Reading Toward the Future: Best Practice Guidelines for Developing Tablet Lending Policies

Reading toward the future: best practice guidelines for developing tablet lending policies in public libraries.

Prepared by Kelly Mitchell

Submission date: November 10, 2014. Word count: 4977

Abstract

The advancement of mobile technologies is changing the way we learn and access information (American Library Association, 2014). This in turn presents librarians with the challenge of implementing services which meet these changes, whilst maintaining the essence of the library’s core values (SavovaGarsia, 2012; Duncan, 2011).

The introduction of the iPad in 2010 has seen tablets become an increasingly popular device for accessing and downloading digital content (Griffey, 2012; Miller, Moorefield-Lang & Meier, 2012; Duncan, 2011). From a librarian’s perspective, tablets have also shown great potential to both optimise service delivery and facilitate the pedagogical ideals of mobile learning (Farley, Murphy & Rees, 2013; SavovaGarsia, 2012).

There are a number of public libraries which have successfully implemented tablet lending programs into their lending systems. However, few of these libraries have evaluated and shared the effectiveness of their own lending programs. This in turn, creates a limited availability of information for thoseseeking research and guidance to make careful and reasoned judgement in developing their own tablet lending programs (SavovaGarsia, 2012).

This report aims to begin filling this knowledge gap, by evaluating 30 tablet lending policies from a selected sample of domestic and international public libraries; and to compare these results with available research to form recommended guidelines, which can be shared as examples of good practice for developing tablet lending policies in public libraries.

Introduction

Purpose

There is a limited body of research available which evaluates the effectiveness of existing tablet lending programs in public libraries. Sharing research is important, as it assists librarians to make careful and reasoned judgement when developing their own tablet lending programs.

Aim and Objectives

This research report aims to begin filling this knowledge gap, by providing a list of policy guidelines based on evaluative research from a selected sample of tablet lending policies fromdomestic and international public libraries.

It is hoped that the guidelines will not only provide examples for good practice; but will also invite further evaluation, organisation and sharing of knowledge to further build on these recommendations, which as suggested by SavovaGarsia (2012, p.205), “…is the very spirit of librarianship”.

Scope

The analysis will evaluate a sample of 30 tablet lending policiesavailable online from domestic and international public libraries. The results from the analysis will then be compared to available research to form the recommended guidelines.

The research for this report has been designed for submission as an assessment piece for a university study course and is limited to 5000 word count. Due to this limitation, the research is not exhaustive and could not discuss all areas needed for consideration. The areas not covered in this report have been highlighted in the ‘Further Policy Considerations’.

The research will commence July 21, 2014 and will complete no later than November 11, 2014.

Audience

Thetarget audience for thisresearch will be:

Domestic and international public libraries and their parent organisations
Library and Information Service planners and policy creators
Librarians
Digital content publishers (in particular publishers for e-books and e-learning programs)

Background and Literature Review

The gathering together and organization of knowledge for the purpose of safeguarding it and ensuring access is the very spirit of librarianship (SavovaGarsia, 2012 p. 205).

Since the introduction of the iPad in 2010, tablets have become an increasingly popular device for accessing and downloading digital content (Griffey, 2012; Miller, Moorefield-Lang & Meier, 2012; Duncan, 2011). Although other tablet devices existed prior to the introduction of the iPad, according to Griffey (2012, p.7), “…the combination of hardware and software cracked some code for commercial success that had been dormant previously”.

From a librarian’s perspective, tablets show great potential as an effective means for content delivery,which can facilitate the pedagogical ideals of mobile learning (Farley, Murphy & Rees, 2013; SavovaGarsia, 2012).

These ideals as suggested by Savova and Garsia (2012, p.209) are, “…to meet learning objectives in ways that transcend geographical limitations and to pursue the use of technologies that best facilitate this aim”.

In a reflective discussion exploringthe unlocked potential for tablets in mobile learning, Gutsche (2013, Mobilizing Learning, para. 3) states, “As educators focus on 21st century learning strategies, tablets and apps seem like the perfect companions for problem-based, discovery and collaborative learning approaches. The size of a tablet is intimate like a book; indeed many people take them to bed. At the same time, they invite collaboration, being easy to pass around and demonstrate to a small group. Whether enticing students to take charge of their own learning or engaging patrons to enrich their own information-seeking paths, tablets appear to be a primary key to unlocking interaction”.

With their diverse range of capabilities, tablets also show great potential to enhancevarious areas of service delivery.

In July this year, an online discussion hosted by American Libraries Live invited a panel of librarians to openly discuss the rolelibraries are playing in the emerging field of mobile technology; along with the potential challenges and benefits librarians can expect when considering the implementation of tablet devices into their lending systems(American Library Association, 2014).

