Additional glossary items, Day 2

OKI
Proxy server
VPN
URL resolver
FERPA
HIPAA
TEACH
OAI
GLB
e-portfolio
OCLC
MARC
Dublin Core
DAMS
LOM
automagical
crosswalk

Conference day 2 presentation notes: TRAINING AND SUPPORT GROUP 1

Distentangle the various audiences:
-"Instructor: types (faculty and TAs)
-Support infrastructure types (us)
-Learners

How, if at all, are librarians being trained? Are IT staff trained in the complexity of the library environment.

How do you classify problem types? How are they sorted for referral? what are triage models

Balance between when to train and when to support

Cross-training between groups

cMS as a vehicle for training about other things (HIPAA, library staff training).

3 possible project ideas:
-set of best practices in X, Y or Z training
-abstract tools for assessing training needs (generic usability scripts, training templates, etc.)
-sharing triage models

Authoring mode training vs. user mode (SEE FLowCHART)

Conference day 2 presentation notes: WORKING TOGETHER GROUP 2

Integrating a digital library into a virtual classroom. It is important for library and IT staff to be in the same location. This does happen on some campuses; they are much more likely to interact if this is possible. What can we do to bring people together if this is not how it’s set up.

-Communication lines between IT and library staff. What is the comm. line? Is it systems people talking to systems people? What is the structure, and what should the structure be? Are the various lines communicating to be sure there is no duplication?

-Administrative leadership: what are the directors of IT and the library directors doing? Are they creating a space for this to happen? Is it a priority of the leadership? What support are they given to make this happen? Staff time, funding, etc. Is there a clear definition of responsibilities?

-Cross-familiarization is important. Cross-fertilization, cloning, and on…

CIC Collaborations:
-Collect and distribute project information
-Repeat conferences that bring IT & Libraries together

The opportunity is to leverage the strengths and resources of both IT and Libraries so that students can take advantage of Library resources and services within the digital space that they find themselves -- namely the CMS.

CMS/Library integration provides the opportunity to bring the library, IT, students, and faculty into the same digital space.

To pull this off all parties -- esp. IT and library -- will need to work together in the same digital and physical space.

WORKING TOGETHER: what next?
Folks gave examples of IT/Library collaboration at their institutions:
-in many cases, collaboration is just beginning, CMS one fo the first major collaborative projects.
-collabative across the CIC institutions (South Asian languages, for example)

Identify challenges/opportunities/key issues/stakeholders:
CHALLENGES
-teaching each other what we know on a regular basis (have very little understanding of what the other does/has)
-knowing more about the technology that we use every day
-no use of lingo
-IT in library gives an opportunity to see the systems in action (not available when stuck in back office or another building)
-coordinate efforts (outreach, support of faculty), people network, not enforce by organizational structure, physical location
-culture prevents direct communication at some places
-regular meetings between groups: IT to IT, public services to AT (regular or as needed). COMMUNICATION is important, and you have to do a lot of it. Can't do a top-down structure.
-Need leadership culture that allows this : some structure to help facilitate
-Shared goals/vision/plan
-tap in to expertise from other institutions. CIC could organize - get the details about the various projects, act as a clearinghouse or snapshot of time/people involved

[Proposed] CIC Project Sharing Data Collection form
1. Project name
2. Institution
3. Project goal
4. Design team members
5. Design team charge
6. Design team timeline for project
7. Funding needed for development
8. Funding source
9. Pilot testing/data collected
10. Software and hardware requirement and costs
11. launch date
12. Programming hours needed
13. Content hours needed by other designers
14. Ongoing tech support needed
15. Lessons learned
16. What would we do differently next time?
17. Is the project scalable/ What are the limits?
18. Can the project be used by other institutions? (are there copyright issues?)
19. Whom to contact for more information

Conference day 2 presentation notes: WORKING TOGETHER GROUP 1

Covered the stakeholder issue a bit: might have a core of people but you will have to enlist others on a short-term basis.

Opportunities and challenges:
-Coordinated autonomy is important: what is the structure of the collaboration? How will we put ourselves together? What will work at which institution?

-Redefinition of organizational complexity: envision ourselves working in a much more complex invironment.

-Priorities, time, resources. Think about the organizational complexity. One group used their coming together to drive priorities instead of the other way around. Culture: if one group does things quickly and others less so, perhaps combining will reach a happy medium

-Coordinating support: do we have fully integrated support, or is it like “API”-type support, where people are pulled in as needed.

-What are trends? can we suss them out? Perhaps even within the CIC we could focus on this activity.

-Think about this stuff not as a product but as a service. Don’t be as worried about branding the thing, but branding the service.

What might happen in future?
-Continued CIC meetings: on more particular aspects, best practices such as:
-Digital assets stewardship
-Futureproofing;
-Branding the services
-Best practices, a repository of best practices.

