Updates from Digital Scholarship Services

The Digital Scholarship Services (DSS) team is striving to raise campus-wide awareness of our expertise and services, and we invite the help of fellow Fondren staff.  Read on to learn about our revamped home page, summer office hours and upcoming train the trainer session on data management. Please contact Lisa Spiro with any questions or suggestions.

Revised DSS home page

To promote the expertise and services provided by DSS, we worked with Jeff Koffler to revamp our home page: https://library.rice.edu/dss. We are using an eye-catching set of icons with captions to highlight service areas such as “Manage and Visualize Data” and “Get help planning and implementing projects.” In addition, we have added brief biographies and photos to staff profiles (under “People” on the right sidebar) to emphasize our expertise and approachability.

DSS/ Data Management Office Hours

During the summer, Fondren staff will be on hand to answer questions related to digital scholarship or data management, discuss project ideas, review grant proposals, demonstrate tools, and more. Let faculty, staff and students know that they can drop by the DMC Multi Purpose Room (basement of Fondren) on Thursdays from 11 a.m.- noon– or, of course, stop by yourself.  If Thursdays won’t work, email lspiro@rice.edu to schedule an alternate time.

Train the Trainer Session:  Research Data Management

Monday, July 17, 1:30-3:00 p.m.
Fondren Collaboration Space
Join members of Rice’s Research Data Management team for an interactive session exploring data management services. Learn how to talk with faculty, grad students and staff about data management and where to point them for assistance. Explore principles of data management that you can apply to your own work, such as file naming and organization. Provide your input to help shape Fondren’s data management services. All Fondren staff are welcome.

Executive Committee Meeting Summaries, March 23-April 6, 2017

March 23, 2017

1)   The group discussed the Careers@Rice career profiles and timeline.

2)   The group selected pitches to be given at Fondren’s strategic planning meeting with the president on April 10.

3)   The group decided that the agenda for the Library Committee meeting on April 11 would focus on reviewing the draft strategic plan.

4)   The organizational culture strategic planning group was tasked with coming up with a proposal for addressing identified issues.

March 30, 2017

The Executive Committee and those giving pitches met to discuss the plan for the upcoming meeting with the president.

April 6, 2017

The pitch group practiced their presentations and received feedback from Jennifer Shade Wilson and Kyung-Hee Bae of the Center for Written, Oral, and Visual Communication, as well as members of Exec.

Executive Committee Meeting Summaries, January 5 and 19, 2017

Executive Committee Meeting Summary, January 19, 2017

  • The committee divided up responsibilities for writing the narrative section of library’s budget document.
  • The committee discussed how to handle time off during the recent flood.
  • Lowman informed the committee that a potential donor has approached Fondren about donating a sports history collection to the Woodson Research Center.
  • Lowman updated the committee on campus strategic planning efforts.
  • Lowman reported that the university’s salary raise pool will be 2%.
    Salary information:
    o   0% Non-performing
    o   1.5% Meets requirements
    o   2.0% Exceeds expectations
    o   2.5+% Above and beyond expectations/outstanding performanceThere will be two categories of bonuses:
    o   $750 Meritorious
    o   $1500 Extraordinary

Executive Committee Meeting Summary, January 5, 2017

  • Lowman asked for input on potential agenda items for the Executive Committee. Diversity will be one of the agenda items discussed at a future meeting.
  • Performance reviews will be due to Lowman by March 17; supervisors will set their own deadlines for their staff.
  • 16 undergrads and 9 grad students applied for the Fondren research awards.

Executive Committee Meeting Summaries, October 6-November 3, 2016

Executive Committee Meeting Summary, November 3, 2016

1) Fondren Fellow Ian Lowrie, a graduate student in Anthropology, presented a draft of his report “Developing a Culture of Care for Research Data at Rice.” The report will be shared via the Rice Digital Scholarship Archive soon.

2) The Executive Committee discussed how to approach strategic planning. All schools and divisions at Rice will engage in strategic planning as the university gears up for the new capital campaign. Spiro will facilitate a discussion about strategic priorities with the Library Committee at the November meeting. Input will also be sought from staff.

3) The Executive Committee approved a proposal from Head of Access Services Sue Garrison to end Fondren’s borrowing and lending agreement with HAM-TMC. Only 6 HAM-TMC users have charged Fondren materials since 2014. In addition, the HAM-TMC library is only accessible to TMC card swipe holders. Fondren would like to clean up user data in preparation for a potential LMS platform change.

