Environmental Assessment: Other Campus Information Sources

(CH, CB)

 

This section assesses the UCSC campus information sources and the Library’s role in the following areas: copyright and intellectual property; instruction, teaching and production of classroom materials; grants; scholarships; publishing support.

 

Copyright and Intellectual Property

 

Questions regarding copyright are frequently directed to Library staff members. Typical questions are:

• how does one go about copyrighting a created work

• how can one find out if a work has copyright

• how can one get permission to use a work one suspects is under copyright

• how can one establish if a work is in public domain

• when can a work be used under "fair use" for teaching , presentation, educational web sites, e-reserves, etc.

 

In Special Collections --where the Regents own many of the publications and created works, and where the Library has digitally built portions of its own collection – permission and reproduction requests are frequently directed to staff. The requests are usually from publishers and/or scholars wanting to use text and images in publications, or they may be from producers wishing to obtain performance rights for plays, musical compositions, etc.

 

Library’s role:

 

 The University of California Policy and Guidelines on the Reproduction of Copyrighted Materials for Teaching and Research: http://www.ucop.edu/ucophome/uwnews/copyrep.htmlThe Library provides pathfinders to sites known to contain authoritative information (e.g., Library of Congress, other well established academic offices such as Stanford, Cornell. See example at http://library.ucsc.edu/speccoll/copyright_information.html.) We have purchased a small number of good reference books on copyright (e.g., Nolo guides.). From Library offices that deal with reserve services (McH and S&E Reserves, Media Center, VRC), we provide instructors with copyright compliance forms, advise on adherence to law, post information about compliance with Fair Use Guidelines. We refer users to UC copyright sites and those constructed by UCOP. ( E.g., for educational use refer inquiries to the UC Copyright Education Web site http://www.universityofcalifornia.edu/copyright/about.html. See also UC’s Copyright Task Force http://www.ucop.edu/acadinit/copyright/reports.html, and the UC Scholarly Communications Officers Group toolkit: http://libraries.universityofcalifornia.edu/sco/toolkit_copyright.html

 

In Special Collections, when accepting new gifts and/or purchases we document via  “Deeds of Gift” any transfer of rights to UC Regents or write clear and firm legally binding information on retention of publication, property, literary, and intellectual property rights by donors or their heirs. We document all such rights in Finding Aids and content management databases.  The Head of Special Collections approves any requests; formal policies, fee schedules, permission and reproduction forms are available from web site http://library.ucsc.edu/speccoll/reproduction_policy.html

 

Campus Source of Information; Campus Office Roles: 

• Office for Management of Intellectual Property (OMIP) http://research.ucsc.edu/intel_prop.html

OMIP’s Role: “OMIP manages intellectual property arising at UC Santa Cruz. OMIP works with university faculty, students, and administration to identify, report, secure, and deploy patents, copyrights, and trademarks consistent with UC Santa Cruz’s mission of instruction, research, and public service.  OMIP negotiates agreements with industry, including sponsored research agreements, material transfer agreements, non-disclosure and teaming arrangements associated with UC Santa Cruz research programs.  OMIP is active in supporting start up ventures, both for profit and non-profit.”

 

• UCSC Source Information: Material Management

Material Management is administrated by Business and  Administration  Services (BAS). They maintain the business contracts “Copyright Manual” http://www.ucsc.edu/matman/BusCon/copyrightgeneral.htm which includes information on UC and employee owned copyrights, and copyrights owned by others. It also has a “FAQ” section.

 

• Chancellor’s Office, Campus Counsel.

 UCSC’s appointed Campus Counsel may be contacted for legal assistance and advice, and to vet Deeds of Gift or other legal documents for copyright and intellectual property compliance.

 

 

Instruction, Teaching, Production of Classroom Materials

 

The Library is often asked to assist faculty, graduate students, teaching assistants with instruction and teaching. We’re also asked for assistance in preparing tools and resources to be directly delivered into the classroom, streamed to students for review, or to be downloaded, digitally captured or converted into presentations and lectures.

 

Library’s role:

 

The Library offers assistance in instruction and teaching, and in preparing classroom tools in many ways; the Library provides rich resources, but its production services are limited.  The Library hosts a web site linked to multiple resources, including a specific site “Teaching Support” http://library.ucsc.edu/info/support/teaching.html where our services are outlined, and a list of resources on pedagogy is provided. From March 6 to September 3, 2008 the Teaching Support web page was visited 166 times, giving it an overall page rank of 212.  Library drop-in workshops and more formal bibliographic instructional sessions (group and one-on-one) for undergraduate classes and for graduate students, teaching assistants, and faculty members are offered. We provide subject guides and bibliographies, “How To" guides, and create web pages for specific classes. We place material on reserve and on e-reserve, and these are often linked to WebCT. The Media Center provides electronic music reserves, with Quicktime streaming, and duplicates select foreign language audio recordings for classes. The Library purchases and licenses material in support of academic programs and for specific courses (e.g., recordings and films to be shown in classes, ARTstor where digital images can be delivered to classroom and its Offline Image Viewer can be used by faculty to compile image presentations.) The Library may refer faculty and other campus community members to IC or CTE for technical  and instructional design assistance, and in producing  material for use in classroom instruction, course or personal/research web pages, publishing, etc. With the Library’s future Info Commons interaction and consultation with these groups will be important.