Conference day 2 presentation notes: LEGAL POLICIES, Copyright, privacy, FERPA, HIPAA, etc. GROUP 2

-defining FERPA (Family Education Rights and Privacy Act)
How does this reply to a CMS or other course-related issues? A lot of it has to do with the institutional understanding of the law. Critical for members of the institution to understand the implications of their actions in light of the law. Examples of things to be addressed: [who can view] grades, email, personal info, keeping ePortfolios, retention policy

-What can be shared in the CMS? What kinds of information? what about grades? What is the retention policy?

STAKEHOLDERS: General counsel, registrar, students, faculty, librarians, IT. Individual institutional responsibility: share solutions across CIC.

-Copyright is really a broad issue at the university. Some universities don’t want to touch the copyright issue. Every institution needs to have its own policy.

-Who owns the content? Are faculty thinking about what rights they sign away, to Elsevier?

-What about institutional monitoring of observing copyright policy? Are we doing this?

-Raising faculty awareness: who is doing this, if anyone? It is a shared responsibility because so many must be reached with this information. Who will train them? Who is providing copyright education in the institution?

-Take advantage of the fact that this is a hot topic right now (Napster, music lawsuits, etc.): make sure that the CIOs and Provosts know about this as a broader issue. One way to get them to listen is to cite the university retention rights.

How do we work together?
-Create a report from this conference aimed toward CIO and provost that expands the copyright issues, esp. (or for example): is the university retaining rights to online content created at the university?

-Sharing best practices policies and procedures would be a great result from this conference.

-Institutional policies on access and retention should be in place.

Conference day 2 presentation notes: LEGAL POLICIES, Copyright, privacy, FERPA, HIPAA, etc. GROUP 1

-What is the impact of implementation of these new policies on implementing CMS systems: who gets to look at what? A real can of worms. What happens if CMS becomes the official academic record, and do we have the choice to refuse that responsibility?
-CIC can help to share policy statements, best practices, what are we all doing in terms of protecting information that is legally not distributable beyond certain parameters
-create documents with areas of convergence among the CIC schools. Wouldn’t it be great for our credibility if we could back up our actions with proof that other schools have a similar approach.
-Share other policies that we cannot agree on; share them with CIO’s, legal counsel, provosts to ask for help in coming to agreement
-Centralize e-content licensing on individual campuses
-Need to put security in place to protect privacy in light of PATRIOT ACT
-Intellectual property rights: should be decided who owns what. Will be decided on an institutional basis. Who owns the stuff in the CMS? Would be nice if we knew what our peer CIC schools say about that.
-Define “short-term archiving”; if we’re keeping stuff just so that faculty can re-use it, how long is that? CIC schools could share policies here, as well.

Add'l notes:
Major challenges and opportunities for CIC Institutions to collaborate:
1. Compliance w/HIPAA and FERPA, Teach : Impact of these laws on LMS [CMS] implementation -- espeically retention schedules, record-keeping. Issues: changing grades; revising web pages.
No common base of best practices in interpreting copyright and fair use guidelines.
CIC RECOMMENDATION: CIC's could share policy statements and best practices, FAQ's for how we indificually address copyright, fair use, HIOPAA, FERPA, TEACH ACT

2. Stakeholders: legal counsel, faculty, librarians, students, IT people

3. CIC RECOMMENDATIOn: Need some general CIC guidelines on which libraries and IT can converge. IT/Academic Technologies polidies may differ from library policies for copyright, fair use ... advice to faculty for the same topics may differ from IT/Library

4. Campuses need to centralize e-content licenseing agreements/authorization process on campuses. What about individual faculty licensing content?

5. Privacy and computing security - logs of transactions within the LMS/CMS and with components outside the LMS/CMS that are linked to individual user identities -- concerns about guarding against the misuse of this information

6. Whose material is the course materia -- rights to this varies by institution. Who gets to use Prof. X's course material? Faculty work on their own?? Work for hire belongs to the university?

7. Archiving temporarily (anticipating re-use at some short-term future point) vs. long-term preservation of university records and learning objects of enduring value; How long is short-term -- any agreement across institutions? CIC RECOMMENDATIOn: CIC's ought to share policies on short-term archiving of non-records management materials (chats, web-boards, etc.)

8. Examine shared policies across these topics to intify areas of convergence/agreement and areas of divergence. Food for thought/discussion among ICC library directors, provosts, CIO's, to identify areas of common agreement.

Conference day 2 presentation notes: API/INTEROPERABILITY group

Created action list for all the other groups
CMS/ILS and Ereserves
-Authentication: Shibboleth is an example.
-Metadata: establishing a common ground
-Policies: greater sharing of IT policies with our peers
-Open source: rules of engagement. Sakai is not the only open source, there are open source projects at other schools and we could be sharing. Important to first define the rules for sharing. CIC should articulate these rules.
-Development efforts and commitment to sharing our efforts
-Create a collaborative space; space for discussion of issues related to interoperability; could be a CMS or a blog.
-Inventory of systems that we use; what is available, etc.?

Conference day 2 presentation notes: STAKEHOLDERS

Had quite a lively discussion about what a stakeholder definition mean?

