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2022 Smathers Libraries Strategic Opportunities Grant APPLICATION COVER SHEET Principal Investigator (PI) Name : _X_ Check here if this is your first grant application where you will serve as a principal investigator (PI). Department : User Services, Library West Email : memeke89@ufl.edu Phone: (309) 532 3546 Additional project applicants, please give name, email, and brief role for each: Kelly Handy, kl.handy@ufl.edu, Co PI – Production Advisor/ Researcher Cera Keene, soncerakeene@ufl.edu, Technology Advisor/ Researcher Jesse Mixson, jmixson@ufl.edu, Technology Advisor/ Researcher Title of grant project : Now You’re Speaking My Language: Circulating Pocketalk Translation Devices Project abs tract ( no m ore than 100 words): This project seeks to purchase 10 Pocketalk translators for circulation at Library West. After a 4-m onth trial o f tw o de mo tr anslators, w e ve rified device f unctionality an d patron i nterest. Po cketalk c an translate 82+ l anguages th rough l ive s peech a nd written te xt. I t easily c onnects to U niversity o f Florida W i-F i an d requires n o addi tional ac counts, s oftware, o r h ardware. W e received i nterest fr om domestic an d international s tudents, p rofessors, an d researchers, as well a s staff an d faculty f rom th e Harn Museum of A rt a nd U niversity of F lorida Int ernational C enter. T his p urchase w ill s upport mu ltilingual learning, communication, and integration at the University of Florida. Funds requested (Limit of $5,000): $3, Describe how the 10% mandatory cost share will be met (be specific): The 10% mandatory cost share of $ 350.00 will be met by the combined Library staff time of: Mari Mek e: 3.15 % Kelly Handy: 3% Cera K eene: 2.5% Jesse Mixson: 2% Please list t he l ibrary r esources/departments nee ded for this pr oject and t he name of t he per son authorizing the intended use and date authorized. Each authorizing person must initial their approval and confirmation of the availability of r esources for this p roject. If y ou need mor e room, continue on a se parate page. Departmental Resources Required for Project as applicable including cost share contributions Chair or Authorizing Individual Approving Initials Date Authorized Mari Meke Michael Dietz MD 2/25/2022 Page 1 of 2
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Kelly Handy 2/25/2022 Cera Keene 2/25/2022 Jesse Mixson 2/25/2022 I confirm receipt of approvals from all project team members to participate in this project as described 2/25/2022 Date the assignment of the described duties to the PI. 02/24/2022 Date Page 2 of 2 in the narrative and budget: PI Signature I support this project and approve Dept. Chair Signature
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I. Description This proposal seeks $3500 in funding for the addition of 10 Pocketalk handheld translators to the circulating technologies available in Library West. The devices can quickly translate more than 82lan guages and will allow patrons to communicate easily, regardless of language barriers. With Pocketalk, individuals use the touchscreen display to select their chosen language and the language of the other person. It has a simple hold to record system that quickly translates speech using an internal noise cancelling microphone and speakers. No account is necessary to use the device. No additional software or hardware is required, eliminating dependency on pe rsonal devices such as smartphones or tablets. When connected to Wi Fi, Pocketalk can translate speech in any of the base 82 languages. The internal camera can automatically detect and translate photographed text in 55 languages, allowing patrons to translate entire pages of text at once. The devices easily connect to the guest and EduRoam Wi Fi, and its built in storage means no additional data storage is required. T he availability for a dedicated translation device would eliminate the need for library staff to recommend to users from among a variety of translation applications (and possible needs for individual Risk Assessment), as well as among applications compatible with varying models and conditions of personal devices. Pocketalk delivers more accur ate translations of audio and text submissions, and devices can coherently translate localized dialects and slang. The dictation speeds may also be adjusted for better comprehension. The “auto detect" language mode uses AI to detect the language spoken and will automatically adjust and correct the direction of the translation. The device features dual microphones with noise cancellation. Additionally, the camera can easily read and translate signs , emails, and hand written text. To prepare the Pocketalks, our team will need to purchase, catalogue, and add them to Alma for circulation. The devices ship ready to use and require no additional work by other departments. They should require minimal maintenance and Pocketalk support has proven responsive and effective. Following a 4month demo, Library West patrons and staff reported the devices were easy to use, quick, and accurate. These devices will support student learning, communication, and integration with the Univers ity of Florida. International, immigrant, and other English language learners can use the Pocketalk to navigate campus. All students, including native English speakers, will be able to use the devices as an aide for personal conversations, multilingual class assignments, and even accessing library resources. Of the 1,292,799 items in the Library West collection, 299,855 are not in English. This represents a substantial portion of the collection (23.19%) that would become accessible to anyone using a Pocketalk, which is critical for proper utilization of current Library West resources. II. ImportanceThis project will support several significant objectives in the George A. Smathers Libraries Strategic Directions, particularly “Strategic Direction 3: Integrated Space, Technology, and Services.†Our team inquired with other academic and public libraries to gauge the successes and failures of their translation device functions. We then requested that companies provide samples of their devices after researchin g different devices that would fit our needs. Our team concluded that the Pocketalk device will provide strategic direction to UF students by