 

Campus Sources of Information; Campus Office Roles:

 

• Center for Teaching Excellence (CTE) http://ic.ucsc.edu/CTE/index.html

 

“Supporting UCSC faculty and graduate students in their commitment to excellence in teaching & learning” CTE provides faculty and teaching assistants mid-quarter feedback on teaching, consultation services on course development, course assessment, and tips on teaching. The Center runs the Instructional Improvement Grants program to encourage innovation in undergraduate instruction. (Often these grants are for library materials.) The CTE publishes “Faculty Focus” a quarterly newsletter with articles on teaching and learning, and its website has bibliography on teaching as part of its “Teaching Toolbox.”

 

 

• Instructional Computing (IC) http://ic.ucsc.edu/

 

ITS's Instructional Computing department “provides services that enable and enhance teaching and learning through technology for the UCSC campus. Our services include computing labs designed for use as teaching space, collaborative learning, and for open access; faculty support for use and integration of instructional technology through instructional design, consultation, training, and other pedagogy support; online learning environments such as WebCT, Unix timeshares, and virtual computer labs; and the development and delivery of electronic course materials including websites, web applications, digital video, multimedia, etc.” “Instructional Computing staff are available to help instructors create and maintain websites, web applications, and multimedia; help digitize documents; and provide other course-related technology support.”

 

IC staff provide “small, hands-on workshops for faculty on a wide range of topics designed to quickly enable instructors to use technology to improve their classes. Workshops focus on effective use of technology to achieve highest impact on student learning, and are designed to be accessible to technology novices and experts alike.”

 

The Faculty Instructional Technology Center (FITC) http://ic.ucsc.edu/services/fitc_lab/,  a part of IC,  provides an exclusive faculty computer lab with software, hardware, and staff support to enable the creation and development of multimedia course materials. The FITC lab is available to instructors and their designates (TAs, etc) on a drop-in basis during normal business hours. Online tutorials covering popular lab tasks are accessible from the FITC lab.

 

 

• Media Services http://media.ucsc.edu/services.html

 

Media Services provides assistance in “instructional development” (http://media.ucsc.edu/services/id.html) and “consultation and assistance regarding the production of digital materials for curricular applications. We provide training and development for faculty incorporating the latest multimedia software and equipment including fully-loaded Macintosh and Windows computers. Peripheral equipment includes a flatbed scanner, a high-resolution slide scanner, digital still cameras, a color printer for overhead transparencies and photo quality prints, a high-resolution film recorder for producing 35mm slides from digital media, and a CD-ROM recorder.”

 

 

Grant Information

 

Campus Source of Information: Office of Sponsored Projects (OSP) http://www.ucsc.edu/osp/

 

  “The Office of Sponsored Projects is the central campus unit with the sole delegated authority to submit proposals in the name of The Regents of the University of California. Given this responsibility, the Office acts as the coordination point for information, guidance, and administration relating to extramural support for research, training, and public service projects. This includes submission of proposals to both government and private agencies where research, training, or public service is involved.” The OSP helps researchers locate funding sources, and is the campus contact/manager of the Community of Science (COS) Funding Opportunities database. COS is part of the RefWorksCOS business unit of ProQuest.  Individuals have access to most of the database for free, although some features, like alerts, are only available to individuals at member institutions. 

 

The OSP publishes a sixty-one page Handbook for UCSC Principle Investigators (http://www.ucsc.edu/osp/PI_Handbook_08_07.pdf), last updated August 2007, which is a helpful guide to the process of preparing and submitting grants.

 

The OSP liaisons with the UCSC Office for Management of Intellectual Property, the UC Office of the President’s Office of Technology Transfer, the UCSC Office of Research Compliance Administration, and the Research Administration Office at the UC Office of the President as needed. 

 

Library’s Role:  We purchase a small number of good books in support of grant writing and grant procurement, pull together scattered sources of grant information and highlight the most useful, and make informed referrals to the Office of Sponsored Projects.  The Science & Engineering Library created a Research Grants and Scholarships pathfinder (http://library.ucsc.edu/science/subjects/grants/) that received 218 visits from May-August 26, 2008, which means the page was ranked 169^th out of over 1500 library pages.  It should be noted that half of that web page is about scholarships.

 

The COS Funding Opportunities database is now available from CSA Illumina, a vendor through which the library subscribes to several databases. It is unclear if there would be compelling advantages for campus researchers (such as vastly improved “one-stop shopping”) to moving the campus subscription to the CSA platform, so it is unclear if the library should discuss that option with the Office of Sponsored Projects, given that such a move might incur additional costs to the library.

