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2009-2010 Smathers Libraries Mini Grant
APPLICATION COVER SHEET
Application due: Thursday, October 1, 2009, 5:00 PM

Principal Investigator (PI) Name: Missy Shoop
Department: Library West
Email address: shoop@ufl.edu Phone: 273-2624
X_ Check here if this is your first grant application as PI.
Additional applicants, please give name and email for each:

Margeaux Johnson: margeaux@ufl.edu


Title of grant application project: Library Instruction How-To Videos


SCheck here for Emerging Technologies (ET) Funds
x_ Check here if any IT su port is necessary

Project abstract (no more than 100 words):

The Library Instruction How-To Videos project team requests $3,645.00 to hire 2 student
assistants to create videos. These videos will exist digitally on the UFLibraries' YouTube
channel and will serve to instruct library users on key services and library skills such as:
operating compact shelving
using Ask-A-Librarian
navigating Library W~est
finding journals using the library catalog
using ARES
using ILLiad
renewing books online
printing from a library workstation
using the copier/printer stations
using self-checkout



Funds requested (Limit of $5,000): $3,645
Emerging Technologies (ET) (Limit of $10,000):

Describe how the10% mandatory cost share will be met (be specific):

Missy Shoop will dedicate her time toward this project by training the student assistants and by
writing scripts for the videos. 1.16% of Missy's yearly salary amounts to $498 cost share.

Margeaux Johnson will also work with the students to develop video content.

Please list the library resources to be used in this project and the nameland initials of the person
authorizing the intended use and date authorized. If you need more room, continue on a
separate page.


Minigrant: Library Videos
Missy Shoop (PI), Margeaux Johnson (Co-PI) Page 1








Resources Required for Project as applicable Authorizing Individual Date
including cost share contributions Initials Authorized
Training student assistants; writing scripts: 1.16% Missy Shoop 9/28/09
of time
DLC-igitization: uploadin videos to YouTube Laurie Tayo 9/28/09
Traiin student assistants; wrtn cipsMreu Johnson 9/28/09
HR: hiin student assistants Brian Keith 9/28/09
ET Michele Crump 9/28/09


Pl Signature


Date


Submitted by:


Approved by:


Date


Dept. Chair Signature


***** Hard copy with signatures was delivered directly to Kelley Cunningham on 10/01/2009


Minigrant: Library Videos
Missy Shoop (PI), Margeaux Johnson (Co-PI)


Page 2









2009-2010 Smathers Libraries Mini Grant
PROJECT PROPOSAL NARRATIVE
Application due: Thursday, October 1, 2009, 5:00 PM

a. Describe the project
The University of Florida (UF) Libraries established a presence on YouTube.com in 2008. As of
July, 2009, the video collection consisted of videos from UF archives, library informational and
orientation videos, and other videos relating to UF and its faculty and students. In August,
2009, the Principal Investigator (PI) created the video "How to Find books in the UF Libraries'
Catalog," which was added to the UF Libraries' YouTube channel content. Since uploading the
video, it has been viewed 265 times. In September, the PI added another video, "How to Find
Journal Article Databases," which has been viewed 93 times. Videos, as opposed to screen
casts, have been available even longer and have had even more views. For example, Librarians
to the Rescue Part 1 has been viewed 709 times and orientation videos for Library West, the
Education Library, and the Marston Science Library have had 498, 380, and 534 views
respectively. (all view counts are as of 9/29/2009)

The popularity already proven by view counts on YouTube demonstrates a reason to add more
library instruction videos. Arizona State University launched a highly successful campaign of
"Library Minute" videos this summer. Their most popular video, which was uploaded in August,
has already had 981 views. As ohline content for courses and distance learning grows in use,
and in accordance to UF's university-wide initiative to increase online resources due to the
H1N1 outbreak, library instruction needs to follow suit and become more web-based.

We propose creating a series of YouTube videos with student voices and faces. Using students
as the stars will make the videos more relatable to undergraduates who may experience library
anxiety. Content for the videos will be developed in conjunction with students so that we are
addressing user-focused instruction needs.