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supporting their projects using Wi Fi accessibility, stored data, and text recognition. The Pocketalk device recog nizes 82 languages: 61 voices bilaterally, 21 voice to text bilaterally, and up to 37 less common languages using voice to text unilaterally. The in device camera will recognize and translate 55 languages. Ad ditionally supporting “Strategic Direction 4: Diversity, Equity, and Inclusion,†the Pocketalk device will help bridge the digital divide for our low income students and help our extremely
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diverse student population to surmount language barriers. Through the circulation of these devices, gra duate and undergraduate students may improve their connections with their peers, professors, and others within the Gainesville community. Devices may also be used by nonlibrary faculty and staff to assist with research in languages outside of their areas of expertise, with professional development travel and conferences, and for collaboration with international teams and international students. The devices are expected to translate technical terms, as well as to retain formatting/columns with types of doc uments. A sample journal article was selected from the 42nd issue of the La Revue de Mdecine Interne . The photo below was translated from French into English, and verified by a native French speaker (and library faculty member) as to its accuracy. A similar test was done with a sample invoice, translating from English into Spanish. The device not only translated terminology accurately, but was able to differentiate between columns and retained formatting. III. ComparisonCurrently, there are limited campus resources available for UF students, faculty, and staff to facilitate multilingual collaboration effectively in one’s own preferred language. The UF International Center does not offer translation services or programs. Many organizations on campus rely heavily on Google Translate for this communication purpose. Ma rston Science Library has one handheld translator in their catalog that cannot connect properly to UF campus WiFi, and thus cannot be circulated and utilized for its intended purpose. With this knowledge, our goal was to identify a device that would not only be accurate in translation but also address the technological needs of our patrons. Alt hough very few academic libraries are currently using and circulating translation devices, public libraries seem to have embraced the idea for easier patron communication, and we have
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found the Pocketalk works best for the needs of our academic community. The device easily connects to campus Wi Fi, does not require additional equipment, and does not r equire external storage. The Pocketalk provides accurate translations and helps patrons with speech and written text, giving an additional level of functionality that other devices lack. One example of the successful use of translation devices in a library setting comes from the Queens Public Library , where they offer tablets with Google Translate, as well as other translating devices and apps, to help staff and patrons connect. They have also adapted the “We Speak Your Language†tagline to make all their patrons feel like they are seen, regardless of what language they speak, their orientation, or their personal interests. Utilizing apps for this purpose outside the library setting only works for those patrons with smartphones or devices and enough storage for the apps, which limits patron accessibility. IV.Plan of Action Time Period Description Responsible Party Summer B 2022 Risk Assessment Library West User Services Team Purchase translators and accessories Library West User Services Team Testing of equipment Library West User Services Team Assemble kits Cera Keene; Jesse Mixson Add devices to Alma Cera Keene Develop circulation policies Mari Meke; Kelly Handy; Cera Keene Training of Library West Staff Library West User Services Team Fall 2022 Start circulating devices to patrons Library West User Services Team Creation of promotional materials Library West User Services Team Promote on social media Libraries/Library West Social Media staff Spring 2023 Develop assessment plan for evaluating usage, policies, effectiveness, and potential changes Library West User Services Team Summer A 2023 Draft reports for Library West Chairs, Deans, and Joint Chairs and distribute widely to UF Libraries staff via email Mari Meke; Kelly Handy; Cera Keene
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V. Feasibility Study and Product Testing The Translator Team expanded its research beyond reviews by contacting multiple vendors to requests amples, pricing, and warranty information. This allowed them to thoroughly test and compare devices and resulted in more informed and confident decisions. It also ensured the Library received the best possible price and established a working relationship with the vendor. L ibrary West conducted a demo from November 2021 to February 2022. Nine pa trons and library staff participated. This group included mono and multilingual speakers from the United States and abroad, representing a variety of fluency levels across more than a dozen languages and dialects. The response was overwhelmingly positive; with 100% reporting, they would use or borrow a Pocketalk once available. Popular comments included excitement at the