Katherine Messier,the managing director at Johnston - a Rhode Island–based Mobile Beacon which provides broadband service to libraries and other non-profits, discussed how the implementation of tablets within their library had numerous benefits for their staff members which included (but were not limited to):

Enabling connectivity ‘on the go’ for staff to locate and check out materials more efficiently.
Familiarising staff with new technology and promoting personal skill development.
Introducing new services such as computer training, research courses and interactive story time.

Source: American Library Association, 2014.

Bohyun Kim - adigital access librarian at Florida International University Medical Library in Miami,also noted that tablets can be beneficial for the delivery of presentations at meetings,as they are easy to carry and able to be connected to projectors via HDMI cable(American Library Association, 2014).

BohyunKim further suggested that, “Carrying an iPad to a meeting is [also] a really good idea because someone at the meeting may ask a library-related question, and you can provide the answer right away” (American LibraryAssociation, 2014, para. 18).

Are tablets right for our library?

With the potential benefits that tablets have to offer, some may ask “should we introduce tablets into our library?”

Although librarians are encouraged to embrace new philosophies and technologies, this does not necessarily mean they should always be implemented(Cottrell, 2013; Anderson & Weatherbee (2012).

SavovaGarsia (2012, pp. 205-206) suggest that, “Practical and logistical considerations must always be considered when approaching a new library technology…librarians must always exercise careful and reasoned judgement, embracing promising technologies, while resisting those offering only an ephemeral utility that will quickly pass into obsolescence”.

Although several public libraries have already successfully implemented tablet lending programs; there is limited research published from these libraries which evaluates the effectiveness of their own tablet lending programs and policies.

This has created a limited availability of information for those who may be seeking research or guidance to make careful and reasoned judgement in developing their own tablet lending programs; and highlights a need for more evaluative research to be conducted.

Analysis

The following comparative analysis aims to begin filling this knowledge gap by evaluating tablet lending policies from a selected sample of domestic and international public libraries.

The analysis willcompare and discussthe relationshipsdiscovered from the sample with available research to form a set of recommended guidelines, to be shared as examples of best practice for developing tablet lending policies in public libraries.

Sampling Method

The analysis has been conducted using non-probability purposive and judgemental sampling methods. These sampling methods have been chosen to ensure that the sample population selected for the analysis is serving the aims and purpose of the research (Explorable, 2009).

Although as cautioned by Changing Minds (2014), thesetypes of sampling techniques can be subject to bias and error;Explorable (2009, When to Use Judgemental Sampling, para. 1) suggests that for qualitative researchjudgemental sampling is, “…the only viable sampling technique in obtaining information from a very specific group of people”.

For this analysis, the ‘people’ are the tablet lending policies from domestic and international libraries which have been made available online topatrons.

Data from the selected lending policies has been categorised under the following lending policy criteria as suggested by Miller, Moorefield-Lang & Meier (2012):

Type of Device
Number of Devices
Pre-loaded apps
User Eligibility
Checkout Conditions
Loan Period
Late Fees
Damage Fees
Renewals and Holds

The data collected for each of the existing policies can be seen in full in Appendix 1.

Limitations

The sample population has been limited to only include lending policies which are available online from public libraries with memberships open to the general public. It does not include lending policies from private libraries or those belonging to educational institutions, which require patrons to be enrolled or pre-existing members of their services to attain membership.

To ensure the sample population is large enough to uncover any important phenomena to support the aims of the research, a sample size of 30 lending policies from domestic and international public libraries have been selected for evaluation.

The sample size has been based on the recommendations set by Charmaz (as cited in Mason, 2010,Guidelines for Sample Sizes in Qualitative Research, para. 3) who suggests that, "…25 [samples are] adequate for smaller projects"; and Griffin Hauser (as cited in Depaulo, 2000, N=30 as a Starting Point for Planning, para. 2) who suggest, "…an N of 30 reduces the probability of missing a perception with a 10 percent incidence to less than 5 percent”.

Due to the sampling methods chosen, reliability cannot be measured.Statistics Canada (2013, para. 3) suggests, “The only way to address data quality is to compare some of the survey results with available information about the population”.

However as there is limited information available on existing tablet lending policies in public libraries, research and evaluations from educational and private library institutions havealso been included for discussion to provide further evaluation of the results from the sample data.

Key Findings

It is suggested for the successful implementation of any new technologies into existing lending services, librarians must first approach these endeavours with careful research and planning to ensure that:

The tablets are fulfilling an identified need
The tablets will provide value for investment, enhancing the delivery of services and general bibliographical aims both in the present and in the future.

Source: Cottrell, 2013; Miller, Moorefield-Lang & Meier, 2012; SavovaGarsia, 2012.

