training: oostende apr 2007 gaining content : building and delivering an advocacy strategy pauline...

Training: Oostende Apr 2007

GAINING CONTENT :BUILDING AND DELIVERING AN

ADVOCACY STRATEGY

Pauline SimpsonNational Oceanography Centre, Southampton, UK

OceanDocsTraining the TrainersOostende, Apr 2007


Module overview

How will you deliver the strategy?

The advocacy strategy

What is the content of your advocacy message? (Exercise)


Module Overview : delivery, strategy, message

Advocacy is a continuing process


1. Delivering your Advocacy Strategy

Institutional Repository (e-Print archive) Advocacy web site – about the IR – link to IR at

high level on website – RSS feeds to organisation website

Briefing paper to management Literature e.g. leaflets, posters Institutional magazines – contribute articles Presenting at departmental meetings and

university committees Organization wide email Informal opportunities – coffee /lunch etc Special advocacy events arrange Identify champions/exemplars Researchers as members of Steering Group One to one with researchers Training Events


Promotional material : bookmarks, leaflets, posters etc

http://www.lib.gla.ac.uk/daedalus/papers/bookmark.pdf

http://www.lib.gla.ac.uk/daedalus/papers/postcard.pdf

http://www.lib.gla.ac.uk/daedalus/papers/postcard.pdf

http://www.sherpa.ac.uk/documents/sherpaplusdocs/birk-Leaflet.pdf


Discussion

Delivering your advocacy strategy

What mechanisms are available to you in your institution?

(5 minutes)

Institutional Repository (e-Print archive)

Advocacy web site – about the IR Briefing paper to management Literature e.g. leaflets, posters Institutional magazines –

contribute articles Presenting at departmental

meetings and university committees

Informal opportunities – coffee /lunch etc

Special advocacy events arranged Identify champions/exemplars Researchers as members of

Steering Group One to one with researchers Training events Any others?


2. Advocacy strategy - preparations

1. Set up pilot repository2. Make (preliminary) policy decisions3. Identify stakeholders4. Environmental audit5. Identify champions & pilot departments6. Communication

This is an iterative process build critical mass


Set Up Pilot Repository

A pilot repository is essential! very important for convincing high level

decision makers But just as important is to populate it with

good examples to demonstrate how it works/capabilities

browsing/searching won’t work on an empty repository

different types of deposit (article, conference item, book...)

quality metadata with full text advertising what can be captured

to motivate deposits prestigious researchers

national, international within institution, department, group


Set Up Pilot Repository (2)

Name don’t use “eprints” in the name

(Southampton made this mistake!)

Branding helps staff identify with the IR

Set up capture of access statistics early on tangible evidence number of views, number of downloads

Importance of Author IDs uniquely identify staff members enables generating CVs, accurate reporting


Repository

For author self deposit – Server must be responsive Interface must be aesthetically pleasing Software must be easy to use -

navigation Deposit process – conversion tools On screen help – offer to help with

metadatacreation – take away decision problems

What is your policy – will you create metadata and deposit full text?


Make (Preliminary) Policy Decisions

Scope full text only? full research output? peer-reviewed

output? scholarly archive vs. research archive

Type of deposits include theses?

Who can deposit? can authors upload work done at other institutions? can authors edit their own records in archive?

Document types/formats Preservation (pdf/A)

Assisted deposit what level? must be speedy! sustainable?


Make (Preliminary) Policy Decisions (2)

Aim is to respond rather than dictate decisions give you a starting point for

discussion Revise policies in response to

repository evolution e.g. research group wants to deposit a

type of research output that you hadn’t considered


Identify Stakeholders

Advocacy is always targeted identify classes of individuals

consider Director down to research students tailor message for each class

Researchers, Research Managers need simple message

higher profile increased chance of citations and new collaborations

much more visible in Google, Google Scholar secure storage one record, many uses

tailored to subject area or department


Identify Stakeholders (2)

Admin, Marketing Collecting data for reports

e.g. RAE

Marketing e.g. linking press releases to the repository

Record of work institution level departmental level group level individual level


Working with Management

Advocacy/solutions most effective when you know the background and tailor to suit

Begin with initial knowledge of some areas of a large organisation - obtain an organogram of your centre, find out who are the key people in your organization

Management – will they make deposit mandatory?

