1. 1 Planning And Electronic Records Issues For Electronically Enhanced Courses Jeremy Rowe Nancy Tribbensee jeremy.rowe@asu.edu nancy.tribbensee@asu.edu

2. 2 Knowing what NOT to do is often the most important planning skill. Poor planning undermines the energy and resources needed to implement change and improve quality.

3. 3 Influences Differences between self-contained classrooms and technology enhanced courses Competition with publishers and producers Changing policy environment Technology assisted Education as change agent Competition for resources

4. 4 The Changing Environment (1 of 2) Blurring roles of creator and user Increasing use of resources to design, develop, and distribute Increasing awareness of Internet markets On-line education and Digital Libraries initiatives Changing nature of the traditional, self-contained classroom

5. 5 The Changing Environment (2 of 2) Potential size of the audience Increasing overlap between education and training Unique nature of the transmission media Digital Millennium Copyright Act Distance Education Report to Copyright Office (http://www.iupui.edu/~copyinfo)

6. 6 Project Planning Issues Identify Content (need, market, etc.) Instructional Design Ownership/Permissions Course Management Information Technology - Operations Archive/Records Management

7. 7 Instructional Design Issues Goals Objectives Audience Media selection/design Treatment Content development Evaluation/Assessment

8. 8 Key Ownership Questions Who owns multimedia materials, the faculty or the institution? Who controls the content? Can instructors take the materials with them if they change jobs? Who gets credit for team-produced products? How are revenues shared?

9. 9 Copyright and Intellectual Property Resource Site Office of General Counsel University of Texas System Georgia Harper http://www.utsystem.edu/ogc/intellectualproperty

10. 10 Rights of the Copyright Holder Copy or reproduce Prepare derivative works Distribute or market copies Public performance Public display

11. 11 Ownership Issues Component materials Materials produced –Faculty –Production team –Students

12. 12 Permissions Component materials Materials produced –Faculty –Production team –Students

13. 13 Merging Expectations Address early in process Refresh communication at transition points Licensing vs. Ownership Create opportunities for mutual learning

14. 14 Resources to Address Ongoing assignments Release time from current assignments for faculty or other employees Sabbatical funding Institutional (internal) special funding Use of institutional resources (staff, computing, etc.) External, non-institutional funding

15. 15 Finding Courses and Resources Metadata - Data about data Power of cataloging and description Reliable search results require standard vocabulary Need to identify format and technical information, as well as content Critical role for sharing resources - Digital Libraries, educational consortia, etc.

16. 16 Course Management Faculty,staff, and student development Student interaction and assistance –Moderation –Help desk Grading Content revision Identifying costs Evaluation and assessment

17. 17 Information Technology Operations Security Privacy Software standards - Proprietary design/commercial Organization of files and resources Disaster recovery and back-up

18. 18 Security System level Server level –administrative access Courseware Files

19. 19 Privacy User identification Chat/discussion groups Grades/records

20. 20 Software standards Reliability Control Maintenance Change management Migration Archiving

21. 21 Organizing Resources Distributed files Reliability Version control Back-up and archiving

22. 22 Accommodating Existing Policies Grade books Course records Replicability for grievance and appeal

23. 23 Archive and Records Management Issues Data vs. records Standards Documentation Storage Migration

24. 24 Data vs. Records Data is information Records are information with context

25. 25 Records Standards Definitions - What to retain Data description Format Media Management

26. 26 Documentation Need for standard descriptors (i.e. MARC, Dublin Core, etc. ) Content Operating system Software version File format Date History

27. 27 Storage Format –Hardware –Software –File Non-proprietary Uncompressed –Media Conditions Management

28. 28 Migration Storage –Media –Format –Conditions Technical –Hardware –Software –File format/version Preservation Management

29. 29 END