Two student assistants will be hired, one based in Library West and one in Marston Science
Library. The Pl and Co-PI will script short videos in collaboration with the students. Short videos
hold attention longer and can be downloaded easily onto mobile devices. Thus, the videos in
this project will be 1-2 minutes each. The student assistants will be the actors and
videographers for the project. Additionally, they will spend a portion of their training time working
public service desks to gain the necessary background and awareness of library resources.

As each video is completed, the file will be transferred to Laurie Taylor, Interim Head of the'
Digital Library Center (DLC). DLC staff will then assign metadata and tags to the video and
upload it to the libraries' YouTube channel. Videos will be searchable on the UF Libraries'
website and on internet search engines such as Google and Yahoo. The videos will also be
searchable on YouTube.com. Direct links to the videos will be provided in multiple places on
the UF Libraries' website, including LibGuides, library bogs, and Twitter accounts. UF faculty
will be able to embed the video code or link to the videos in their course websites and online
syllabi. By watching these videos, students and other library users will be able to acquire library
skills at home, at their own convenience. On-campus, students can consult the videos for
refreshers after completing library orientations if attended.

To create the videos, a mixture of high-definition digital film and computer screencasts will be
used. The camera purchased with grant funds is the Sony Handycam HDR-CX500V. It is

Minigrant: Library Videos
Missy Shoop (PI), Margeaux Johnson (Co-PI) Page 1









currently the best rated for low-light areas (such as library stacks). It is both Vista and Mac
compatible. Some of its other key features include night-vision, 32 GB memory, 4.5 megapixel,
USB/memory stick capable file transfer, high-rated zoom, shake stabilizer, digital still mode (for
taking still images), 3 inch touch display monitor, and GPS tagging. The tripod will assist in the
professional look of the videos, and in times when the student assistants work alone.

b. State why this project is important

While the UF libraries can boast thousands of online resources, very few of those resources
serve an instructional purpose. There is a research tutorial and there are videos about the
libraries online, but none of those resources walk library users through, step by step, how to do
navigate and manipulate services such as ARES, ILLiad, Ask-A-Librarian, and how to renew
books online. This project will provide the online content necessary to fulfill the needs that
library patrons have. regarding instruction in these services. Virtual instruction to students has
become more important now that more classes are online only. Many of our users are hybrid -
l~iving in Gainesville and taking classes partially online and partially on campus.

This project supports the mission and goals of the library by reaching patrons where they are--
at home, on campus, or on the go using mobile devices. This project will help accomplish the
goal of providing a greater variety of library instruction modules, especially in light of the recent
university-wide initiative to provide more online resources due to the H1N1 outbreak.


c. Briefly describe the resources needed to complete the project and impacts on
other departments.

Resources needed to complete the project include DLC staff time to assign metadata to and
upload videos to YouTube. Human Resources will be required to process hiring forms for two
student assistants. The Pl and Co-PI will train and supervise the two student assistants.
Michael Dietz will approve time for the Library West student assistant; Vanessa Jewett will
approve time for the Marston Science Library student assistant.

d. Provide a plan of action for the project. Include a timeline to show that the project
can be completed in 12 months, and specify activities and roles to be performed
by the principal investigator (PI) and others involved in the project.

Timeline What yWhom
November 2009 *hire & train 2 student assistants PI, Co-PI, Human
*begin scripting and filming first 2 videos Resources
PI, Co-PI, students
December 2009 *begin scripting and filming next 2 videos PI, Co-PI, students
*transfer created videos to DLC for posting on DLC
YouTube
January 2010 continue to script and film next 2 videos, and PI, Co-PI, students, DLC
pot to YouTube
February 2010 *host library faculty/staff training on how to PI, Co-PI
embed YouTube videos in Libguides, wikis PI, Co-PI, students, DLC
and blogs
*continue to script and film next 2 videos, and '
potto YouTube


Minigrant: Library V/ideos
Missy Shoop (PI), Margeaux Johnson (Co-PI)


Page 2


























































--Ya~~-- I----u~EI~----


March 2010- *hold training for library faculty and staff to PI, Co-PI
May 2010 learn how to make videos and brainstorm PI, Co-PI, students, DLC
more instructional video ideas
*script and film remaining 2 videos, post to
YouTube; plan new videos: script, film, post to
YouTube.


e. If the project is collection specific: Who owns the collection and where is it
located? What copyright issues, if any, is the applicant anticipating?

