal for circumstances

30. Damages/Pieces Missing
Set prices for charger, box, etc. – seemed successful
About 6 netbooks were returned with shattered
screens – dropping, pressure on screen, temperature
change
IT priced part from Dell and student responsible for
cost of part – labor to be done by IT to cut costs

31. Loss/Theft
Student is responsible for replacement cost
Police report is necessary to prove theft and attempt
campus recovery of item
May be covered by renter’s/homeowner’s insurance,
but still responsibility of student to pay the university

32. Returning Devices
Due during Finals week
MANY were late
Some STILL have not come back

33. Delinquent Devices
Hold placed on registration account at the school
Calls and emails to students
Certified letter to students
Reported to police

34. Student Feedback

35. How often did you use the netbook?
Where did you use your device the most?

36. What did you use the netbook for?

37. Did the device assist you in meeting your course objectives?

38. What would have increased your use of the device?

39. Lessons Learned
Switch from semester checkout to 21-day renewable
checkout
TRAIN and EXAMPLES on properly filling out
paperwork
Gather and update email addresses as primary mode
of communication
Break up distribution by days and times if possible
Follow up on delinquent devices throughout
semester

40. Lessons Learned
CLEAR communication with IT (lojack, wiping devices,
damages, etc.)
Announcements to students need to go through
library FIRST
Classes in how to use and utilize devices
Professors of iPad-eligible classes communicate with
students rather than blasting all students
Although we don’t “own” the devices, we need to act
like we do within the parameters of the program to
control the process

41. Overall
FLEXIBILITY
COMMUNICATION
Know your role and
responsibility
PREPARE FOR ANYTHING