When investigating the need for tablet devices, research suggests that librarians should aim to consider answering the following questions:

The organisational size of the library. For larger libraries there may be possibility for replication or integration of the program across more than one branch?
The physical size of the library and the space it has to accommodate new resources
The current demographics and size of the community the library serves
What can the tablet(s) do that other technologies (e.g. e-readers, netbooks) cannot?
Who will be using the tablets?
How will users be using the tablets?
Where will users be using the tablets?
Who will support and maintain the tablets?
Is there an interest in continuing to explore the possibility of tablets? Who will stay up to date on updates etc.?
Does it fit the technology and strategic plans of the library and support the mission statement?

Source: Miller, Moorefield-Lang & Meier, 2012;Quinn & McCallum, 2012.

Librarians can seek answers to these questions through conducting various investigative methods with staff and patrons which include:

Focus groups and interviews
Surveys (online and in person)
Observational research
Seeking anecdotal evidence

Source: Miller, Moorefield-Lang & Meier, 2012; Quinn & McCallum, 2012.

Cottrell (2013) emphasis’ that for public libraries in particular which are governed and funded by a parent or third organisation, the identification and justification for needs of a new service is especially crucial, as Cottrell (2013, p.48) states, “Without relevancy, nothing else matters, and financial support will not flow”.

The following sectionsfurther discuss thekey relationships discovered, which are categorisedunderthe policy criteriaas suggested by Miller, Moorefield-Lang & Meier (2012):

Type of Tablet Device

The analysis showed that although there was a strong preference toward to loan of iPad devices, this may not be ideal for all lending programs. The statistics below indicate that the tablet market isnow increasingly fragmented (Allure Media, 2013).

Table 1 – Global market share of leading tablet vendors 2012- 2014 (% of shipments)

Source: Allure Media, 2013.

With new devices and competitors continuously being introduced to the tablet market, it is important to not assume there is a ‘one device fits all’ solution.Research should be conducted to seek all available solutions; and which of these solutions would best fulfil the identified needand provide the best value for investment, both now and in the future (American Library Association, 2014; Quinn & McCallum, 2012; SavovaGarsia, 2012).

It is important to note that the best solution may also incorporate a blend of more than one type of device; this is something librarians should also consider when developing their tablet lending programs.

Number of Tablet Devices

The number of iPads available for loan varied between policies examined in the analysis.Research suggests factors whichwould influence the number of devices purchasedto support tablet lending programs include:

The size of the library and number of users
The identified user needs
Allocated spending budget for technology
Alignment with the Library’s own mission statement and strategic/technology plans

Source: Miller, Moorefield-Lang & Meier, 2012;Quinn & McCallum, 2012.

Anderson & Weatherbee (2012) suggests that running a soft launch of the lending program with a small number of devices may be also beneficial, as it can assist with gauging the level of interest and feedback from patrons and staff on the program. This allowslibrarians opportunity to make further refinements to policies and purchasing decisions before implementing the programon a larger scale.

Pre-loaded Apps

Pre-installed apps on devicesvaried between lending policies and the types of apps loaded on the devices were dependent on the intended user group.

Some libraries also offered adetailed list of pre-loaded apps which could be viewed from the library webpage. This would be beneficial to patrons who can only loan the tablets for a short period of time andwant to view what apps are available prior to their loan period to maximise their user experience.

However with the marketplace of apps continuously growing, the decision for which apps to purchase and pre-load onto devices can beproblematic.

Grim & Gallaher (as cited in Polanka, 2012)suggest librarians should avoid preloadingapps which are time consuming or require the creation and customisation of an account, as it is unlikely that patrons will be able to take full advantage of these apps during the loan period.

“iPads are ideally suited as, and designed to be, personal devices for individuals;[so when] sharing devices among a large group of people… by default means users are not able to take full advantage of the functionality of the iPad” (Grim & Gallaher as cited in Polanka, 2012, Observations and Future of the Program, para. 1).

Thompson (2011) also suggests librarians should implement easy ways for patrons to suggest new apps (such as suggestion forms placed in the library) and set a maximum budget which they are willing to spend on each app, or on the entire app library.

User Eligibility

All policies specified requirements the patron had to meet to be eligible to loan the device. The most common eligibility requirementsfound from the analysis were that a patron must:

Be an existing member of the library and in current good standing.
Present additional photo identification e.g. licence or passport in addition to their current library membership
Complete and sign a user agreement prior to loaning the tablet device
Be over 18 years of age to loan the device. In the case where the patron was under the age of 18, a parent or guardian had to acknowledge and sign the user agreement for the loan of the device under their own name.

Libralante (2013, para. 5) suggests that requiringpatrons to sign user agreements makes lending policies becomes less transparent; it also prompts patrons to, “…reconsider borrowing the iPads if they cannot afford the replacement costs”.

To optimise the efficiency of their lending process, the Texas A&M University–Commerce library implemented a filing systemwhich required the patron to complete the user agreement only upon the initialcheckout of the tablet device. Once the form was completed, a copy of the signed agreement was then stored on the patron record with a message indicating that the form is “on file” (Anderson & Weatherbee, 2012).