N/A

f. Provide a means of measuring the success of the project. What are the expected
results, final product, and projected use? For Emerging Technologies projects,
how will customer expectations for new permanent and/or broad reaching
services be managed and communicated to reduce the likelihood of disappointing
customers.

Success will be measured by number of views as recorded by YouTube for each video, and by
UF faculty including the videos or links with their courses' online content. Success will also be
measured through the use of the videos by library faculty and staff in their LibGuides, wikis and
bogs.

g. What are the long-term financial implications if the project is successful? For
example, if a pilot project using e-book readers is successful, what would be the
cost to the Libraries, annually, to support a new loaned e-book reader service?

Long-term financial implications are insignificant. More videos may be created by library faculty
and staff at no further cost. No other equipment purchase is anticipated as the technology for
digital film will not change in the near future.

h. Provide a plan for what will happen to equipment/supplies purchased with these
funds after the project ends.

The Sonry Handycamn and tripod will be stored in the Pi's office in 542 Library West. Besides
further instructional videos, they may be used for recording other library events.


Minigrant: Library Videos
Missy Shoop (PI), M~argeaux Johnson (Co-PI)


Page 3










Library Videos Minigrant
Missy Shoop (PI)
Margeaux Johnson (Co-PI)

Mini Grant Budget Form

Please add lines to table as needed. If you need help completing this form, please contact Bess de Farber, PH# 273-2519.


1. Salaries and W es(no fringe benefits reuird
Name of Person Salar times% of effort Grant Funds Cost Share Total
MsySho 43,000 x 1.16% $0. 00 $498. 80 $498.80
7.29/hr, 10hrs/wk, 25wks
(7.25 for Level 3 student +
.005% of pay for fringe
Student Assistant benefits) $1,822.50 $0.00 $1,822.50
7.29/hr, 10hrs/wk, 25wks
(7.25 for Level 3 student +
.005% of pay for fringe
Student Assistant benefits) $1,822.50 $0.00 $1,822.50
$0.00 $0.00 $0.00
SUBTOTAL $3,645.0 $498.80 $4,143. 80

2. Eqimn
Item Quatt times Cost Grant Funds Cost Share Total
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
SUBTOTAL $0.00 $0.00 $0.00

3. Spies
Item Quatt times Cost Grant Funds Cost Share Total
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
SUBTOTAL $0.00 $0.00 $0.00

4. Travel
From/To # of pepe#of das Grant Funds Cost Share Total
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
SUBTOTAL $0.00 $0.00 $0.00

5. Other (services vended, etc.)
I ~ Item Quantity times cost Grant Funds Cost Share Total


MINI GRANT PROGRAM DOCUMENTATION











$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
SUBTOTAL $0.00 $0.00 $0.00

Grant Funds Cost Share Total
Total Direct Costs (add subtotals of items 1-5) $3,645.00 $498.80 $4,143.80


MINI GRANT PROGRAM DOCUMENTATION


$0.00


$0.00


$0.00





Letters of Support for Library Videos Minigrant Proposal
Missy Shoop (PI) and Margeaux Johnson Co-PI

LETTER 1: Laurie Taylor LETTER 3: Marilyn Ochoa
LETTER 2: Shelley Arlen LETTER 4: Mary Edwards



George A. Smathers Libraries Digital Library Center
Digital Library Center University of Florida
P. O. Box 117003
Gainesville, FL 32611-
7003
~352.273.29200

September 27, 2009

Dear Members of the Mini Grant Committee:

I write in support of Margeaux Johnson and Missy Shoop's proposal to develop a compilation of library
training videos. Their grant proposal, which requests funding for equipment and student workers for the
development of specific training videos, supports the Libraries and the University's ongoing work to
make student learning resources more accessible.

