Providing access to digital library resources for UWE students taught by collaborative partners - Jason Briddon
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Over a number of years UWE has been developing a growing range of collaborative provision partnerships with organisations in the UK and overseas. The Library has recently completed a project to review which of our digital library resources we can provide for UWE students based with a partner and the partner staff that teach them and support their learning. In 10 minutes I shall aim to give you an overview of why we’ve taken the action we have; what we’ve actually done and importantly what the outcomes have been and implications for the future.
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Providing access to digital library resources for UWE students taught by collaborative partners - Jason Briddon
- 1. FAM12 Providing access to digital library resources for UWE students taught by collaborative partners Jason Briddon Deputy Librarian
- 2. Rationale for the project • U+WE Better Together • Increase in partner activity /collaborative provision • Previous approach labour intensive more holistic approach required
- 3. UWE partner institutions Federation colleges
- 4. Project objectives 1. To review and negotiate appropriate licences for Library digital resources in support of UWE learning and teaching partnerships (negotiation to be partner wide); 2. To establish sustainable systems for the ongoing management of licences for Library digital resources; 3. To establish a sustainable technical infrastructure to manage permissions and access to Library digital resources; 4. To communicate outcomes and develop clear guidance on use of Library digital resources.
- 6. Practical steps (1) Defining user groups Staff supporting UWE UWE students based at students based at UK UK partner institutions partner institutions Staff supporting UWE UWE students based at students based at overseas partner overseas partner institutions institutions
- 7. Practical steps (2) Identifying e-resources
- 8. Practical steps (3) Communication with resource providers • Letter & form • Email correspondence • Telephone conversations • Face-to-face meetings • Electronic & hard copies of responses stored • Negotiate to be included in licence agreement
- 9. Outcomes (1) Honesty is the best policy? I Ican confirm that we are happy to can confirm that we are happy to We can allow for the [charge] to be We can allow for the [charge] to be allow the UWE registered students allow the UWE registered students skipped this year... Is seems a skipped this year... Is seems a …to have access… Once this is …to have access… Once this is small amount in consideration of small amount in consideration of happening we will monitor usage happening we will monitor usage the spend you currently have with the spend you currently have with and report back to you ififoverly and report back to you overly us. Just see this as a good will us. Just see this as a good will high usage is observed. high usage is observed. gesture. gesture.
- 10. Outcomes (2) Site/campus vs. partner institution If students are studying If students are studying The exception [is] ififUWE set The exception [is] UWE set for a UWE qualification for a UWE qualification up additional sites overseas as up additional sites overseas as then there would be no then there would be no these would be a distinct legal these would be a distinct legal additional charge. additional charge. entity in that country. entity in that country.
- 11. Outcomes (3) Students vs. staff If they are your institution’s Since staff at these partner students it doesn’t matter institutions are not employed by where they are studying they UWE, I’m afraid we cannot include are Authorised Users. them as Authorised Users.
- 12. Outcomes (4) UK vs. overseas [Access is] restricted to the UK There will not be a problem in as it is subject to the condition including the UK based sites… of the ERA licence and uses but with regarding to the GeoIP recognition to enforce overseas colleges… I will need to this… [It]is not therefore … consult to see how it effects available overseas. existing subscriptions.
- 13. Outcomes (5) There will be a 25% Please can I ask that these surcharge for additional…student access from these numbers are included institutions. when you are renewing your subscriptions for 2011? Costs So long as [the We ask that the students] are institution pays the accounted for in your cost of two FTE figures… I think subscriptions. we’re good to go.
- 14. Permissions
- 15. Impact on partner institutions • Audit of programmes running at partner institutions – high/medium/low risk
- 16. Communication
- 17. Technical implementation • Partnership field on ISIS 2 • Group attribute on LDAP and Active Directory • Authentication
- 18. Future work • Updating/ongoing maintenance • Renewals & new resources • Other groups Research Emeritus Healthcare & Local professors/ profess- knowledge teachers retired staff ionals exchange
Editor's Notes
- Finding out what we’re permitted to do with our e-resources….. And making sure we’re doing this. Mainly focusing on work since August 2010, when I got this post. Mention lucky to have ££££ for dedicated post.
- UWE = “the partnerships university” Increase in partner activity… Increased exposure to risk if caught sharing resources we are not permitted to. Associated financial and reputational risk. Previous approach – case-by-case by Faculty & Subject Librarians. For new partnerships, publishers contacted and permissions clarified or negotiated for particular cohort. Duplication of effort, labour intensive particularly international (Athens + web pages). Needed a more holistic approach. Movements in the wider sector – e.g. Jisc clarification. Mention Elspeth’s work!! She contacted about 20 business + general resources. Building on that 20.