4) Lowman invited suggestions for topics for a Town Meeting, tentatively scheduled for January of 2017. Suggested topics include the strategic planning process, reports from standing committees, and the Survey Data Group recommendations.

5) Lowman updated the group on a proposed donation of WW II materials to the Woodson. A white paper outlining the terms of the proposed donation will be issued by the potential donor.

October 20, 2016

No meeting.

Executive Committee Meeting Summary, October 6, 2016

1) Amanda Thomas, David Bynog and Kathy Weimer discussed the recommendations of the Survey Data Group, which analyzed data from the Ithaka survey and Survey of All Students. The report will be released on the Fondren wiki and will be discussed at an upcoming Town Hall meeting. A spring News from Fondren article emphasizing outcomes of the report was also suggested. The Executive Committee will review outstanding recommendations at a meeting in the near future.

2) The Executive Committee discussed how to handle Fondren locations that have recently been renamed but not yet updated in the catalog. Melinda Flannery will look into implications of changing Periodical Room to South Reading Room in catalog.

3) Janet Thompson is working on the process to enable supervisors to approve timesheets for non-exempt employees before they go to Karen Hyde. Fondren will be broken into sub-orgs. Every manager will approve the timesheets of their own staff, and there can be as many approvers as necessary (e.g. multiple in one organization). The manager will approve staff’s hours; the system will then send an email to Karen Hyde saying that this person has approved. Karen will verify that the hours have been filled out correctly (e.g. hours aren’t put in under a holiday) and do the final approval. This new process will apply to students as well. There will be training.

Update on Fondren Fellows Program

As Rice promotes undergraduate research and experiential education, Fondren is sponsoring library-based research opportunities through the new Fondren Fellows program. The inaugural group of Fondren Fellows– three graduate students and one undergraduate– are working on a range of projects, from examining Rice’s research data management environment to mapping Civil War narratives. Learn about their research and dream up your own ideas for potential student projects; the call for the next round of Fellows projects will be going out soon.

Marcel LaFlamme, Author Rights

Graduate student in Anthropology
Mentor: Shannon Kipphut-Smith

This project aims to understand more about how tenure-stream faculty at Rice think about and act on their author rights in connection with their published work. Many faculty want to make their scholarly and professional output more accessible, whether by uploading it to Rice’s institutional depository or by posting it to an academic social network. However, faculty members may not always have a clear understanding of how and where they are permitted to share their work under the terms of the author agreements they have signed. This project uses interviews and document analysis to piece together the values, beliefs, and actually existing practices of faculty members, using participants’ most recent publication as a case study. The results will be used to improve the resources and services that Fondren offers to faculty, and they also stand to fill a gap in the scholarly communication research literature

Ian Lowrie, Developing a Culture of Care for Research Data at Rice

Graduate student in Anthropology
Mentor: Lisa Spiro

Data management has become a more pressing issue for researchers lately, as funding agencies are increasingly requiring researchers to present rationalized data management plans and to ensure access to their research data well after the completion of their funded research. However, institutional support for research data management is still a relatively new field, without established best practices. This project uses interviews with Rice faculty and data librarians at peer institutions to develop insight into the research data management environment at Rice, and develop comprehensive recommendations for how Fondren might best support ongoing efforts to develop policies and infrastructure to support research data management by both faculty and student researchers. It suggests that the existing Rice Digital Scholarship Archive could be profitably used to facilitate sharing and archiving of research data, and identifies a number of key areas where Fondren might assist departments in educating researchers about the importance and technical aspects of rationalized research data management

Neha Potlapalli, FitDesks

Junior, Will Rice College
Mentor: Sue Garrison and Melinda Flannery

During the Fall 2016 semester, Fondren Library will be reviewing alternative seating arrangements for possible student use. This can include bike desks, under desk ellipticals, treadmill desks and more! Alternative desks can improve students’ cognitive function while studying and keep them active. With increasing research showing the dangers of extended sitting, alternative seating arrangements at Fondren can improve student health and grades.  Student input is essential to this project to ensure Rice University students will positively benefit from this possible change.