The training videos will accomplish three core tasks: 1) add to the Libraries existing collection of
orientation and training videos for student use; 2) develop the internal resources necessary for the
Libraries to expand ongoing development of training videos; and, 3) provide additional tools for the
Libraries' training and outreach faculty and staff to use in their work, research, and professional
development. Currently, the Libraries have created a number of orientation videos which are online. The
Libraries have also created screencasts (videos of computer screens with recorded voice narration) for
using specific needs like finding databases. While screencasts can be made using a computer, free
software, and a voice chat headset or standalone microphone, many training scenarios require real world
video. For instance, this proposal seeks to create training videos on how to use the self check-out
machines and how to operate the compact shelving in Library West. "How to" videos would be the
optimal support for these needs; however, creating the videos requires additional equipment.

The resources requested for this proposal a high definition camcorder, camera tripod, and funding for
student assistants are modest. The equipment requested is essential for filming videos of the real world
instead of being limited to screencasts. The student assistants are also necessary as additional labor as
well as for their insight into current student needs and ability to serve as a first test audience for ideas
and methods, even prior to the start of filming.

This grant proposal serves a defined current need and develops resources for future project. More
importantly, this project could serve as an excellent pilot for a larger grant project to create a collaborative
network to develop and share training and outreach videos. While some videos will be specific to a
particular library, many videos on using particular tools or needs could easily be created as short
modules. For instance, a video on using the self-checkout machines may include where the machines are
located, using a library card, and using the machine. While the location of the machines and use of a
library card may differ across libraries, the video segment on using the machine will be the same and
could be reused by all libraries. The videos created for this project will serve an immediate need and





Letters of Support for Library Videos Minigrant Proposal
Missy Shoop (PI) and Margeaux Johnson Co-PI

LETTER 1: Laurie Taylor LETTER 3: Marilyn Ochoa
LETTER 2: Shelley Arlen LETTER 4: Mary Edwards


could be used to initiate discussion with other libraries on common needs for training videos and on a
collaborative grant to meet those needs.

Because this project will serve current needs, develop resources that will be available after the project
ends, and provide support for developing a larger grant project in the future, it is an excellent match for
the Libraries' Mini Grant program. Missy Shoop and Margeaux Johnson have also shown themselves to
be interested in rising new techilo~logiesahd willing to devote the necessary time and energy~recessary to
do so successfully. Given the value of the project and added value from the principal investigators
leading the project, I look forward to seeing this project and the expansions that develop from it in the
near future.

Best regards,



Laurie N. Taylor, PhD
Interim Director, Digital Library Center
University of Florida
PO Box 117003
Gainesville, FL 32611
352.273.2900





Letters of Support for Library Videos Minigrant Proposal
Missy Shoop (PI) and Margeaux Johnson Co-PI

LETTER 1: Laurie Taylor LETTER 3: Marilyn Ochoa
LETTER 2: Shelley Arlen LETTER 4: Mary Edwards


From: Arlen,Shelley Ann
Sent: Monday, September 28, 2009 9:40 AM
To: Shoop,Melissa 3
Subject: mini-grant proposal

September 28, 2009

To the Mini-grants Committee:

I am writing in support of the mini-grants proposal submitted by Missy Shoop and
Margeaux Johnson to create Smathers Libraries online tutorials.

The need for online tutorials on the Smathers websites has been apparent for some
time. With grant funding, Missy and Margeaux will be able to develop Web-based
teaching tools that will help not only distance learning students, but also
provide a preview, an as-needed teaching experience, and even a skills-refresher
for students on campus. Faculty benefit as well.

Many UF students never attend a library orientation as part of an ENC class
assignment because they test out of this requirement. Therefore, they do not get
basic instruction in how to use our libraries. Online tutorials are a great
source for teaching and supplementing library skills. A visual online step-by-
step guide to finding information or using a library service, a teaching tool
that is available 24/7, is a.goldmine for those who are off-campus or prefer the
independence of online guides. They also offer instructional alternatives to
meet the needs of students' diverse learning styles. These brief teachings can
be designed to give confidence to the most uncertain student and reduce anxieties
as they learn about and adapt to Smathers Libraries services.