- Numbers: There are around 3363 students studying at our partners, 11% of the total UWE student population, with 2403 in the UK and 960 overseas, and the intention is to grow this part of the University’s operation. Courses from all faculties. Fed = (12) Cirencester College, City Academy Bristol, City of Bath College, City of Bristol College, Filton College, Gloucestershire College, New College Swindon, Richard Huish College, Stroud College, Weston College, Wiltshire College and Yeovil College Non-Fed = Independent College Dublin, Bristol Old Vic, Mulberry Bush School and Gloucestershire Counselling Service. Current and previous overseas = Malaysia, Russia, Singapore, St Vincents & Grenadines, Vietnam Future developments – Hong Kong, China, USA, India, Jordan, Nigeria, Singapore, Sri Lanka. Various types of provision – e.g. dual award, off-shore delivery. FUTURE PROOFING –trying to cover as many of these as possible in negotiations. “Generic” user groups.
- Emphasis importance of PARTNER WIDE. 3. 1x trial of ERM (Ebsco essentials). Watching shared ERM with interest. Now working on 3 and 4.
- Each phase looking at what e-resources we are permitted to share with particular user group. Phase 3 – long term objective.
- In addition to UWE students and staff based here. Wanted to have as few groups as possible to reduce complexities. Staff = teachers + library + support staff (same as Jisc)
- eLibrary – databases, journal collections (284) Not individual journals Non-licensed/free/open access (45)
- Mention email based on one Elspeth used with input from legal. Face-to-face with Lexis, Ebsco and Taylor & Francis journals. Changing licence wording = hard. A few. Press for at renewal. Still better than previous.
- Risk.
- For (2) mention student numbers helpful – can demonstrate that we only mean a small number/small proportion of everyone at the partner institution. Not whole partner institution! (ProQuest big quote matrix).
- What if students = Y but staff = N? Other ways students can be supported remotely – user guides, tutorials etc. (publisher pointed this out to me) Difficulties with staff info. Working with AR and BIP etc. Annual review.
- Fewer than I’d expected. Mention direct vs. indirect. Who pays? For now, happy to absorb indirect costs but discussing direct. Is there a need for these resources?
- Mention Ys included non-licensed resources. Financial cost here = direct.
- Mention UK fewer resources and international more. International previously classic Athens accounts with handful of resources . (??? Could mention 2 UK yes became No – e.g. Mintel. As permission only for one institution but we need permissions to be partner wide). Following feedback from Assistant Vice-Chancellor : Partnerships, Diversity & Civic Engagement…………… Audit of programmes – Federation Librarian and Faculty and Subject Librarians looked at programmes on case-by-case basis, with list of resources we can/cannot share with partners. Uk – some resources students can’t access. Have to be senstivie as EXISTING AGREEMENTS and FEES discussions. Identified high risks – can work with partners to identidf alternative resources, or give them contacts to set up their own subscriptions/
- Internal With library colleagues Expert knowledge and contacts Impact on other projects (e.g. schools/W-I-U) Team and campus meetings Update document circulated (May 2011?) Licensing workshop SDH History Committee meeting May 2010 (EW’s case report) Committee meeting – April/Map 2011 Fed Librarian With faculties Communication document Partners/External UK – personalised International
- ISIS = (Ingres Student Information System) ISIS = Student record management system, but also other administrative functions including staff records. Partnership field was binary (tick box) – no longer appropriated. Require further information (screen shot). Taught at field also new. Active Directory = our directory service. LDAP (Lightweight Directory Access protocol) is essentially how we talk to it/query it. “ LDAP and Active Directory summarise ISIS in a standard format. Add password and usernames and underpin our authentication.” Create a group attribute in LDAP and Active Directory which classifies users into one of the following groups based on the information in ISIS: students and staff at UWE campuses, 4 user groups mentioned earlier (partner UK/overseas staff/students) plus walk-in users and other external users. This group attribute presented when user access a resources??? Staff = a challenge for us. As records not like these student ones – free text entry so can’t flag partnerships in the same way. Working with other UWE departments to improve this process.
- Also STAFF situation (already mentioned) LONG TERM GOALS Research & knowledge exchange – mentioned at beginning is potential next phase of the project. Think about how we can help these other groups….. In practice, we are limited by what is permitted by licence agreements…..Leads on nicely to Walk-In Users