number of languages and the camera feature, especially when translating between languages with different writing systems. One T hai student said they were most impressed when the Pocketalk correctly interpreted gender and tone when translating English to Thai, and this made them want to borrow the device right away to use as a tutoring aid in their multilingual language study group. They added that it offered a way for people to connect quickly with them in Thai, easing some of the feelings of loneliness that come with studying in another country. While F 1 and J1 visa holders are required to demonstrate English fluency as part of their visa requirements, several international students commented on how useful it would be to translate text quickly to make sure their class assignments are understood. Additionally, Library West staff have used the Pocketalks 10+ times since the i nitial demo period, most often to help international patrons with questions that are more complex. Allysa Peyton from the Harn Museum contacted the Translator Team to request more information on our research, as well as a copy of the finalized grant proposal. They are interested in getting devices for the museum to assist with the translation of their museum labels, and so are especially interested in the Pocketalk’s text translation feature. A visiting German language professor at UF, Patrick Ploschnitzki, requested a demo with his Theory and Practice of Foreign Language Translation class. The demo was conducted on April 7 with a multilingual
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group who confirmed the accuracy of the translations. Professor Ploschnitzki followed up by email, saying “it was a great fit for a translation course" and fostered lively discussions among the class. VI. Assessment Analytics will be recorded by ILS and easily accessible for staff review. Additional assessments will be collected through social media metrics, feedback from the International Center, and a brief survey included for patrons who borrow the devices. The team understand s that they will ne ed to perform an IRB request before conducting surveys with students. A sample of the student survey is attached to the appendix of this document . I f this project is successful, we will request additional devices based on usage; creat e tiers of loan periods based on usage data and exceptions requested to the one week loan policy; and expand to other libraries based on assessment and identification of the home department of users. VII. Dissemination Mari Meke, Kelly Handy, Cera Keene, and Jesse Mixson will develop marketing materials to distribute through Library West and social media. The team will request entries on the George A. Smathers Libraries’ main webpage under “Take Home Equipment†and on the Library West branch website under “Compu ters & Other Tech.†The team will work with Barbara Hood and provide information to be spread through campus marketing channels such as ad slides for ResTV and campus annunciator board, UF Faculty newsletter, UFIT (UF Information Technology) newsletter, and other social media outlets. VIII. Long term Financial Implications The funding of this grant is for acquiring equipment and should not have longterm financialim plications. The Pocketalk device and its accessories come with a warranty of one year from the date ofp urchase. Under the warranty, the Pocketalk device will be repaired at no charge or replaced with a new or refurbished device. The Library West User Services staff will maintain the equipment as needed. Although not expected, all replacement costs will be handled as per existing procedures for circulating technology across the Smathers Libraries system. IX. Equipment Usage Once the Pocketalks are added to Alma, patrons will be able to check availability online through Primo. The devices will be stored in the Library West Tec hnology Closet (Room 251) and retrieved by UserS ervices staff on patron request. They will be available on a first come, first served basis. T he User Services team will follow sanitization guidelines to clean devices upon return, and c irculation staff will clean the devices, as per current practices with existing circulating technology available to loan. Chargers (cord plus outlet plug) are included with the device (using USB Type C to Type A). The devices have a rechargeable lithium ion battery (1200 mAh) and will be kept charged as with existing circulating technology available to loan. The devices will circulate as with other technology at Library West, for predetermined loan periods. As with current circulating technology available, patrons may request longer loan periods for academic projects or needs (such as field work or travel), depending on availability. Patrons will be able to take the devices out of the library for 7 days after loaning them. They will have the option for renewal after 7
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days if there are additional devices available for other patrons. Cera Keene and Jesse Mixson will develop procedures, so devices are loaned equally to ensure the longest possible life of each device. Keene and Mixson are also responsible for device maintenance. X. Expense Calculation The items lis ted below are provided with current prices according to the Pocketalk website. Library West is working with a Pocketalk representative to ensure we receive the best possible pricing on our bulko rder. Worth noting is the confidence with which the vendor was willing to provide a demo product for testing in the Library West space, providing two devices for the library to keep regardless of furtherp urchase. This allowed for data collection regarding the usefulness in the library space, as detailed above. Expenses are for the newest model voice translator plus protective equipment for each translatorp lus protective equipment for the demo translator previously received.
