Innovative Solutions
GIL Users Group Meeting (GUGM)

Information


We invite you to attend the 14th annual GIL Users Group Meeting, on Thursday, May 15, 2014 at Middle Georgia State College, Macon Campus (100 College Station Dr., Macon, GA 31206). The opening session and keynote address will be held in Room 211 (banquet hall) of the Professional Sciences Building.

GALILEO Interconnected Libraries, or GIL, is an extension of the GALILEO initiative funded by the Governor and the General Assembly of the state of Georgia to enhance and expand educational opportunities for the citizens of Georgia. The successes that GALILEO has had in leveling the information access opportunities for the citizens of Georgia are being extended to University System’s Libraries through GIL by providing students, faculty and staff expanded access to the information resources of the University System’s Libraries.

The GIL Users Group Meeting provides the opportunity for institutions using the Voyager ILS to gather and exchange information with their peers. GIL users are dedicated to excellence, using their creativity to solve problems and address user needs, and the GUGM 2014 theme, Innovative Solutions, recognizes this flexibility and resourcefulness, and encourages the USG community to come together to share unique approaches to addressing challenges and strengthening services.

GUGM’s agenda (which will be available before Registration opens) includes non-Voyager topics. You do not have to be a University System of Georgia (USG) library or a Voyager user to attend. Other libraries interested in attending are welcome.

Sponsors:

Logo for ExLibris

Date and Location

May 15, 2014
8:30-3:35pm
Middle Georgia State College (Macon Campus)
100 College Station Dr.
Macon, GA 31206
Download Registration Form

Registration Deadline is May 8th.

Related Information

Opening Sessions


Photo of Keynote Speaker

Keynote Speaker

Prior to joining the University System of Georgia as chief academic officer and executive vice chancellor, Dr. Houston Davis served as vice chancellor for Academic Affairs for the Oklahoma State Regents for Higher Education.

Davis also served as associate vice chancellor for Academic Affairs for the Tennessee Board of Regents (2005-2007). He worked in the field of academic leadership and on the faculty for Austin Peay State University, Clarksville, Tenn., (2001-2005).

Davis also worked in the areas of fiscal and academic affairs for the Tennessee Higher Education Commission (1997-2001) and as a regional student recruitment and advancement representative for the University of Memphis (1995-1997).

In addition to his professional duties, he served in the role of director for the National Educational Needs Index project from 2004-2011, an initiative measuring educational, economic, and population pressures in the 50 states that influence policy and planning at local, regional, and national levels.

Davis was selected as part of the 2005 class of the National Center for Higher Education and Public Policy Associates program, a mid-career leadership opportunity for professionals engaged in policy impacting higher education.

He is involved in research projects and writing in the areas of higher education access, governance, economic development, and accountability issues in higher education and serves on several national advisory groups on higher education policy, degree completion, academic preparation, and accountability.

A native of Clarksville, Tennessee, Davis received his Ph.D. from Vanderbilt University, Nashville, a bachelor’s in political science from the University of Memphis and a master’s in education from Tennessee State University, Nashville.

Schedule/Agenda


Time Title Presenter/Co-Presenter(s)
8:30-9:30 Check In & Get conference packets
9:30-10:30 Welcome & Keynote Dr. Houston Davis
10:30-11:00 One Library, One System*: The Wisconsin Experience Bruce Barton, University of Wisconsin – Madison
11:00-11:15 Break
SESSION 1 (11:15-12:05)
GLASS: Georgia Library for Accessible Statewide Services(General) Pat Herndon
Cataloging in a Shared Bibliographic Environment: Opportunities and Challenges(Cataloging) Jessica Lee
GIL Express & ILL: Odd Couple or Match Made in Heaven?(Circulation/Reserves/GIL Express) Ashley Hoffman, Kiara Bynum, Monica McLaurin
Life, the Universe, and Everything about GIL Support Services(General) Sean Purcell, Cynthia Ragin, Bob Trotter, Jim Garner, Chris Fishburn
Discovery: Making the Complicated Easy(OPAC/Reference) Courtney McGough
Open Access and the Georgia Knowledge Repository(Special Collections) Jacqueline Radebaugh
How to Set Up an ERM in Your Library Without Killing Your Coworkers (Acquisitions/Serials) Jon Hansen
12:05-12:15 Break
SESSION 2 (12:15-1:05)
Copyright Compliance(General) Terri Gunter
Zach S. Henderson Library Special Collections: Supporting Scholarship and Research (Special Collections) Katrina Jackson, Wendy Harrison
ExLibris Voyager Update (General) Mike Dicus
It Isn’t Just Circulation Anymore: The Expanding Role of Access Services in Academic Libraries(Circulation/Reserves/GIL Express) Denita Hampton, Stella Richardson
An Overview of VuFind 2.2(OPAC/Reference) Sean Purcell, Jeff Gallant
Finding the Easy(er) Button: Simplified Withdrawals for a Multi-Campus Library System(General) Sofia Slutskaya, Amy Eklund
Batch Changes in Voyager: An Overview of the Possibilities, Processes, and Tools(Cataloging) Susan Wynne, Adam Kubik
1:05-2:00 Lunch-Banquet Hall

