Circle of Service: The Commons at The University of Tennessee Barbara I. Dewey, Dean of Libraries Julie K. Little, Executive Director Educational Technology and Interim Assistant CIO 2006 NMC Summer Conference June 8, 2006

Presentation Agenda About the Partners: Library and IT The Commons: Background and Planning Phase I Launch Phase II Plans Indicators of Success Future Plans Discussion

The University of Tennessee Libraries Ex Libris Library System – Metalib, SFX Digital Library Center (nearly $2mill in federal grants) Extensive Web presence including services Scholars Archive Newfound Press My Teaching UT

UT Office of Information Technology Services Voice and Data Network Services Wired and Wireless Statewide Network Services Information Technology Security Vulnerability Assessments Incident Response Network Monitoring Application Development and Support UWA (IRIS, ANDI, and COEUS) SIS and Campus Systems Faculty Instructional Services Innovative Technology Center (Blackboard) Classroom Technology Training Customer Technology Support Help Desk Student Computer Labs Service Center Digital Media Services Computer Systems Administration Campus and UWA System Administration Statewide Services Research Computing Services Cluster Computing Software and Consulting Services Internet 2 and Advanced Internet Access Statewide Audio/Video Services Interactive and Web Streaming Classroom Technology Design and Implementation IT Business Services Purchasing and Contracting Economic Analysis Project Management Office

No Stranger to Partnerships: Digital Media Service (DMS) Created by the Office of Information Technology and UT Libraries Fall 2001 The goal of DMS is to become the one-stop shop for digital media needs on campus. The primary role of DMS is digitization, storage, and delivery of audio, video, images, and text. DMS also assists customers in securing copyright permissions and offers referrals to related media production and technology services.”

The Scenario for Change Changing nature of libraries and need to repurpose spaces Student and faculty increasing comfort with technology Address successful environment and service expectations for NetGen Build capacity in high impact spaces Competitive environment Attract/retain the best students Ubiquitous, high speed, and economical access to information The need for “Always On” (24/7/365)

Library WebCam8 Mon Apr 25 15:58: Library WebCam8 Mon Apr 25 22:47: Library WebCam8 Tue Apr 26 12:24: Library WebCam8 Tue Apr 26 01:06: Library WebCam8 Tue Apr 26 22:03: Library WebCam8 Tue Apr 26 19:20: “They are working in Groups” OIT Lab Use (a 24-hr period)

One-stop Shoppers

Librarian/Student Involvement

The University of Tennessee Commons (A New Partnership) Establishing the vision, guiding principles and philosophy Cultivating support from students, faculty, and campus administrators Building a new “circle of service” model Blending differing IT and Library cultures Proving the concept through “boot strapping” resources Using the results as a model for campus-wide information services

Library Management Group “The collective goal of the LMG study groups is to ensure that the library’s services are directed towards the needs of 21st century students and scholars.” Study Groups: Services & Spaces Special Collections Improved Access to Content Periodicals Management Digital Production Collection Management/Technical Processing

Hodges Library Transformation Plan Charge: Conduct an analysis of public service points in terms of the needs of 21st century research library including the effective and efficient use of human resources and space.

Vision for Change February 3, 2005 The Hodges Library Transformation Plan proposes that the University Libraries partner with the Office of Information Technology to create learning laboratories for the UT community. This collaboration will combine expert service and library resources in a technology-rich environment suited to both group and individual work. The model recommended is that of an information commons on the second floor of the Hodges Library, incorporating a relocated ground floor computer lab.

The Commons: Players Commons Steering Committee – Key Planning Group Operational Co-Managers from IT and Libraries Dean of Libraries and CIO Chancellor, Vice Chancellors, Deans Student and Faculty Advisory Groups

Readiness Criteria Culture (encouraged to innovate) History of Collaboration Executive Support Willingness to Reallocate Funds - “Bootstrap” Ability to Leverage Existing Expertise (Library and IT)

Early Challenges/Opportunities Trust Development Planning Can we afford a long planning time? What’s achievable in a short time span? What have other universities done? Who is the Customer? Students or Students and Faculty

How to do the “Circle of Service” Staffing/Funding Levels and Additions The Space Itself Transitional Uses Designing for Group/Individual and Private/Public Use How to Create “The Buzz” In the Community In the Space Early Challenges/Opportunities

Cultural Issues Several groups of staff in one service area Several groups of student assistants in one service area Issues of training, service philosophy, etc. IT Staff Library Faculty and Staff Grad Assistants – Stat Consulting College of Business Tutors Library and IT Student Assistants

Guiding Principles The information commons… is a true partnership of Libraries and OIT is a physical and virtual environment leverages joint expertise of Libraries/OIT faculty and staff focuses on the needs of undergraduates, but also serves graduate students and faculty will increase services, access to content, and technology for users will be a 24/7 environment will be developed in a phased approach will be flexible, innovative, and appealing will be developed with advice from students and other key campus groups. Vision: The Commons is a collaborative partnership between the Office of Information Technology and the University Libraries to connect students and faculty with the tools and information they need to be successful learners and teachers in the 21st century. Planned, funded, and operated through a partnership between the Office of Information Technology and the University Libraries.

The Hodges “Wow” Factor

Phase I Opened Fall 2005

The Commons: Identity, Marketing, and Web Site - attachments EDUCAUSE Enhanced Podcast:

Hodges Library (2nd floor) The Commons: Phase I View The Commons Phase I

Hodges Library (2nd floor) Service Areas

Hodges Library Welcome Center

The Studio Media Center

Starbucks! CyberCafe

Periodicals (The Commons - Phase II Area)

The Commons: Phase II View

“River of Lights”

Phase II: Individual and Collaborative Workspaces

Phase II: Accessible and Flexible Workspaces

Indicators of Success Total gatecount up 46%, circulation of books/equipment up 79% (Dec compared to Dec. 2005) 400 students in either The Commons or adjacent Periodicals Room (Phase II expansion) at midnight, mid-week More Colleges interested in placing services in the Commons Minimal decrease in 1st floor OIT Computer Lab usage

Questions Recorded by Transaction Type

(Jan 11- Mar 27, 2006) The Commons usage page containing nightly generated charts showing the average number of concurrent users over the past week as well as the total number of logins per day for the previous month.

Provides current data for the number of computers open, the percentage open, and the total number of computers. Users can also link to maps, usage data, and hardware/software info for each OIT public lab.

Kirsten Self, Sports Management Student “Every time I have been in the library after hours, the Commons has been packed full of students. Some students were finishing assignments, some doing group projects, and some just relaxing with friends. The group study areas are of the perfect number and size, and the computers have all the programs I could need on them. I cannot wait until the whole Commons project is complete.”

Mark Willoughby, Business Student “The Commons is a great addition to the library. Students can study in groups or study alone, check out laptops, use computers, get help and find all the information they need in one room. The Commons has become the one stop shop at the library making it user friendly.”

Next Steps/Future Plans Launch Commons – Phase 2 Expand Commons to Periodicals Room Consideration further integration of services throughout 2 nd floor Continue to focus on making high impact space student friendly Invite other partners to be part of The Commons (tutors, advisors, etc.)

Extending the Commons Concept Spread circle of service philosophy to other parts of the campus Encourage innovative melding of services to support teaching, learning, and research Continue to develop the virtual Commons

Circle of Service: The Commons at The University of Tennessee Barbara I. Dewey, Dean of Libraries Julie K. Little, Executive Director Educational Technology and Interim Assistant CIO 2006 NMC Summer Conference June 8, 2006