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Quantity Item Description List Price Total List Price 10 Pocketalk Plus Voice Translator 269.00 2,690.00 11 Pocketalk Plus Protective Case 16.00 176.00 11 Pocketalk Plus Screen Protector 16.00 176.00 11 Pocketalk Plus Carry Case 16.00 176.00 1 Pocketalk S Protective Case 16.00 16.00 1 Pocketalk S Screen Protector 16.00 16.00 1 Pocketalk S Carry Case 16.00 16.00 Ground Shipping 0.00 0.00 Total: $3,266.00 XI. Expense Justification The expenses were calculated using the cost of the items listed by the retailer, and include a discount obtained through a contact with Pocketalk. XII. Primary Investigator Role User Services Manager Mari Meke will oversee the project progress and communicate with the User Services team. Meke will order the Pocketalk devices, assist in the evaluation of the devices, and createa report for deans and joint chairs. Additionally, Meke will coordinate with Cera Keene and Jesse Mixson to develop circulation policies, and collaborate with the Library West social media coordinator to create promotional materials. XIII. Contributed Cost Share Mari Meke, Kelly Handy, Cera Keene, and Jesse Mixson will assist with assembly, placement, signage, marketing, and assessment activities related to the equipment, as well as other duties as needed.
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04Budget_Form_20122013 Posted.xlsx, 08/15/2012 Strategic Opportunities Grant Budget Form 20212022 Please add lines to table as needed. If you need help completing this form, please contact Bess de Farber, PH# 2732519. F rom feedback received and a better understanding of the cost share calculations, we have updated the contributed cost share chart and it is included below. T he updated estimates to the cost share were considered for the following phases: 1) R eceipt of funds and implementation of project: reliable estimates based onneeds for ordering and cataloging equipment, drafting local documentation andpr ocedures, creating social media and promotional materials. 2) Circulation of devices: minimal effort needed for monitoring program oncec irculation has begun. 3) Assessment towards end of grant period: greater effort required final reporting, and variable. The grant team expects to use information gathered from the project tof urther professional development opportunities of its members (poster sessions describingt he project, outside grant applications informed by this study, improvement to existing processes with circulating technology). 1.Salaries and Fringe
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Item Quantity times Cost Grant Funds Cost Share Total Pocketalk Plus Voice Translator 10 x $269.00 $2,690.00 $0.00 $2,690.00 Pocketalk Plus Protective Case 11 x $16.00 $176.00 $0.00 $170.00 Pocketalk Plus Screen Protector 11 x $16.00 $176.00 $0.00 $176.00 Pocketalk Plus Carry Case 11 x $16.00 $176.00 $0.00 $176.00 Pocketalk S Protective Case 1 x $16.00 $16.00 $0.00 $16.00 Pocketalk S Screen Protector 1 x $16.00 $16.00 $0.00 $16.00 Pocketalk S Carry Case 1 x $16.00 $16.00 $0.00 $16.00 SUBTOTAL $3,266.00 $0.00 $3,266.00 3.Supplies Item Quantity times Cost Grant Funds Cost Share Total $0.00 $0.00 $0.00 SUBTOTAL $0.00 $0.00 $0.00
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04Budget_Form_20122013 Posted.xlsx, 08/15/2012 4.Travel From/To # of people/# of days Grant Funds Cost Share Total $0.00 $0.00 $0.00 SUBTOTAL $0.00 $0.00 $0.00 5.Other (Vendor costs, etc. Provide detail in Budget Narrative section.) Item Qty. x cost Grant Funds Cost Share Total $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) $3,266.00 $ 6,491.38 $9,757.38