Online library tutorials can help empower our students to achieve their academic
goals at the University of Florida. These guides will also help Smathers
Libraries to meet its mission and purpose.

Sincerely,

Shelley Arlen

Chair, Humanities/Social Sciences Branch Library West Box 117022 University of
Florida Gainesville, FL 32611-7022

Telephone: 352-273-2616
Fax: 352-392-8118

shelarl~uflib.ufl.edutmailto:shelarlluflbuleu





Letters of Support for Library Videos Minigrant Proposal
SMissy Shoop (PI) and Margeaux Johnson Co-PI

LETTER 1: Laurie Taylor LETTER 3: Marilyn Ochoa
LETTER 2: Shelley Arlen LETTER 4: Mary Edwards


On 9/30/09 9:21 PM, "marilyn ochoa" wrote:

As the liaison for the Provost e-Learning Initiative and a subject
librarian at UF concerned with online learning, I recommend funding for the
project you and Margeaux are proposing. This project will allow purchase of a
high-definition camcorder and tripod, and hiring of student assistants to provide
a student perspectivelvoice_1n tht e production of library videos With the_
University's emphasis on online learning, the proposed instructional video
resources will help us to meet that university-wide initiative to deliver more
resources online.

In my opinion, there is great value in purchasing the equipment to create
library videos. The UF Libraries used video as a means to provide library
information and announcements in the past (e.g. on the closure of Library West in
2003 and videos of each library more recently). We had to outsource development
of these videos to~ other campus departments because the proper tools were
unavailable to us at the time. With technology becoming cheaper you can buy the
tools for creating videos with this grant, thereby allowing the Libraries to be
more readily able to respond to patron needs and develop necessary videos...all
without being constrained by another department's schedule.

In addition, the value of developing these videos is twofold. First,
videos are designed to provide library instruction for users to complete common
tasks at their time of need, where they want them (online). We have a mechanism
for ensuring the users can access these resources already in place--the swine flu
epidemic has fast-tracked the development of an online presence within e-learning
for all classes at UF. In response, the Libraries has a deeper presence on the
University's e-learning platform homepage; links to the Libraries (including to
the "Library How-To" videos) are prominently accessible. Since we are already
there, increasing our library of videos to provide instruction and information is
desirable and will forward the
mission to extend our reach to new students and academic users at a distance and
asynchronously.

Second, these videos allow subject librarians like myself to focus on
developing rich, subject-oriented online training tools for our specific user
groups. The videos proposed in this grant will successfully supplement the
subject focused videos I plan to develop; I won't need to create additional
videos that demonstrate common tasks or basic skills, such as how to access
ILLiad/Ares/Ask-a-Librarian or how to renew books.

Because of these reasons, I am happy to endorse this project for funding.
Please let me know if you have any questions or comments.

Thanks,
Marilyn

Marilyn N. Ochoa





Letters of Support for Library Videos Minigrant Proposal
Missy Shoop (PI) and Margeaux Johnson Co-PI

LETTER 1: Laurie Taylor LETTER 3: Marilyn Ochoa
LETTER 2: Shelley Arlen LETTER 4: Mary Edwards


Assistant Head, Education Library
University of Florida
P.O. Box 117016
Gainesville, FL 32611-7016
P: 352.273.2627 F: 352.392.4789
mnochoa~aufl.edu





Letters of Support for Library Videos Minigrant Proposal
Missy Shoop (PI) and Margeaux Johnson Co-PI

LETTER 1: Laurie Taylor LETTER 3: Marilyn Ochoa
LETTER 2: Shelley Arlen LETTER 4: Mary Edwards


September 30, 2009

Grants Management Committee
RE: Library Video Minigrant

Please accept this letter in support of the mini grant application submitted by Missy Shoop and
Margeaux Johnson. Their proposed project is well suited to this grant. Grant funding is necessary
for acquisition of the high quality digital video equipment and student personnel required for its
successful completion.