Identify a management champion


Environmental Audit

Understand current practice institutional level, departmental level,

group level, individual level look for existing research recording

systems or processes look for publication lists on departmental

webpages, individual webpages how are they produced? how up to date are they?

many pages often out of date or ‘under construction’


Sampling of websites (example) – assessing current practice

Department Total number of publications listed on Web

Full text on Web

Percentage of Publications with full text

Faculty of Law, Arts and Social Sciences

Archaeology 252 2 1%

English 243 3 1%

Modern Languages 160 0 0%

Music 280 5 2%

Politics 138 6 4%

Economics 357 89 25%

Maths Education 170 34 20%

Faculty of Medicine, Health and Life Sciences

Biology 796 24 3%

Medicine 1603 247 15%

Health Professions and Rehabilitation Sciences 332 0 0%

Nursing and Midwifery 439 0 0%

Faculty of Engineering, Science and Mathematics

Chemistry 1128 111 10%

Electronics and Computer Science

7008 866 12%

Mathematical Studies 849 310 37%

Ocean Circulation and Climate Group, SOES

286 9 3%

James Rennell Division, SOC 792 68 9%


Environmental Audit (2)

Be sensitive to current practice look at supporting existing processes in

IR invite specification

beware of over-specification and over-elaboration

look at potential for migration of existing records to IR


Environmental Audit (3)

Result: better understanding of who is doing something now where the gaps are

these are just as important! what current processes to be aware of

department may have a process for putting research publications online but

not OAI not safe storage

be prepared for a long term gradual transition both technical and social

“The lie of the land” helps you plan appropriately helps you identify champions helps you identify pilot departments


Identify Champions

Look at results of Environmental Audit Organise program of meetings to spread message

e.g. one per department identify receptive individuals

who turns up? who looks keen? post-meeting chat

Target new employees often keen to establish presence

Identify “surrogates” the people who are supporting your champions e.g. secretary or postgrad supporting a professor

they will be the ones making the deposits


Identify Pilot Departments

Look at results of Environmental Audit

Champions may help bring department on board

Other factors new departments/groups/initiatives

often keen to establish presence


Working with Champions

Get them depositing Help with the technical side

mechanics of depositing one-on-one walkthroughs

might lead to being the primary contact for subject area


Working with Pilot Departments

Get members depositing Be prepared to provide support at

departmental level training seminars

Trial support for departmental processes

e.g. exporting publication lists from IR onto departmental website

Import legacy data


Working with Champions/Pilot Departments

Make high-level champions members of your IR steering group

high-level support and direction Listen to feedback

discuss prioritise don’t necessarily act on it immediately

give people time to get use to depositing Set up representatives/contacts to work

with departments/subject areas e.g. be prepared on copyright situation of

journals in subject area use and promote RoMEO


Working with Champions/Pilot Departments (2)

Don’t rest on your laurels – this is an ongoing process

Beware people getting promoted, moving away

Working towards proactive self-deposits

keep in touch Monitor deposits being made

use alerts OA Journals - BioMed Central


This is an Iterative Process

Keep revisiting champions/pilot departments find out how you can move them forward

Build up portfolio present more convincing case to those who weren’t

convinced the first time round content success stories statistical evidence of downloads

Develop roles of library team/representatives will inform logistics after launch

Keep up with external developments Join JISC-REPOSITORIES email list

Build up critical mass for launch pilot departments using the repository on a regular

basis


Advocacy Strategy Summary

Advocacy Departmental and library champions Outreach: workshops and publicity material All-inclusive policies Ownership (branding) by views with institutional support Value added services and assisted deposit Copyright transfer advice and deposit agreement

Ideas for Incentives to deposit Export to: webpage, personal bibliographic software Enhanced metadata = complete citations File conversion software Opportunity for enhanced versions Secure and curated storage One input to supply publications output for a variety of requirements eg project

proposals

Community partnerships Service departments (IT, Legal), Researchers


Gaining content

Range of strategies necessary – no single solution


Discussion

Tailoring your advocacy strategy

What actions from the previous slides will work in your institution? - discussion

Write down your advocacy strategy


ADVOCACY PRESENTATION

- preparing the message-


Powerpoint Presentations

What Experience do you have?

Keep simple until you have mastered ppt

Decide Background (colour, picture or logo etc) Style (font, size etc)

(slide master)


Preparing the message

Audience mostly Researchers Research Managers, higher-level decision makers

(mandates) Core message with Tailoring for particular audience

Length of Presentation (probably no more than 45mins – longer training course for librarians)

Will decide what you can cover Training/demo included?

Content What information should be included


The message - content

A good title Overview

What is open access Why has it emerged International support Global Movement - Funders Mandates What forms does OA take (journals and

repositories) OA Journals OA Repositories Why institutional repositories Benefits to authors

Citation etc One record for many purposes

Researchers concerns Copyright and Publishers etc

Scholarly knowledge cycle

WILL YOU INCLUDE A DEMO OF OCEANDOCS ie training element?

Some parts of presentations will remain current, but it will be necessary to refresh information.

Keep up to date with Open Access movement

Recent research articles Presentations from

conferences *** Email lists Statistics Mandates Tools (Sherpa)


Acknowledgements

If you completely copy another person’s slide, acknowledge the source

If you use data in a slide, acknowledge the source.


Resources

Handouts Websites : JISC and SURF – Marc’s

list


Exercise for this afternoon

Prepare a Powerpoint presentation that you could include as part of your advocacy (build on yesterday’s exercise)

The presentation should last half an hour

(selection of ppt presentations available : I Drive )

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