Optional tour: Meet Felicia Haywood at PSC 211 for a tour of Middle Georgia State College’s Macon Campus Library.
Library tour will be at 1:35
SESSION 3 (2:05-2:55)
Consolidating with Voyager: Our E Pluribus Unum Experience(General) Sean Boyle, Julie Housknecht, Rebecca Rose
A GUGM InvenStory: Using Voyager-Friendly Inventory Software in the Stacks(General) Steven Scheuler, Jacqueline Radebaugh, Michelle Nowell, Brett Williams, Deborah Van Petten, Sherrida Crawford, Roberta Ford
GIL Express Yourself!(Circulation/Reserves/GIL Express) Mollie Armour, Daron Mitchel, Mary Poland
RDA and DACS: Using a MARC-EAD Crosswalk to Improve Access to Special Collections Resources, a Project at UWG(Cataloging) Blynne Olivieri, Shelley Rogers
What Comes After Voyager Cataloging?: Updates from the Cataloging and Collaborative Tech Services Next Gen ILS Planning Teams(Cataloging) Erin Grant, Cathy Jeffrey
ExLibris: The Complete Patron Experience: Resource Sharing in a Next Generation System for Staff and Patrons(ILL) Marliese Thomas
Discussion Groups (2:55-3:35)
OPAC/Reference Discussion
CIRC/GIL Express Discussion
Acquisitions Discussion
Special Collections Discussion
Interlibrary Loan Discussion
Cataloging Discussion

GLASS: Georgia Library for Accessible Statewide Services

GLASS serves readers in Georgia who are print-impaired. Print impairment includes blindness, but also includes many other conditions that prevent someone from being able to hold a book and turn pages. Learn more about GLASS, who is eligible, what the service provides and how libraries across Georgia can promote this free service to eligible readers.

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Cataloging in a Shared Bibliographic Environment: Opportunities and Challenges

The University system of the State of Florida migrated to a shared bibliographic catalog or “Shared Bib” to enhance the statewide catalog and ease the cataloging process. The streamlined union catalog brought challenges as well as benefits to staff, faculty, and patrons. This session explores the preparation needed for migrating to a new system for all Florida institutions. As University System of Georgia explores a more collaborative environment with a single database, looking at the hurdles the State of Florida overcame will assist faculty and staff in Georgia with unforeseen obstacles if merging catalogs.

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GIL Express & ILL: Odd Couple or Match Made in Heaven?

Since its creation in 2004, GIL Express has attempted to supplement traditional ILL services by providing a faster avenue for patrons to request and receive books. However, operating similar services from two different departments can lead to confusion for patrons and headaches for staff. For this project, we will analyze the methods employed by other schools in the USG system to improve the coordination of GIL Express and ILL services. We will present our findings as well as evaluate alternative solutions to streamline the process for both patrons and staff.

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Life, the Universe, and Everything about GIL Support Services

Since its creation in 2004, GIL Express has attempted to supplement traditional ILL services by providing a faster avenue for patrons to request and receive books. However, operating similar services from two different departments can lead to confusion for patrons and headaches for staff. For this project, we will analyze the methods employed by other schools in the USG system to improve the coordination of GIL Express and ILL services. We will present our findings as well as evaluate alternative solutions to streamline the process for both patrons and staff.

