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Poster Session Submission ICML August 2009 Brisbane, Australia Title: The Personal Librarian Program at the Yale Medical Library: Reaching out to Medical [Center] Students Speaker: Jan G. Glover, Cushing/Whitney Medical Library, Yale School of Medicine, New Haven, Connecticut, USA Authors: Jan G. Glover, Cushing/Whitney Medical Library, Yale School of Medicine, New Haven, Connecticut, USA Judy M. Spak, Cushing/Whitney Medical Library, Yale School of Medicine, New Haven, Connecticut, USA Abstract Objective Evaluate the effectiveness of our Personal Librarian program – an outreach initiative to re- establish personal contact with medical students at a time when visiting the library’s physical space for information is not necessary. Methods The Cushing/Whitney Medical Library has offered a “Personal Librarian’” program to medical students since 1996. As students matriculate, they are matched to a professional librarian, a relationship that lasts until graduation. Personal Librarians offer individualized assistance for almost anything – from library policies/procedures to thesis research. A short survey, including yes/no, likert scale, and open-ended questions, was used as the instrument to gather data. The goals of the survey were to evaluate student satisfaction with the program and to ascertain how we could improve it. An invitation to participate was emailed to all School of Medicine students. Results The survey revealed that 99% of the students who utilize the expertise of their personal librarians are extremely satisfied, moderately satisfied, or satisfied, that 95% of the students could identify their Personal Librarian and that 94% felt that the amount of Personal Librarian communication was just right. Librarians report that the program requires minimal effort on their part and the return on investment of time and resources has been immeasurable. Conclusion We’ve expanded this program to all Medical Center student groups. The program now serves as a model at the Yale University Library and has been adopted by our colleagues for the Yale College undergraduate Class of 2012. \\lib-staff\uqsmaals\5_2_Thurs_glover_68.doc 4/20/09 1 ICML August 2009 Brisbane, Australia Setting The Yale School of Medicine is part of Yale University, located in New Haven, Connecticut, in the Northeast United States. Founded in 1810, the Yale School of Medicine is a world- renowned center for biomedical research, education and advanced health care. Among its 27 departments are one of the nation’s oldest schools of public health and the internationally recognized Child Study Center, founded in 1911. The school’s unique curriculum, known as the “Yale System” of medical education, promotes teaching in small seminar, conference and tutorial settings, and requires student self- evaluation, independent thinking and investigation. Since 1839, Yale has required that each student complete a thesis based on original research prior to graduation. Our medical center students include: • Yale School of Medicine • Yale School of Nursing • Yale School of Epidemiology and Public Health • Physician Associate Program • Combined Program in the Biological and Biomedical Sciences • Robert Wood Johnson Clinical Scholars • International Visiting Student Elective Program • Other Graduate Programs The Cushing/Whitney Medical Library serves the biomedical and health care information needs of the Yale-New Haven Medical Center and the University, as well as providing service to area physicians and medical libraries. The collections cover clinical medicine and its specialties, the pre-clinical sciences, public health, nursing and related fields. They also include the Historical Library’s distinguished holdings. The library now contains more than 462, 000 volumes and more than 7,000 biomedical journals, almost all in electronic format. It is the third largest of the 21 libraries that make up the Yale University Library system. Our total staff numbers 44 of which 17 are librarians. Our story begins in the summer of 1996 at our Reference Department’s annual retreat to discuss goals and objectives for the upcoming academic year. The conversation centered around concerns about our declining contact with medical students, the loss of one-on-one time and perhaps our loss of relevancy in their academic activities. We wanted to get to know more about the information needs of our students and we wanted a way for our students to get to know us. Our mission was to devise a way to encourage more personal contact with individual students and thus the Personal Librarian (PL) program was born. The Beginning Having no idea of how much or little effort this was going to take, we kept our goals simple: 1. Divide the incoming medical student class evenly among five reference librarians 2. Send three to four messages in one year \\lib-staff\uqsmaals\5_2_Thurs_glover_68.doc 4/20/09 2 ICML August 2009 Brisbane, Australia 3. Report progress at the end of the first year The Reference Department met to evaluate the librarians’ experiences. Because not every student took advantage of their personal librarian, the librarians