Initiation Meeting - Draft

Attendees:

Discussion Points:

• The e-Reserve service was discussed covering the general process followed by the University when dealing with potentially copyright material:
  • Requests are submitted to Stuart Scarles' team to check if material meets the licenses already held by the University
  • If the license isn't held a discussion takes place to agree if a license should be purchased and from where (some licenses are costly)
  • The material is scanned and banner sheeted with appropriate use (and association to a course) record as part of the banner sheet and a combined PDF produced
  • ACTION - we need to define the process for loading PDF outputs from e-Resources team into the LMS
  • Given that the banner sheet include the course the material is being loaded for, should the material need to be re-used the e-Resources team should be contacted to obtain a freshly banner sheeted copy including the new course
  • e-Resources team need the ability to produce a report of how many students have access to copyright material, this is generally achieved through the association of material to courses, using course enrolments from EUCLID to determine the number of students using the material.  A slightly different approach should be considered for the ECA LMS as "Projects" can be associated with multiple courses but not all students would be involved in the "Project", however it is possible for a report to be provided with exact numbers of student associated with a "Project" that is then associated with material.
• There have been statement of an audit being carried out in April 2013, however, the results have not been communicated to the College.
• Licensing is a complex issue in that there are a number of ways that material can be licensed for the University and certain considerations depending on the source, communication and education is paramount for this project - some of the complexities are detailed below:
  • Images sourced from public works sometime require their own license separate from the text of the works they are included with
  • The University must own the license for material (i.e. tutor and lecturer license are not sufficient - for example scanning from a personally purchased book is not acceptable)
  • Copyright is not a global constant and publications from around the world can be treated differently
  • Links to external sites are acceptable barring any sites that are presenting pirated material (general users are encouraged not to use links to site but there is no legislative reason not to)
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• Some ECA students have the ability to create self initiated projects, these can include material that is only accessable by them and their assessor - this is acceptable as long as the students do not have access to all learning resources and would be treated as exempt as being part of Exam Assessment.
• Staff inductions for e-Resources can be arrange via Library Liaisons
• Jane Fergus should be included in future developments for the project.

Requirements

• The requirements can be split into 2 categories: 1) minimum compliance and 2) additional controls
• The minimum compliance requirement include:
  • Getting staff to engage with the e-Resources team for guidance on copyright and scanning of material
  • Education for staff on when and how to re-engage with the e-Resources team to re-use existing material and renew licenses
  • Updating the LMS to ensure that copyright material is only accessable to students enrolled on a project (or course)
  • Loading learning resources into the LMS with an associated flag or pre-fixed title to ensure it can be tracked / identified
  • Providing a report of learning resources and their use on projects and associated students with access to the learning resource
• The additional controls could provide a better level of control however these are not mandatory:
  • Associating learning resources explicitly with projects (or courses) during the upload
  • Using the association with projects (or courses) to prevent the resource being re-used in projects (or courses) that the e-Resource team are not aware of

High Level Proposed Process