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Discovery: Making the Complicated Easy

The discovery search brings library resources from different systems and vendors into one search for users. The discovery system offers many customization options to enhance the user search. This session will look at what individual USG librarians can do to leverage the discovery tool to its fullest potential, including customization possibilities and instruction tips.

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Open Access and the Georgia Knowledge Repository

This presentation will highlight open access resources found in the Georgia Knowledge Repository (an initiative of GALILEO). The Georgia Knowledge Repository (GKR) is a cooperative project between eleven USG institutions. With the GKR, users are able to view all of the individual institutions' repository content from one location. The Georgia Knowledge Repository thus broadens the reach of the individual digital repositories. The presentation will start with a discussion about Open Access resources. It will then present how institutional repositories help to organize and make available Open Access resources. Along with a tour of the Georgia Knowledge Repository, strategies on how to locate open access resources in the GKR will also be described.

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How to Set Up an ERM in Your Library Without Killing Your Coworkers

As libraries shift more and more of their journals and books from print to online, keeping up with them makes an Electronic Resource Manager (ERM) more and more of a necessity. But setting up an ERM is no small task, and one that can put a strain on a library. This presentation will cover one library's experience with setting up an ERM, and what your organization can learn from our choices.

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Copyright Compliance

This presentation will provide copyright information which can be used to determine and achieve compliance while at the same time encouraging faculty and staff to maximize their use of the fair use exemptions. My goal is to provide a foundation based upon the Board of Regents copyright policy as well as other well established sources in order to put in perspective copyright legalese which, on its own, is so confusing. I will also look at a how other higher education institutions utilize the Fair Use exemption in order to illustrate a general consensus of use. Open access and public domain options will also be discussed as alternative sources for faculty to examine as a source for materials. Through exploring the Fair Use exemption as it is generally applied, this presentation will present information and sources for faculty and staff to refer to so that they will feel confident about exercising the higher education exemption as their right, as set forth by 17 USC Section 107, when it is applicable.

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Zach S. Henderson Library Special Collections: Supporting Scholarship and Research

With an increasing focus on scholarship and research, Georgia Southern’s Zach S. Henderson Library Special Collections has revamped its image and approach to offering services to the university community. Come learn how Henderson Library’s Special Collections has incorporated digital collections, graduate student interns, collaborations with Georgia Southern’s History department, and also educational exhibits into its every day work schedule. Through team work, careful planning, and creativity, Henderson Library’s Special Collections has begun an effective program to help support the creation of new scholarship and research at Georgia Southern University.

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ExLibris Voyager Update

The presentation will focus on the highlights of the latest release – Voyager 9.  The product manager will describe the newest enhancements to Voyager, including changes to the bulk import, GDC and Pick and Scan features to improve batch updating of records, enhancements requested by the Voyager community at large, and other new features.  Special attention will be given to the newest features added to Voyager’s Media Scheduling module.  Attend this session to learn more about the latest general release and what plans Ex Libris has in store for future Voyager versions.

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It Isn’t Just Circulation Anymore: The Expanding Role of Access Services in Academic Libraries

Millenials are requesting more and more technology services and support from their academic libraries every year. They want the toys and the tools that will help prepare them to succeed in today’s world. Generation Y wants one-stop shopping or least everything in close proximity. While many libraries, like ours, have combined reference and access services to help address some of these needs, our library went a step further. We added technology support at a separate desk to our growing list of responsibilities. What happens when the responsibility for these very diverse services shifts to the access services department? These presenters will discuss the benefits and challenges of managing these services at their respective institutions. This will be an interactive discussion with the audience.

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An Overview of VuFind 2.2

GIL-Find is based on VuFind, the popular open source OPAC.  Our version originated from the recently discontinued 1.x development line of Vufind.  Last summer, the Vufind developers released Vufind 2.0, a complete rewrite of the software from the ground up. This session will offer a brief overview and demo of these changes and improvements, and then talk about the pros and cons of getting GIL-Find up to speed and in sync with the latest Vufind code, now at version 2.2.

