BUILDING INSTITUTIONAL REPOSITORIES IN KLISC MEMBER INSTITUTIONS IN KENYA : EMERGING CHALLENGES

1. BUILDING INSTITUTIONAL REPOSITORIES IN KLISC MEMBER INSTITUTIONS IN KENYA: EMERGING CHALLENGES ETD 2011 PAPER,Proceedings of the 14th International Symposium on Electronic Theses and Dissertations, Capetown, South Africa, 12th – 17th 2011 Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

2. ByRosemary Otando E-Resources Librarian University of Nairobi Library KENYA Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

3. Outline Introduction Objectives Methodology Survey Findings Conclusion and Recommendations Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

4. Introduction Open Access (OA) Making resources freely available to researchers globally for development http://www.google.co.ke/imgres?q=open+access+pictures Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

5. Open Access Movement • Gained momentum since 2002 as a Worldwide effort to provide free online access to scientific and scholarly research literature • In Africa OA initiatives began to build up after OA gained momentum globally • Institutions began to establish Institutional Repositories • Researchers began to publish in OA Journals Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

6. Open Access Promote OA in two ways Publishing in OA Journals (DOAJ) – the ‘GoldRoad’ 2. Depositing Scholarly articles in repositories - The ‘Green Road’ Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

7. Kenya Open Access Initiatives: Kenya Open data launched in July 2011 by the President http://opendata.go.ke/ Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

8. Kenya Law reports Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

9. Institutional Repositories – The Green Road Captures, manages, preserves and provides access to digital local materials created by the institution and its community members. Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

10. Institutional Repositories - KLISC Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

11. Institutional Repositories Strathmore University Kenya Agricultural Research Institute (KARI) Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

12. Repositories developed after rigorous training organized by KLISC, supported by INASP and Eifl. (2009 – 2010) Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

13. Why Repositories? • Proactive response to OA Movement • Visibility/showcasing of research output for prestige • Improve access to our local publications • Share resources • Enhance research by reducing duplication • Attract Research funding Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

14. Objectives The aim of the study was: To assess the extent to which IR has been established and the role of KLISC in supporting the establishment. Objectives To evaluate the extent to which the IR concept is put into actual practice at KLISC member institutions in Kenya Determine the role of KLISC in supporting the establishment of IR in Kenya Establish barriers to effective establishment and development of IR in Kenya Recommend for Intervention measures Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

15. Methodology Research Design • Study adopted case study approach to bring out deeper understanding of the IR development in Kenya. Sample Size and Sampling • Focused on KLISC member institutions - staff directly involved in IR/Digital initiatives formed the target population • Study adopted stratified sampling to come up with two strata; • those who have attended KLISC training on IR (30 respondents – 85%) • Not Trained (5 Respondents – 15%) • Judgmental and random method were used to come up with total sample size of 35 respondents Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

16. Methodology (Cont.) Data Collection Procedure • Used unstructured open-ended questions that gave respondents freedom to express their views, and structured close ended. • 35 Questionnaires were sent to respondents through mail, and follow-up reminder sent two days to the deadline. 26 were filled and emailed back while 9 questionnaires were not returned. Data Analysis • Analysis of data involved preparation of mean, and percentage, presented in the form of graphs, pie charts and tables to tabulate data Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

17. Response Rate Of the 35 questionnaires distributed to respondents, 26 returned completed questionnaires, making an impressive response rate of 74%. Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

18. Survey Findings Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

19. Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011 Respondents

20. IR Establishment in KLISC Institutions No plan to establish IR Reasons? Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

21. Open Access Policy Across the 26 institutions, majority have not formulated an IR policy to regulate good practice in the development of IR. For an IR project to succeed, policies must be formulated. Lack of policy may be attributed to priority given to IR, and lack of management support due to poor sensitization. Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

22. Software used Having conducted several workshops in Dspace and Greenstone through the support of INASP and Eifl. It was not surprising that the two software were the most preferred, an indication that training is an important factor in influencing choice. Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

23. Type of content submitted Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

24. Management Support: It was found out that among other issues, management support, sustainability, proper equipment and policy issues are serious issues affecting the development of IR in KLISC member Institutions. Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

25. Role of KLISC in IR Development Rated Good Rated Poor Organize Workshops to sensitize library staff Provide forum for local discussion group to share IR skills Facilitate in promotion of IR in KLISC Libraries Organize workshops to sensitize researchers/authors and top level management Provide leadership role in setting up IR/follow-up visits/attachments in member institutions Facilitate cooperative purchasing of relevant equipment to share costs Facilitate formation of advisory committee for IR Provide leadership in formulating IR policies Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

26. Barriers/Challenges to establishment of IR There were various significant challenges highlighted by respondents. In summary the major issues highlighted were : Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

27. Addressing Constraints Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

28. Conclusion Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

29. Recommendations Government For radical improvement the government should be at the fore-front to develop Open Access policy for the country and other relevant policies Initiate Open Access projects and provide an enabling environment for such projects Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

30. Recommendations Institutional Level • Library must sensitize and involve Senior level management staff to gain their support • Library to put modalities concerning staffing structure to ensure IR unit has adequate trained staff • Library to include IR in their PC or strategic plan to ensure budget allocation for sustainability • Need for a committee comprising of Institutional Legal Officer, Board of Postgraduate Studies (BPS), Library management, top level management, students leader to ensure success of IR project. • Concerted effort to be made towards sensitization of staff, authors, researchers, and top level management on importance of IR through workshops, conferences, direct marketing using list-serve, email and other social networks • – money to be allocated for marketing. Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

31. Recommendations (Cont.) Role of KLISC • Take leadership role to initiate IR development in member institutions by supporting capacity building, pull resources together to improve IR infrastructure, work together with government as institutions to develop policies relevant to Kenyan environment, and support in sensitization. • Can mobilize resources from members, and international organizations • Introduce a sustainable system/structure of monitoring and evaluation of the IR projects developed by member institutions and facilitate follow-up visits to support institutions in need of technical support • Facilitate attachments to institutions that have well established IR to allow sharing of expertise. • Facilitate sensitization of top government/institutional officials and policy makers through national conferences to make them understand, appreciate and support IR initiatives Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

32. The support of all has been instrumental in facilitating the survey and do offer my gratitude to all those who supported me in any respect during the completion of the research. Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

33. References • Barton Mary. 2004. Creating an institutional repository: Leaders workbook.: MIT Libraries, p.29 • Berlin Declaration 2003. Available http://www.zim.mpg.de/openaccess-berlin/berlin_declaration.pdf • Frankfort-Nachmias. 1996. Research methods in the social sciences, 5th ed., London: Arnold, p. 183 • The Constitution of Kenya. 2011. Nairobi: International Commission of Jurist, p. 27 • Lovelock, Christopher. 1996. 3rd ed., London: Prentice-Hall International, p. 421 • Orodho, John Aluka. 2003. Elements of education and social science research methods, Nairobi: Masola publishers, p.42 • United Nation General Assembly Resolution 59 (1), p. 95. Available • http://daccess-dds-ny.un.org/doc/RESOLUTION/GEN/NR0/033/10/IMG/NR003310.pdf?OpenElement • The World Repository Map. Available http://maps.repository66.org Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011

34. THANK YOU Proceedings of the 14th International Symposium on Electronic theses and Dissertations, Cape town, South Africa, 13 -17 September 2011