Decided first had to talk about where they’d be involved in the process (what table will they be sitting at?)
[see diagram]
Information/instructional technology groups
library group
registrar
training units
users: students
users: faculty

CIC might like to consider:
-talking notes about integration of CMS systems with library systems, distribute to the provosts. Make sure it’s in executive summary form so that they’ll read it.
-Facilitating access to information on library systems/CMS integration. Series of screenshots, etc. A page where access to all CMS’s and a guest account for CIC schools are possible.
-More than a clearinghouse: not just a place where ideas are shared, but a power users work group. Get together on a regular basis.
-A statement from this workshop about the importance of collaboration to the CIO’s and the university administration. Best practices models.
-Ongoing support for prioritizing functional requirements for CMS implementation.

Add'l notes:
CIC "model way" to define who should be "at the table..." define tables
-maintaining autonomy in the CIC inst.
-CIC communication for more standardization among vendors
-coodinating many institutions can be a drawback for CIC licensing of courseware

CIC's role in RFP;s: clearinghouse for RFP's

Colalboration amongst CIC LT people RE: stakeholders
Capturing the process

CIC method for giving guest access to all of our systems 2 help get an idea. sharing help pages.

Who are stakeholders:
-faculty, students: in systems eval stages, tough to get back decent feedback. RFP processes: focus groups, functional requirements gathering: important to get feedback from large groups of constituencies. We need stakeholders to talk directly to developers and clearly define requirements

What is the eval period? when product is beta'ed for yr. after release?

Prioritizing requirements list/bugs list
Prioritizing the importance of stakeholders: pulling out specific people from these constituencies that can become the stakeholders.

Cross-pollination of knowledge between IT/Library.

Add'l stakeholders: IT/Inst. tech/Acad. Tech people.

Who is being represented in faculty representation? early adopters or people with a true feel for the systems?

Curriculum reform: is it a good pad to solicit from?

Who is your audience/ define populations: basic/advanced, etc.

Who sits at the table and what table is it?
-students at the assessment phase
-student affairs and other committees
-bringing university administration to the "decision who sits at the table" conference
-if administration can b aligned you can achieve efficiencies
-IT should look into overall University IT architecture
-Pople who are creating art "public service media"

Centralize vs. non-centralized knowledge repositories

Getting CIC to form administrative groups that can spread policy philosophies, buy in to the big issues.

Conference day 2 presentation notes:METADATA GROUP 1

Topic is really huge, too much meat to address in this scenario.

[Humorous slide]

What are the things we want to apply metadata to? What are the objects? Objects are academic content, could be used for learning or for research, or just stored somewhere forever. Can be used or repurposed as a learning object, hopefully with associated metadata. Will be findable because the appropriate metadata will have been applied.

Descriptive metadata: what is this object, what is it good for?
Administrative: who has permission to see it? who created it, who owns it, who is responsible?
Preservation: perhaps of more concern to library and preservation types who are thinking about forever and ever storage. IT types tend to only thing 2-3 years out.

Having a tough time getting hands around it: metadata awareness is something that should be grappled with early on. How can creators of objects be encouraged to think about metadata that could be associated with it.

How can we help individuals who are creating objects to come up with a strategy for applying metadata? How should they think about their objects? Example: is it ephemeral? How can we help make those decisions at the point of creation? CIC could work here.

Should work on these awareness issues together.
Perhaps collaborative training and documentation opportunities? CIC could work here.

Critical issues:
-separateness of CMS and the metadata. In order for things to be transferable, they can’t only live in the CMS.
-must create tools to simplify the creating and assigning metadata
-what are the important metadata features for the cMS?

Add'l notes:
-when do things become academic objects?
-who decides what metadata to apply (is there an institutional minimum?)
-will there be tools (can the CMS have these capabilities)
-how long to keep the object and the metadta?
-how granular[ly] should we define objects
-education of creators/producers RE: their options (low-hanging fruit)
-creators: 1) not important to many; just put up w/ no manually-added metadata: can system do it automatically? 2) could be useful to others -- need some min. level of metadata 3) legitimate personal collection -- what will good metadata give? can the library take this on with faculty sign-off?

Assumptions:
-Learning Object can reside anywhere
-creator has to make some decision about strategy

Metadata can be EXTENSIVE: -[things should be] tightly described, and a dynamic, emerging taxonomy has to be acceptable.

[Outline] Strategies:
-Decision making/decision tree (make it easy, build on user profiling)
-pilot program
-Build tools to use existing metadata schema

Conference day 2 presentation notes: TRAINING AND SUPPORT GROUP 2

-Student support
-IT/Lib partnership: need for training in each other’s skills

A plethora of tools; portal, portfolio, library tools, … How do faculty know what to use for what?

Desire for less training and more support. Virtual support; what do we know about it, how do we train our staff to provide it?

Opportunities:
-Mutual IT/Library training, visiting each other in the venues
-communication and increased awareness so that we know who to contact
-Effective presentation of support models

CIC Collaboration:
-CIC LTI talk to library groups and vice versa
-Add to LTI quarterly reports a section on Library training and support