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Dear review committee: P lease accept this letter of support for the University of Florida Libraries, in their application for the Emerging Technologies Grant. If awarded, the UF Libraries would use the funds to support increased opportunities for student learning and engagement through the lens of inclusion and access. The use of handheld translation devices will allow students to connect across languages and also give students the opportunity to access content in new and innovative ways. This technology will help support students who are learning new languages, serve our diverse community, and reinforce our university’s commitment to developing global citizens. Sincerely, William L. Atkins Interim Assistant Vice President for Student Life PO Box 113250 Gainesville, FL 32611 Wlouis04@ufl.edu 352.392.1265 To Whom It May Concern: The Machen Florida Opportunity Scholars Program supports the Library West Users Services team's technology grant application for translation devices. If awarded and purchased, these devices could assist our diverse student scholar population with access to translational services to their native languages as needed. Furthermore, our scholars' majors cover a wide array of disciplines that can include research materials in other languages. These devices can create access for students to broaden their knowledge base. Sincerely, Leslie H. Pendleton, Ph.D. Senior Director, Machen Florida Opportunity Scholars Program Reitz Union Suite 2015, PO Box 118505 352-294-0878 (ph) lpendleton@ufl.edu
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These are great news, and by this email I would like to express my support to your application for a grant to purchase handheld translation devices for rental and inlibrary use at UF Library West. As communications manager at the UF International Center, I think i s essential to break any communication barriers we may experience with our international audiences, and these devices seem like an amazing idea. I believe they can not only be used by our international students and visitors, but also by staff during orientations, check-in sessions and other events. Good luck with you proposal! Mabel Mabel Cardec, M.Ed., M.A. Communications Manager University of Florida International Center P: (352) 273 -1515 It is my pleasure to write a letter of support on behalf of the Library West User Services Translator Team in their grant proposal to purchase 10 handheld translation devices. The acquisition of these items will greatly impact the University of Florida student community in a positive way. A language barrier can oft en prevent students from accessing an essential campus-based resource that supports student’s growth and development. With the purchase of these devices the Library West User Services Translator Team can remove that barrier for students in accessing a critical resource to their academic success. I am happy to share further how the purchase of these devices will positively impact students here at the University of Florida please contact me at moorej1@ufl.edu. Thank you, Joe Moore, M.S.Ed. Assistant Director New Student and Family Programs Special Populations E: jmoore@ufsa.ufl.edu P: (352) 3928396
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APPENDIX: Pocketalk Post Checkout Survey, used during feasibility testing period N ame (optional)_________________ E mail (optional)______________________ F or what reason did you use the Pocketalk translating device from Library West? oP ersonal useoR esearcho Classroom/homework oL anguage practiceoOt heroP refer not to answer H ow accurate did you find the Pocketalk translating device? oV ery accurateoA ccurateoN either accurate nor inaccurateoN ot accurateoV ery inaccurateoP refer not to answer Wh ich Pocketalk features did you use? (select all that apply) oT ranslate written language (handwritten)oT ranslate written language (typed/printed)o Translate spoken wordoOt her Wer e there any languages you tried to use the Pocketalk for that did not work? Yes/No If so, which language(s)? ______________________________________________________________ D id you notice any inaccurate translations while using the device? Yes/No If so, what languages were you using and would you please provide an example? _______________________________________________________________ Wo uld you be interested in checking out the Pocketalk translating device again in the future? Yes/No I f so, what do you envision using it for? oP ersonal useoR esearchoH elp with an assignmentoP ractice a new languageoOt heroPrefer not to answer
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