As the Distance Education Librarian at the Health Science Center Libraries (since 2004) and a
doctoral student in Curriculum and Instruction (Educational Technology), I understand the needs of
distance education students and find their project well aligned to what I've learned of theories and
best practices for online teaching and learning.

The proposed project will fill an identified need (online instructional content for library services and
resources) while using innovative instructional principles, including the use of learner-driven
content and production of brief, topic- focused instructional videos. The university is committee to
e-learning, distance education, and the availability of online materials for its increasingly numerous
distance, online, and web-enhanced offerings*. In meetings I have attended as a member of the
University Distance Learning Council and the campus Technology Technology Innovation Advisory
Committee (TIAC), Ihave heard the faculty and staff involved with these programs discuss the need
for more electronic content from the libraries-especially instructional material. The project's stated
goals of producing instructional videos will serve the campus and the libraries well by providing
online content to both distance education and e-learning students and the university community at
large.

The benefits of this project reach beyond the proposed project. The purchase of equipment is a one-
time expense that will enable the libraries to create instructional videos beyond those proposed for
this project. While some of the project's proposed topics are tied to specific library locations, some of
the content will serve users at many of the Smathers libraries.

I look forward to seeing this project funded and move forward. Please do not hesitate to contact me
if you have questions.


Regards,

Mary Edwards

Mary Edwards, MLIS
Distance Learning Librarian and Liaison




The Foundation for The Gator Nation





Letters of Support for Library Videos Minigrant Proposal
Missy Shoop (PI) and Margeaux Johnson Co-PI

LETTER 1: Laurie Taylor LETTER 3: Marilyn Ochoa
LETTER 2: Shelley Arlen LETTER 4: Mary Edwards


Health Science Center Libraries
University of Florida
P.O. Box 100206
Gainesville, FL 32610-0206
Tel (352) 273-8421
Fax (352) 392-6803
meedwards~iiufl.edu
http ://www.1ibrary.health.ufl. edu







Cunningham,Kelley J

From: Shoop,Melissa J
Sent: Thursday, October 01, 2009 1:14 PM
To: Cunningham,Kelley J; de Farber, Bess Gait; Johnson,Margeaux C
Subject: Michele's email


I replied to her saying it wasn't necessary :o( ....
--missy



From: Crump,Michele
Sent: Monday, September 28, 2009 10:03 AM
To: Shoop,Melissa J
Subject: RE: mini-grant authorization

I'd be happy to authorize your application. Do I need to sign the form? If so I'll be
over at the reference desk at 11:00 I could come to your office before or after the
shift. Let me know.

Michele

From: Shoop,Melissa J
Sent: Monday, September 28, 2009 9:26 AM
To: Crump,Michele
Subject: mini-grant authorization

Hi Michele!

I need to officially request your authorization to apply for an ET mini-grant to produce
more instructional videos for YouTube. I know you already spoke with Margeaux about it,
but for formality's sake and because I need a date to put on the form, may I use today's
date? Here's an excerpt from a message I sent out requesting letters of recommendation so
you know more about it. The camera and tripod together cost about $1200, and then we'll
request funds to hire two student assistants for probably 10 hours a week each (don't have
the exact figure yet). Let me know if you have any questions! We're a bit last-minute
with this because of how terribly busy work has been, so I apologize for throwing this
your way right before you leave!

Have a safe and happy trip!
--Missy

The grant funds will purchase a high-def camcorder, a tripod, and will enable us to hire
two student assistants to work on projects with us.

Projects will include videos on how to operate compact shelving and general navigation of
Library West, how to access Illiad/Ares/Ask-a-Librarian, how to renew books, how to use
the self check-out machines, how to find various resources using the library web page,
etc. They will supplement the two screencasts already on YouTube.

Letters can be in email format and can express the value you see in having library "how-
to" resources available on the internet, accessible to folks from home who need more help
learning their way around the resources. This project also aligns with the current
university-wide initiative to have more resources available online.

The purpose of using student assistants is to give the libraries a face and voice more
representative of our student body. You known--somebody the students can relate to O.




Missy Shoop