Newsletter - August 2009

Acknowledgement Form
As of June 30, 2009 all but one library had registered for their library credit by completing the acknowledgement form. The purpose of the form was to ensure that all libraries were aware of the funds available to them for purchases under the Grant Program. We are following up with the one remaining library.
 
Library Credits
Since the Grant Program Guidelines were announced at the OLA Conference on January 29, 2009, libraries have been free to spend their credits. As of April 1, 2009, we opened the online store with various products eligible under the Learning and Literacy category of the Grant Program. We also announced the vendors we selected through a competitive process to facilitate collections purchases. In addition, libraries have been able to proceed with eligible purchases on their own and submit a reimbursement request form.
 
As of the end of June, libraries have spent $930,684 (12.32%) of the total credit amount of $7,556,000. The following table shows the breakdown by the five categories in the Grant Program.

Online Store
Of the total amount spent by June 30, 2009, $694,903 of purchases was made through the online store. The most popular items by far were the Early Literacy Stations. 125 units were purchased (94 English and 31 bilingual), representing 60% of total expenses through the store ($410,125). At 31 units, we did receive enough orders for AWE to develop the bilingual version of the Early Literacy Station. They are in production and should be shipped in late September. All orders from the June 30th purchase have been placed and most have been shipped (though some game titles are on backorder). The following chart shows the items available, the quantity purchased, and amount spent.

As of July 1st, the store moved to a new URL. Libraries still have access to their credit allocation and balance at this new address and we plan to add AODA items at a later date. However, all other items have been removed from the store. Of course, libraries can still purchase eligible items and be reimbursed by using the Reimbursement Request Form. (Please note, if claiming GST, you should only claim the portion which your library cannot recover from the CRA.)
 
Education Fund
The first deadline for the Education Fund was May 4, 2009. We received applications from twenty-five libraries for this first deadline. A panel of five representatives from the library community reviewed the applications and recommended which initiatives should be funded and at what level. These recommendations were subsequently reviewed by SOLS and OLS-North. Twenty-three libraries were approved for a total of $154,274.
 
While the panel could recommend any level of funding, reduced funding was typically a result of ineligible items (e.g., events already past or underway, replacement staff for libraries with more than 1.5 FTEs). The panel also recommended placing a cap of two on the number of people funded to attend a conference. In some cases, they simply recommended a contribution towards the costs of a large initiative.
 
Following our experience with this first round of applications, some adjustments were made to the Education Fund Guidelines. Please be sure to consult the website for the latest criteria. The next deadline is November 2, 2009.
 
Application Program 
The deadline for the Application Program for Services for Under-Served Groups and IT Support/Training is coming up on September 30, 2009. The Submission form, budget and proposal addressing all requirements listed under Application Process in the Guidelines must be received at SOLS (111 Peter Street, Suite 902, Toronto ON M5V 2H1) no later than 5:00 p.m. on the deadline date. We have also asked those interested in serving on a peer review panel to email Daryl Novak at . Review Panels will set priorities for funding and the levels of funding from amongst the submissions received. There is still time to volunteer for a panel.
 
Projects
Downloadable Audiobooks
We have signed a two-year agreement with OverDrive to provide a provincial collection of audiobooks. All Ontario public libraries less than 100,000 population not already using OverDrive are eligible to participate. Libraries already offering this service and libraries over 100,000 population received a reimbursement which was added to their library credit, and a letter of explanation, in June. 
 
To sign up, libraries must complete a participation agreement and vendor settings form. OverDrive has two technical requirements:

• Libraries must have an ILS (Integrated Library System). An ILS is a system that runs library functions like circulation, library catalogue, etc.
• The ILS must have a patron authentication system. A patron authentication system controls access to electronic resources, by confirming that someone trying to access a database is a valid library patron.

We recognize that many libraries do not meet these requirements, for various reasons:

• They do not have an ILS at all.
• They have an ILS, but it does not support patron authentication.
• Their ILS supports patron authentication, but they have not purchased the authentication module.

We are working on a solution through OverDrive for libraries in any of these situations and hope to bring them online with OverDrive in the fall. In the meantime, 71 libraries will go live in the first roll-out (Phase 1) on August 17th.