Christina Regelski, Mapping Civil War Narratives

Graduate student in History
Mentors: Amanda Focke and Rebecca Russell

We designed our project, entitled “Mapping Civil War Narratives,” to make the Woodson Research Center’s rich Civil War-related collections more accessible to researchers. I will use ArcGIS to map where people wrote these documents and what locations they discussed in these documents. This interactive “bird’s-eye view” map will give these collections a new dynamism. Researchers will be able to see the multiple geographies of these collections and the interactions between them. A researcher, for example, could follow the particular route of a soldier in the Army of the Potomac, trace the exchange of letters between Confederate officers and Richmond, or use filters to see where men and women discussed race, politics, violence, or disease. This semester, I will focus first on mapping soldiers’ letters to their families in order to build a framework and methodology for the future expansion of this project to all of the Woodson’s Civil War-related collections. Additionally, I will use Esri Story Maps to highlight one particular collection in order to further show the interpretive possibilities of the Woodson’s collections.

Executive Committee Summaries, June 30-August 18, 2016

June 30, 2016

  • Lowman shared information about new paid time off (PTO) policies. HR is changing rules for time and attendance reporting for exempt staff based on some new federal compliance rules. The changes will be rolled out this fall along with a new online timesheet, which exempt staff will be required to fill out monthly. Additionally, staff on short term disability will accrue PTO if they have been at work or on PTO within the pay period.
  • Lowman shared that she has received recent suggestions about improving communication in the library. The Executive Committee recommended inviting further input from staff, possibly in the form of a working group. Lowman will pursue.
  •  The Executive Committee decided against participating in a Mellon Foundation diversity survey, due to confidentiality concerns about the methods of data collection.

–Summer Hiatus–

August 18, 2016

  • The Executive Committee commended the Horizon Group for arranging excellent, well-attended presentations by representatives of the Kinder Institute, SSPEED Center, Center for Teaching Excellence, Graduate Student Association and Entrepreneurship@Rice. The Executive Committee discussed the Horizon Group’s report outlining opportunities for collaboration with these organizations. Based on the discussion, Lowman is providing feedback to the Horizon Group on their recommendations. This year the Horizon Group will be invited to plan a staff retreat to identify ways that the library might support the university’s Quality Enhancement Plan (QEP) on experiential inquiry and research.
  • Lowman gave an update on changes to the Fondren Library Research Awards, which are intended to solicit more award applications. The revised guidelines are available at http://library.rice.edu/research-awards.
  • The Executive Committee offered feedback on the draft charge for the Communications Task Force, which will review modes of communication at Fondren and propose improvements.
  • The Executive Committee reviewed the charge for the Fondren Web Team and endorsed the recommendation that it use change control to promote transparency and invite input. The Web Team will announce modifications or updates to websites and give stakeholders 14 days to provide feedback.
  • Denis Galvin announced that Rice and UH will collaborate on ArchivesSpace; Rice will assist with usability testing and UH will share code.
  • Lisa Spiro announced that Fondren will contribute metadata about research activities in the Rice Digital Scholarship Archive to SHARE in order to increase the visibility of Rice research and support an important higher education project.
  • All supervisors will be required to attend training on FLSA.

Executive Committee Summaries, February 25-March 31, 2016

February 25, 2016

The Executive Committee participated in a meeting with Human Resources regarding the Careers@Rice program.

March 3, 2016

No meeting.

March 10, 2016

No meeting.

March 17, 2016

No meeting.

March 24, 2016

1)     The Executive Committee reviewed and approved the charge for the information literacy committee and identified members. This committee aims to improve the coherence of instructional offerings across library departments and to find and address unmet instructional needs.

2)     The Executive Committee reviewed a quarterly report from the linked data working group. The working group has begun identifying local collections and data to use for pilot projects exploring linked data.

3)     An acquisitions data working group was approved to study how important acquisitions data from our current SirsiDynix Symphony system could be accommodated if we were to migrate to a new library system.

4)    Concerns about the cost of building a new LSC module (with the existing module nearing capacity) lead the Executive Committee to discuss possible management solutions both for off-site and on-site collections. Research on the feasibility of proposed options will be needed.

5)     The Executive Committee discussed several proposed changes from Access Services, including moving staff fines and billing to the Cashier’s office after 28 days and changing the process/policies for study carrels. Instead of requiring a key deposit for study carrels, Access Services will charge a fine for lost keys. The reservation period for study carrels will be changed from one year to one semester.

March 31, 2016

1)    The Executive Committee discussed a draft charge for the web team. Exec will collaboratively revise this charge.

2)    Lisa Spiro discussed preliminary plans for a digital curation retreat. A description and list of potential participants will be provided soon.