 

 

Scholarship Information

 

Campus Source of Information: The UCSC Financial Aid Office (http://www2.ucsc.edu/fin-aid/index.shtml) is the campus information source for scholarships. “Each year we assist more than 9,000 students or about 6 out of every 10 undergraduates with scholarships, grants, loans, and part-time employment opportunities. We also assist graduate students with federal student loans.”

 

Library’s Role: We purchase a small number of good books on the topic of scholarships, pull together scattered sources of scholarship information and highlight the most useful, and make informed referrals to the UCSC Financial Aid Office.  See above for information about the S&E Library’s Research Grants and Scholarships web page.  McHenry Library has a “How to Fund Your Education” pathfinder (http://library.ucsc.edu/ref/howto/financialaid.html) which received 68 hits from May-August 26, 2008, which is an overall page rank of 388.

 

Publishing Support

 

Library’s Role: The Library provides access to published materials, and works with publishers to improve and maximize modes of access.  The Library also works with publishers to encourage them to adopt economically sustainable business practices so that the Library can continue to afford to provide high levels of access.  This puts the library in an advocacy role regarding Scholarly Communication.  However, it is sometimes assumed that the library is also itself a publisher, or that we support the production of publications.  Some libraries are publishers (of digital dissertations or technical reports, for example), but to date the UCSC Library does not engage in the production side of publishing.  It may be to our benefit to find ways to clarify this to manage the expectations of our users. Having said that, below are some specific areas that need particular clarification.

 

Support for Author Page Charges and/or Open Access Fees:  

 

Library’s Role: The UC Libraries sometimes negotiate a discount on author page charges or open access fees as part of our consortial licenses with publishers. The largest example of this is the 2008-2010 UC-wide Springer contract that includes an agreement to publish UC-authored articles under an open access model beginning in 2009, without any additional fees beyond our existing journals license.  At the standard Open Choice author fee of $3,000 per article, this represents $4.5 million in author fees UC-wide that will be avoided through the UC Libraries journals license, at no charge to UC authors and no additional charge to UC beyond the journals license fee previously negotiated.  While this is supporting UC authors with the publication side of publishing it was undertaken by the Libraries in support of the library’s goals of maximizing access and advocating sustainable economic publishing models.

 

Campus Role: It is unknown what departmental, divisional, or campus support may exist for author page charges or open access fees at UCSC.  Some research grants do support these fees.

 

National Institutes of Health (NIH) Requirement for Deposit in PubMed Central:

 

“The NIH Public Access Policy ensures that the public has access to the published results of NIH funded research. It requires scientists to submit final peer-reviewed journal manuscripts that arise from NIH funds to the digital archive PubMed Central upon acceptance for publication.  To help advance science and improve human health, the Policy requires that these papers are accessible to the public on PubMed Central no later than 12 months after publication.” – from http://publicaccess.nih.gov/.  This deposit is now required by law. How many UCSC authored articles require deposit each year is unknown.  In FY 2007 UCSC had $18,000,000 in NIH funded activity. This places UCSC seventh out of the ten UC campuses in NIH funding (above Santa Barbara, Riverside and Merced).

 

Library’s Role: Some libraries have taken on the role of assisting their faculty in meeting this deposit requirement. UCSD took on this role, but is now reevaluating whether or not it should continue. At UCSC we have not had any researchers ask us to take on this role, and we heard that Bruce Margon, Vice Chancellor of Research, did not expect the library to take on this role. Many publishers will make this deposit on behalf of their authors. 

 

Campus Role: The Office of Sponsored Projects states that it “Carries out post-award non-financial administrative transactions (e.g., granting and requesting no-cost time extensions) as needed” which might indicate that NIH deposit would be facilitated by the OSP. A phone call to Bill Clark, the Director of the OSP, revealed that the OSP does not handle or facilitate this deposit.

 

University of California Press

 

Library’s Role: The Library has no affiliation with the University of California Press.  Sometimes it is assumed by our users that we are affiliated and staff members receive requests for assistance in getting published by UC Press.  The Library’s role is to make informed referrals to the Press (for example, to the manuscript submission guidelines at http://www.ucpress.edu/press/submission.php).  This is another area where improved expectation management may be helpful.

 

UCSC Dissertations &Theses

 

Responsibility for leading students through how to prepare and submit their dissertations is handled through the Division of Graduate Studies (http://graddiv.ucsc.edu/splash/). Their dissertation and thesis preparation guidelines are available at http://graddiv.ucsc.edu/student_affairs/PDF/Diss_Guidelines2008.rev1.pdf. The Library archives one paper copy, this may change should the graduate division go to full electronic submission and deposit into the DPR.  Current Library practice is documented on this web page:  http://library.ucsc.edu/speccoll/dissertations.html.