Genealogy Database – Ancestry Library Edition
The license period for Ancestry Library Edition is May 1, 2009 to April 30, 2011. To sign up, libraries must complete the Authentication form and the Participation agreement. As of August 14, 2009, 275 libraries were live with Ancestry. The remaining libraries had either not submitted an IP address, or not submitted an agreement, or both. Libraries not yet live should contact amuir@sols.org or rrenzetti@sols.org to discuss how to proceed.
 
Tools and Training for E-Resources
Public libraries in Ontario have free access to a wide array of information and learning resources licensed on their behalf by Knowledge Ontario or SOLS\OLS-North as part of the $15 Million Investment in Public Libraries. These resources can pose new challenges for public libraries, some of whom need guidance on how to effectively use them and promote them. With this in mind, we have completed the design for a new website about funded e-Resources for public libraries. Entitled “Compass”, it is a comprehensive guide to:

• All funded e-Resources, by vendor, subject, and database name
• Training for library staff and library users (webinars, recorded training, online training, etc.)
• Ideas on marketing electronic resources and making them accessible

The site will be accessible from the $15 Million website with a planned launch in fall 2009.
 
Joint Automation Server Initiative
Also known as JASI, this project will give the remaining 50 or so non-automated libraries in Ontario the opportunity to automate with a high end web-based integrated library system. Eligible libraries were contacted by Katherine Slimman, Project Coordinator and an application package was sent to eligible libraries in August. The deadline for completing the application is October 30, 2009.
 
Digitization
The deadline for submission of letters of interest for this project was May 7, 2009. Submissions were reviewed by OLS-North, SOLS and Knowledge Ontario. Ten projects were selected involving 31 libraries. These initiatives will increase the amount of digitized content and online access to Ontario’s historical, cultural and community content. In addition, libraries involved will build a knowledge base which will enable them to implement additional projects in their own and surrounding communities as they will become a knowledgeable resource.     
 
Knowledge Ontario will provide overall guidance and training along with a platform for management, storage and display of digitized content.
 
First Nations Repository
As a corollary to the digitization project, we are also funding a pilot project with one First Nations community to develop a repository centre. The project will involve acquiring, organizing and providing access to important First Nations records in the community, and digitizing material through Our Ontario. On July 25, 2009, we announced that Whitefish Lake was selected as the pilot community. The announcement was made at Whitefish Lake First Nation Pow Wow.
 
Futures Symposium/ Libraries 20/20
Libraries 20/20 will be held September 24, 2009 at the Fairmont Royal York (Imperial Room), Toronto. The theme is Transformation ~ People - Service – Space. Our moderator for the day will be Jeffrey Simpson, a Globe and Mail columnist (and former Ottawa Public Library board member). We have also invited some great speakers, each to be followed by a Reactor Panel from Ontario’s diverse library community. Canada’s leading futurist Richard Worzel will open the day with a view into Ontario of 2020.  Stephen Davies of the Project for Public Spaces will talk about physical spaces. Joan Frye Williams and George Needham will share their thoughts about digital space and libraries. In addition, we will use an audience response system (aka “clickers”) to poll the audience on various questions as we proceed through the day. This exciting form of audience participation enables all participants to express their views quickly, identifying areas of consensus and priority. 
 
Registration opened in June for one subsidized delegate per library system. Additional delegates may also register (registration fee of $240). As of August 12, 2009, 324 participants from 205 libraries (63%) have registered. The room can accommodate 500 people so please register as soon as possible. After September 14th, an invitation to participate will be extended to other interested parties.
 
There is also the option of viewing the event simultaneously by webcast. Access will be password-protected to members of the Ontario public library community (staff and board members). Please contact Leanne Clendening if you wish to be part of the webcast.
 
Face to Face EXCEL for First Nations
The purpose of this project is to encourage participation in EXCEL by First Nations library staff. Normally offered as a distance education program, we offered two EXCEL courses in a classroom setting – Basic Library Management and Basic Collection Development. The session took place at Kempenfelt from August 4 to 8, 2009 with eleven participants.  
 
The participants evaluated the program very highly. They found the focus afforded by the classroom approach contributed favourably to their learning. All participants successfully completed the requirements of both courses.
 
$15 Million Budget
Following the first quarterly reimbursement period and the wave of store purchases, we are now posting the $15 Million budget on the website. It will be updated quarterly following each reimbursement period. The budget shows the total budget, expenditures to date, and percentage. To date, we have spent $1,717,800 (11.14%) in the following categories:

¹ Libraries can access their own library credit balance through the store.