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Finding the Easy(er) Button: Simplified Withdrawals for a Multi-Campus Library System

Handling of withdrawn items is different in every library. We’ll discuss the withdrawal process in a multi-campus library system, using a semi-automated approach facilitated by Access reports and Strawn’s Voyager Location Changer program. We’ll cover benefits and drawbacks, as well as policies, procedures, and collection of statistics. This approach could be adapted and used in consolidated library systems, libraries with offsite storage, or even in a consortial environment. The intended audience for this session is staff working in or managing technical services or access services areas, but others are welcome to attend.

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Batch Changes in Voyager: An Overview of the Possibilities, Processes, and Tools

Learning how to perform batch changes in Voyager can seem like an insurmountable obstacle, but the need to clean up and enhance records in batches is growing in importance. Adam and Susan will give examples of successful batch changes to bibliographic, holdings, and item records in their respective catalogs using various tools, including selected Gary Strawn programs and MarcEdit. We'll also share best practices, advice on identifying records for correction, and other tips for getting started.

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Consolidating with Voyager: Our E Pluribus Unum Experience

The University of North Georgia is a new institution, the result of the 2013 consolidation of Gainesville State and North Georgia College & State University. As both of these institutions were part of the University System of Georgia, they shared in common the Voyager ILS. Consolidation required that a new catalog be created to fit the needs of the new institution. This process of bringing together and combining two catalogs to form a new catalog involved extensive planning and communication along with top to bottom analysis of the system, and included input from the four consolidating campus libraries. As a result, the UNG Voyager Consolidation Project Team formed in late 2012 and immediately began planning the consolidation of both institutions’ Voyager systems. This panel consists of members of that team and will focus on the very specific tasks of planning and executing the set-up of all Voyager modules (Circulation, Cataloging, Acquisitions, and CallSlip), as well as the creation of a brand new Circulation Matrix and System Admin module. The panel will discuss some of the challenges, opportunities, and best practices that we faced. Our hope is that our experience will inform others who have an interest in our collaborative and transformational experience.

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A GUGM InvenStory: Using Voyager-Friendly Inventory Software in the Stacks

This presentation will share recent inventory experiences from two libraries.  Both libraries have used Shelflister developed by Michael Doran to accomplish different inventory projects. Additionally the Library Stacks Management System developed by Nackil Sung & Jan Sung is being used in one library. Topics covered include:  features, functionality, equipment, the implementation process, student training, and statistical information gathered and reported. Our panel will discuss and demonstrate how the inventory software and devices make library collections easier to maintain and update for librarians and more dynamic and useful for patrons.​

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GIL Express Yourself!

It is difficult to standardize a process like GIL Express at libraries with different workflows and sizes. What kinds of GIL Express issues are a frequent source of frustration or confusion at your library? What can be done to make this process smoother for
everyone? How can the same procedures be applied to libraries of drastically different sizes, hours, and staffing levels? This session will provide a forum for discussion about how to address these concerns based on topics gathered in advance via questionnaire or suggested during the session.

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RDA and DACS: Using a MARC-EAD Crosswalk to Improve Access to Special Collections Resources, a Project at UWG

The presenter developed a MARC-EAD crosswalk as a guide for MARC21 cataloging and EAD encoding using both RDA and Describing Archives: A Content Standard (DACS), with the aims to make description consistent, meet current structural and descriptive standards, and facilitate data transfer for bibliographic records at the University of West Georgia. The records are based on Special Collections finding aids for local collections. The goal of the project is to ultimately make the resources accessible online as Encoded Archival Description (EAD) finding aids.

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What Comes After Voyager Cataloging?: Updates from the Cataloging and Collaborative Tech Services Next Gen ILS Planning Teams

Highlights and updates on the work done so far by the Next Generation Library System Planning Cataloging & Metadata and Collaborative Technical Services teams, followed by a brief Q&A session.

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ExLibris: The Complete Patron Experience: Resource Sharing in a Next Generation System for Staff and Patrons

Helping students locate a resource is only half the process. In Alma, Network members can provide integrated patron databases and seamless sharing between member institutions. Whether the student needs walk-in loan privileges or your faculty member requests a delivered book, this presentation will cover how Alma handles workflows to fully leverage your consortial relationships.

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