Presentation given by Bart Peeters (LIBIS) and Roel Vuegen (KU Leuven Libraries) on the International SIHO (Support Centre for Inclusive Higher Education) Conference of September 12th 2019. The conference presented a program full of inspiring speakers, new innovative support tools, opportunities to share experiences and good practices. As well as a debate with management, professionals, politicians and students.

1. Book-a-Book
facilitating access to learning materials for students with disabilities
Bart Peeters (LIBIS@KU Leuven)
Roel Vuegen (KU Leuven Bibliotheken)
International conference SIHO: Enhancing student experience:
innovative support tools for students with disabilities
Brussels Sep 12 2019

2. 22
Agenda
 LIBIS
 Context & Timeline
 Starting Points
 Demo
 Questions

3. 33
LIBIS
• Unit of KU Leuven
• Selection, development, implementation and management of central ICT
applications for the management and discovery of information resources for
libraries, archives, musea and other (heritage) collections (GLAM).
• Services for digital research
• Division of Leuven Research and Development (LRD)
• Since 70’s
• Services to external organisations
• 22 qualified staff
• Internal and external partnerships

4. 44
LIBIS: our partners

5. 55
Context & Timeline
• Question from SIHO (Support Centre for Inclusive Higher Education)
• Located in the Artevelde University College in Ghent
• Development of a central database for the management of digital
versions of study books accessible via a webapplication
• For all students with a registered disability enrolled in a Flemish college or
university. Simple request form and follow up.
• In the past via ADIBib
• Focussed on primary and secondary education
• Insufficient for higher education, some bottlenecks (see below)

6. 66
Context & Timeline
• Jan-Feb 2018: First talks and estimations
• April-May 2018: Approval by the 5 associations
• June 2018: Budget approval by the Flemish Government
• Aug-Sep 2018: Start functional analysis
• Jan-Sep 2019: Development, testing, fine tuning
• Sep 2019: STP Book-a-book (Release 1)

7. 77
Downsides Old System
• 1) Procedure for registration is indiscrete
Too much personal information stored in the system e.g.: name, birth date, medical
certificate (and date), name prescriber,...
Some of this information was also part of the watermark
• 2) Request procedure too cumbersome
Especially for requests for the same study books (watermark)
• 3) The webcatalogue needs an update
• 4) Communication on the status of a request
• 5) Delivery period new requests is too long
• 6) Limited number of publishers

8. 88
Starting Points New System
• Simple registration and familiar login
• Placing a request should be easy (including: request for another user,
specific role: conversion centres, upload purchase invoice, declaration, ...)
• Follow up of requests by contact persons and administrator
• Follow up status of requests (My requests)
• Upload PDF
• New record
• Public web catalogue
• CMS
• Privacy
• Watermark
• Conversion
• Bilingual

9. 99
Easy Registration and Login
• Start academic year
• Bulk upload users (csv)
• firstname
• lastname
• userlogin (format: number/code@domain
name institution)
• email
• Or manual creation
• Familiar login

10. 1010
Web Catalogue
• Light interface
• Blended in SIHO web pages
• Dutch and English
• Easy to adapt
• CMS

11. 1111
(Migration) Data
• Data migrated from:
• KU Leuven
• Ghent University
• ADIBib
• Metadata: 1537 titles
• Data: 2533 PDF files
• Users @ start academic year

12. 1212
Privacy
• Only necessary personal information is stored
• No passwords
• Only administrator can see all requests and users
• Contact persons only see requests and users of own institution
• Students only see own information and requests

13. 1313
Publishers’ Interests
• Watermark
• On every page:
• Request.id
• Collectionitem.id
• File.id
• User.id
• So … numbers but traceable
• Upload proof of
payment/purchase
receipt of print copy
• Declaration

14. 1414
Simple flow requests

15. 1515
Easy Follow-Up Requests
Administrator Student: My Requests

16. 1616
Architecture
MySQL
Laravel
Vue.js Shibboleth, OpenID, …

17. 1717
Demo

18. 1818
Demo: search the catalogue
• Title words: e.g. concepts nanochemistry
• Exact title: e.g.“Concepts of
nanochemistry“
• Author(s)
• ISBN
• Publisher
Sorting search results
• Title
• Publisher
• Year

19. 1919
Demo: request a book
• Book information automatically filled in
• Coordinators are able to place request for
students
• Upload proof of payment
• Optional: conversion centre
• Additional comments if necessary
• Declaration

20. 2020
Demo: book not found?
• Title, author(s), ISBN and Publisher
mandatory
• Coordinators are able to place request for
students
• Upload proof of payment
• Optional: conversion centre
• Additional comments if necessary
• Declaration

21. 2121
Demo: tracking your requests
Overview of all requests and their
status
• All
• New
• Validated: request approved by institution’s
coordinator
• Refused: request refused by institution’s
coordinator (e.g. not eligible for conversion
center)
• Available: digital file is available for
download (student will receive an e-mail)
• In order: digital file ordered at publisher
• Not available: publisher is not able to provide
a digital file

22. 2222
Demo: approving requests (coordinator)
Each new request will need to be
approved by the institution’s
coordinator before the digital will be
made available for download
1. Go to Admin
2. Apply filter New
3. Edit the request
4. Status > Goedgekeurd

23. 2323
Questions