3)    The group discussed writing the library’s budget narrative for the May Board of Trustees meetings.

Update on the Rice Digital Scholarship Archive

The Rice Digital Scholarship Archive (RDSA) team (Lisa Spiro, Monica Rivero, Shannon Kipphut-Smith, Sid Byrd and Ying Jin) has been working on a range of exciting projects, often in collaboration with others in Fondren or across campus.

These include:

  • soon-to-debut collections such as the Rice Teaching Archive and undergraduate theses (focusing initially on history)
  • support for the Rice Historical Review, an undergraduate journal set to publish its first issue in April
  • assisting with the implementation of Converis, the new faculty information system. We are developing a workflow to make it easier for faculty to contribute their articles to the Rice Digital Scholarship Archive under the Rice open access policy.
  • collaborating with the Jones School’s Business Wisdom on an initiative to raise the visibility of faculty research and make available underlying publications
  • working with Public Affairs to develop a workflow for providing access to publications mentioned in press releases
  • experimenting with using social media to promote RDSA collections
  • helping to address link rot (essentially, the disappearance of web pages) by becoming a registrar for perma.cc
  • improving search in RDSA
  • supporting the representation of math equations using MathML
  • providing access to Rice-sponsored publications such as Sarmatian Review
  • making improvements to our Electronic Theses and Dissertations collection, including digitizing around 1400 masters theses previously missing from our collections (soon to be added to RDSA)
  • working on implementing Vireo 3, the newest version of the software used by Rice graduate students to submit their theses and dissertations
  • preserving content in RDSA using DuraSpace
  • customizing the user interface for RDSA
  • experimenting with OHMS (Oral History Metadata Synchronizer) to link up audio/video recordings and transcripts or keywords
  • developing a plugin to enable content to be harvested from RDSA and presented in Omeka, which offers a flexible user interface and rich plugins

Please see the attached slides from today’s Brown Bag for more information. Feel free to contact us at cds@rice.edu or lspiro@rice.edu with any questions or ideas for potential projects.

 

Executive Committee Summaries (January 21 & 28, 2016)

January 21, 2016

  1.  Lisa Spiro and Melinda Reagor Flannery discussed the call for project ideas for the new Fondren Fellows program.
  2. Sara Lowman presented the university’s budget guidelines for FY 17. Members of the Executive Committee divided up responsibilities for writing different sections of the budget document.
  3. Sara Lowman updated the Executive Committee on the decision to make Access Services part of Research Services, reporting to Kerry Keck.
  4. The Executive Committee talked about a recent New York Times article on entrepreneurship education that featured Rice. To explore how Fondren might support/ partner with these efforts, the Horizon Committee will be encouraged to invite someone from Rice’s entrepreneurship program to present as part of its upcoming speaker series.
  5. The Executive Committee discussed bringing in a workflow consultant to advise on potential workflow changes.
  6. The Executive Committee explored strategies for encouraging mutual respect among staff and ensuring that all pitch in to accomplish the library’s mission. Melinda Flannery will consult with Marie Wehrung about potential approaches to training.

January 28, 2016

  1. Sara Lowman announced that collections have not yet moved to the South Reading Room because new shelving needs to be in place first.
  2. The Executive Committee discussed a potential collaboration with the Center for Teaching Excellence and the Program in Writing and Communication.

Executive Committee Summaries (November 19-December 3, 2015)

November 19, 2015

1) The Executive Committee discussed the recommendations of the Library Services Platform Working Group. It endorsed the committee’s recommendations that Fondren re-visit ExLibris’ Alma and SirsiDynix’s BLUEcloud in six to twelve months to see how they have progressed. In addition, the executive committee is investigating the committee’s recommendation that Fondren hire a consultant to evaluate departmental workflows and assist them in revamping those workflows.

2) Planning for a possible renovation to Brown Fine Arts Library was discussed.

November 26, 2015

No meeting

December 3, 2015

1) Sara Lowman provided an update on the renovation of the South reading room. Only a few final details remain to be completed. To minimize disruptions, collections will be moved back into the space in January.

2) The Executive Committee agreed to ask for student input about how to use Fondren 156 and the two small rooms in the South reading room.

3) A town meeting will be held in February; Provost Marie Lynn Miranda has agreed to speak.

4) The Executive Committee discussed the Horizon Committee’s charge for 2016. Possible new members of the committee will be discussed at the next Exec meeting.