felt that the program required little effort on their part. Our program continued for several years to be very low-key and very respectful of students’ time and their email in-boxes. By 2006 the program was well established. Judy and I were curious about the program’s impact on the students and we decided to query them about their experiences. Our initial survey was in 2006 and in March 2009, the same survey was deployed to survey student groups new to the program. In this paper, we report findings from the 2009 survey, preliminarily compare data from these two surveys, discuss implications for the program and conclude with observations about our experiences. Methods The goals of the survey were to evaluate student satisfaction with the program and to ascertain how the program could be improved. The survey was short, consisting of 7 questions. It was neither scientific nor formal since we wanted to retain the same tone as normal PL communications with students. Survey Monkey was used to create and deploy the survey. For the 2006 survey, invitations to participate were e-mailed to School of Medicine first- through fifth-year students and all current physician associate students via student listservs. There were 146 responses to the survey, a response rate of 29%. This figure is an estimate based on how many students actually received the invitation to participate, which we estimated to be approximately 500. For the 2009 survey, invitations to participate were e-mailed to School of Medicine first- through third-year students and all current physician associate students via student listservs. There were 113 responses to the survey, a response rate of 30% [approximately 375 students received the invitation]. 2009 Survey Results Question 1 When asked ”Do you know who your personal librarian is?” 89% of the respondents said that they did. This confirmed that our modest efforts to market this program had yielded positive results: the overwhelming majority knew whom to contact if they needed assistance. Question 2 We asked, “Is the amount of communication from your personal librarian not enough, just right, or too much to bear?” Eighty percent of the students thought that the level of librarian communication was just right. 20% of the students wanted MORE contact from their PL. Question 3 \\lib-staff\uqsmaals\5_2_Thurs_glover_68.doc 4/20/09 3 ICML August 2009 Brisbane, Australia When asked, “Have you ever contacted your Personal Librarian?” 62% replied yes and 38% said no. Our program is by design relatively unobtrusive and operates on the assumption that students will self-select to take advantage of the program. Question 4 We wanted to know “why you contacted your personal librarian?” The most cited reason for contact was help in searching the biomedical literature, not surprising considering the emphasis on research at Yale. The next two most cited reasons, help in locating materials and help with bibliographic citation management software programs, follow hand-in-hand as students research, organize their work, and write their theses. Help with technology and with library services and policies were the next reasons. Some of the items listed under “other” included help with interlibrary loan and the course management system at Yale. Question 5 We wanted to know, “How satisfied were you with your PLs response to your request?” The overwhelmingly favorable responses to this question provided welcome validation that librarians’ efforts, while small, yielded significant positive returns. Of the 74 students who responded, 73 (99%) were satisfied, moderately satisfied, or extremely satisfied. Only one student commented that he or she was moderately disappointed with the response of his or her PL. You can imagine the angst felt by librarians participating in the program, as each wondered if he or she had been the culprit. Question 6 We asked, “What is the one thing that we could do to make the personal librarian program better?” 48 students responded to this question and identified three areas where they felt improvements could be made: communication, the timing of contact, and defining the role of their Personal Librarian. Communication We’ve always been mindful of the avalanche of email students receive and didn’t want to contribute to the problem. Our intention was to communicate periodically with gentle reminders that PLs were available to help. We learned from the 2006 survey that students wanted more communication from the Personal Librarian and while we have increased messages, we can clearly do more. One student said: \\lib-staff\uqsmaals\5_2_Thurs_glover_68.doc 4/20/09 4 ICML August 2009 Brisbane, Australia “I would enjoy monthly updates/messages from my PL on relevant topics, e.g., searching databases more effectively, getting started with reference software, ways of accessing journals/articles, etc.” Based on this type of feedback, our PL activities plan for 2009/2010 is more ambitious than ever. More news, messages and events are planned. Timing As in many libraries, orientation sessions for incoming students include a physical tour of the library.
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