1. A centre of expertise in digital information managementwww.ukoln.ac.uk Using Networked Technologies To Support Conferences Brian Kelly UK Web Focus UKOLN University of Bath BATH, UK Email B.Kelly@ukoln.ac.uk URL http://www.ukoln.ac.uk/ UKOLN is supported by: Co-authors: Emma Tonkin, UKOLN Paul Shabajee, ILRT Abstract This paper: Describes experiences in using networked applications to support an event Provides a framework for exploiting such technologies Abstract This paper: Describes experiences in using networked applications to support an event Provides a framework for exploiting such technologies

2. A centre of expertise in digital information managementwww.ukoln.ac.uk 2 Contents Introduction UKOLN/UCISA WLF Case Study: “Beyond Email: Strategies for Collaborative Working and Learning in the 21st Century” Exploiting the WiFi Network Instant messaging, Wikis, Blogs, VoIP, … A Framework for Deployment: Technology-Driven Or User-Driven? The Need For An AUP Conclusions Questions Introduction Feel free to make use of networked technologies during this talk provided distractions to others is minimised.

3. A centre of expertise in digital information managementwww.ukoln.ac.uk 3 Background The current environment: Web-enabled everything (teaching & learning; research; social; …) The Martini environment – learning anytime, anyplace, anywhere Student-driven environment Potential for exploitation to enhance teaching & learning and research The challenges: Disruptive technologies Student-driven usage We’ll have to ban it! Background

4. A centre of expertise in digital information managementwww.ukoln.ac.uk 4 Related Work WWW 2003 (Budapest, May 2003 WiFi network available (after W3C meeting) IM (IRC) used by W3C staff and others for minute-taking, technical support, etc. “Real-time peer reviewing” expression coined Colston Symposium, Bristol: Research symposium Building on WWW 2003 experiences Blogs used for note-taking Public display of IRC chat (mixed feedback!) Podcasting at IWMW 2005 event: To be held at Manchester on 6-8 July 2005 Podcasts available prior to event Podcasts of talks planned Background

5. A centre of expertise in digital information managementwww.ukoln.ac.uk 5 UKOLN/UCISA Case Study Background: IT Services have need to consider such experiments and plan for wider deployment UCISA (WLF) and UKOLN collaboration Joint workshop on "Beyond Email: Strategies for Collaborative Working and Learning in the 21st Century" held in Leeds in Nov 2004 80+ delegates Unexpected bonus – WiFi network available:  We encouraged use of the network  We recommended several applications  We encouraged testing prior to event  We kept record of discussions UKOLN/UCISA WLF Case Study

6. A centre of expertise in digital information managementwww.ukoln.ac.uk 6 Application Environment (1) Wikalong: Wiki software (Web- based collaborative authoring) Software to annotate Web pages Used in discussion groups & during presentations Jabber Instant Messaging: Various clients including GAIM and clients for Mac & PocketPC Used for general discussion UKOLN/UCISA WLF Case Study

7. A centre of expertise in digital information managementwww.ukoln.ac.uk 7 Application Environment (2) Skype: Popular VoIP (Internet telephony) application Used to allow remote user to listen to opening talk Advantages: Accessibility benefits: enables delegates who can't attend to participate Disadvantages: Will people attend? Possible loss of income Spin-doctored talks? UKOLN/UCISA WLF Case Study

8. A centre of expertise in digital information managementwww.ukoln.ac.uk 8 Additional Requirements Firewall: No firewall at venue, so apps should work But delegates PCs may be vulnerable Notification of potential dangers provided, and responsibilities defined Design of PowerPoint slides: Designed to allow users to follow links Provided accessibility benefits (increase font size, change colours, …) UKOLN/UCISA WLF Case Study

9. A centre of expertise in digital information managementwww.ukoln.ac.uk 9 Reflections Some reflections Time for learning: Users benefited from using applications prior to event Preservation Of Discussions:  Wiki better than flip chart, but dangers of information being lost  Blogs can disappear – one did URIs: Used for annotation – so if URI changes or ambiguous, annotations can disappear Technical/Admin Problems: e.g. PocketPCs, IDs Alternative Applications:  Users could chose own Jabber client  Could have made use of a VLE, … But: Lack of equality: delegates with no laptop Personal preferences: learning styles, … A Deployment Framework

10. A centre of expertise in digital information managementwww.ukoln.ac.uk 10 Why Are We Doing This? Dangers of technology-driven approaches Enthusiasts don’t necessary consider potential barriers or only think about technical issues Need to address: Purpose of networked service: why are we doing this? Users' concerns: distraction; disruption; intrusion; legal issues; misuse; … Technical issues: preferred application; support; security; performance; preservation; … There is a need for a framework in order to address such issues in a consistent manner A Deployment Framework

11. A centre of expertise in digital information managementwww.ukoln.ac.uk 11 Why? Why are we providing and exploiting networked applications in lectures? It's available  It's exciting! I can write a paper & go to Manchester Or: It can empower the student It can democratise lecturers It can help move from 'the sage on the stage' to 'the guide on the side' It can encourage peer support It can enhance accessibility It can enhance feedback There is a need to be clear of the purpose

12. A centre of expertise in digital information managementwww.ukoln.ac.uk 12 Users' Concerns Issues to be addressed: Disruption and Distraction:  Will usage be disruptive to users? Distraction:  Will the need to think about the technologies hinder the learning of the content? Equality:  Will this exacerbate inequality?  Could end user use degrade speaker's use?

13. A centre of expertise in digital information managementwww.ukoln.ac.uk 13 Technical Issues Issues to be addressed: Bandwidth:  Is sufficient bandwidth available?  Could end user use degrade speaker's use? Performance:  Will application run effectively on typical PCs? ("Just wait, soon be ready, … don't leave!")  Will they scale to shared usage? Scaling:  It worked with 5 users; will it work with 50? Security & Administration:  How do you avoid dangers of the Internet world?  How do you manage the user IDs & passwords?

14. A centre of expertise in digital information managementwww.ukoln.ac.uk 14 Management Issues Issues to be addressed: Administration  How will user accounts be managed? Charging (cf LIN)  What charging model will be used:  Free  Connection time  Session charge  All delegates  Connected users  …  Will refunds be provided if problems occur?  Is UKERNA's LIN work relevant? Expectations & Problem Management  Should we encourage take-up?  Should we highlight difficulties?  …

15. A centre of expertise in digital information managementwww.ukoln.ac.uk 15 Acceptable Use Policy (AUP) Advisable to have an AUP (but also need for AUPP!) AUP developed for UCISA/UKOLN workshop A Deployment Framework Principle Use of networked technologies encouraged, provided distraction to others is minimised Legal issues Organisers not responsible for physical and online security Procedures Organisers/chairs will give advice Support Advice on recommended applications provided Testing of applications took place prior to event Briefing sheets on applications provided Principle Use of networked technologies encouraged, provided distraction to others is minimised Legal issues Organisers not responsible for physical and online security Procedures Organisers/chairs will give advice Support Advice on recommended applications provided Testing of applications took place prior to event Briefing sheets on applications provided

16. A centre of expertise in digital information managementwww.ukoln.ac.uk 16 Conclusions To conclude: We're putting WiFi networks in lecture theatres Provides an opportunity to enhance learning Enthusiasts will use networks in any case But possible dangers Need to manage usage Need to experiment Need to share experiences

17. A centre of expertise in digital information managementwww.ukoln.ac.uk 17 Questions Any questions?