This Circular invites HE institutions to bid to undertake pilot projects designed to explore issues of linking their digital library systems and resources to virtual learning environments VLE).

Circular 7/02: Linking Digital Libraries with Virtual Learning Environments

1 July 2002

Linking Digital Libraries with Virtual Learning Environments

To:
Heads of Higher Education Institutions funded by the English, Scottish and Welsh HEFCs and by DEL, Northern Ireland

Hard Copies: Directors of Information Services

Email Copies:
JISC Committee Members
JISC Executive
JISC Regional Support Centres
JISC Announce

Summary

  1. This Circular invites HE institutions to bid to undertake pilot projects designed to explore issues of linking their digital library systems and resources to virtual learning environments (VLE). Some projects will consider technical issues whilst others are expected to consider the cultural and organisational issues of VLE - digital library linkage. Some projects are also expected to produce models and guidelines of best practice that can be used by other institutions.
  2. The call is open to institutions in UK Higher Education only as the funding is provided to HE through the Governments Comprehensive Spending Review. Projects will be funded for up to 10 months, to 31 July 2003.
  3. Further information about the scope of the call is contained in paragraph 19 below. Institutions have a period of six weeks to respond. The deadline for full proposals is 12 noon on Tuesday 20th August 2002. Paragraphs 40-46 provide further details of the bidding process.

Background

  1. The JISC funds a number of projects and programmes to develop a national infrastructure for access to digital library resources in the UK. In particular, in collaboration with other stakeholders, the JISC is taking forward the development of a UK national union catalogue. The JISC is also taking forward the results of the Elib programme, most notably Phase 3, which looked at hybrid libraries and related areas.
  2. As part of developing the Information Environment the JISC has recently set in place the X4L and FAIR programmes. Both of these programmes are looking at the disclosure, and sharing of institutionally managed resources (digital library and other content). X4L in particular is looking at the re-purposing of learning content, its delivery nationally, and its embedding in local VLEs.
  3. In September 1999 the JISC also funded a number of projects looking specifically at making "digital library" services and resources more hospitable for learning and teaching as opposed to research. Of particular note in this context are:
    • ANGEL (ANGEL's work has been to research and design, produce software, implement, test and study-in-use a web-based Authenticated Networked Guided Environment for Learning with interfaces for all users, integrating user access across hybrid library and directed learning information resources);
    • ICONEX (This project is assessing the problems associated with the use of interactive content. It will undertake investigation into the key issues surrounding the identification, description, location, use and integration of interactive content. It will establish a repository of interactive learning content, accompanied by metadata to enable retrieval and API documentation to facilitate incorporation into learning systems); and
    • INHALE (This project will develop portable interactive learning materials in nursing and health, which exploit the information environment and can be used within virtual learning environments. The key outcomes will be the creation of a transferable model which is replicable across other subject areas and learning environments. The project will consider accessibility issues and the skills levels of academic staff and students).
  4. As part of this programme, in March 2001 the JISC invited proposals under a call entitled: Linking Virtual Learning Environments and Digital Libraries: A Critical Analysis of the Issues. The Investigating Portals for Information Resources And Learning (INSPIRAL) project based at the University of Strathclyde, was funded to carry out this work between March and October 2001, in order to inform the next round of funding. The project report present the results of a literature review and consultation with a wide range of stakeholders including learners and a wide range of staff across HE and FE institutions, government departments and bodies and commercial organisations. The report produced a vision for an ideal fully integrated online learning environment which included seamless, one-stop access, all library functions online, individualisation for the learner, flexibility for the teacher, universal accessibility and ease of use.
  5. The INSPIRAL report also recommended that JISC should link its learning & teaching, MLE/VLE development, and information resource strands to fund development projects in the area of integration of online learning and library resources and services. These projects should encourage collaboration across institutional services and be linked to institutional strategic development. Projects should build on developments that are already achieving innovative practice to make them scaleable and/or reusable, and be seeking to develop the vision for a fully integrated online learning environment outlined in the report.
  6. The development of VLEs in institutions has been supported by a series of programmes and activities in the area of Managed Learning Environment (MLE) development. The main focus has been the linking of systems to support learning and teaching within the MLE, specifically through the development of joined-up systems to support learning and teaching in the 7/99 Building MLEs in HE programme and the MLE Interoperability Pilots in English Further Education. The MLE Interoperability pilots in FE (Scotland, Wales & Northern Ireland) programme has also invited for projects to look at linking VLEs and digital library systems.
  7. The above activity has also highlighted the importance of cultural and organisational issues in creating joined-up systems. Issues such as support of senior managers, working with inclusive cross institutional teams, staff and educational development, training and support for staff and students, etc. It will therefore not be sufficient to fund projects that focus purely on implementation. There is a requirement to explore the wider issues related to linking VLEs and digital libraries and to seek to produce generic models and guidelines.
  8. Against this background the JISC, through its Committees for the Information Environment (JCIE) and for Learning and Teaching (JCLT), intends to fund a number of proposals to
    • explore the issues of linking VLEs with local institutional digital library resources and services;
    • implement curriculum focussed pilots, based upon units of learning, linking VLEs to digital library systems;
    • provide models and guidelines for other institutions about the cultural and organisational issues related to joining up these systems in an institution.

    The funded projects will consist of short practical explorations, implementation pilots or focussed studies. The aim of which will be to provide generic outputs which will be of benefit to the wider community and assist the JISC to identify areas for further development.

    Definitions and Scope of the Call

    1. The term Virtual Learning Environment (VLE) refers to the component(s) within a Managed Learning Environment that provides the "online" interactions of various kinds which can take place between learners, learner to learner and with tutors, including online learning. This may be a software component provided by a commercial vendor, developed within an institution or integrated into a student learning environment or portal.
    2. A Digital Library may be defined as an organised collection of digital resources accessible by means of an electronic catalogue or other form of finding aid. It will probably include conventional library catalogues such as the OPAC as well as newer resources such as e-journals, records from special and archival collections and multimedia resources. A Digital Library system is the software environment that underpins the library catalogue and other resources. The system may be wholly or partly accessible via an Intranet or the Internet. It may often integrate access to virtual versions of library services, such as reservations, registration and reference enquiries offered, particularly to distance learners. The term Digital Library resource refers to a resource, that is associated with, or part of, a digital library. The linking to local digital library systems is defined as systems which are available within the local institution.
    3. Many HEIs now support a VLE product that is used to support curriculum needs for the online delivery of learning resources. HEIs also offer a range of digital library systems that also support the learning and teaching process. These two areas of activity have developed separately in many institutions, a situation that is not helpful for learners, teaching or support staff. Through this programme, JISC would like to consider some of the technical and other issues that affect the integration of VLE and Digital Library systems.
    4. The emphasis is on implementing links between existing systems in an institution, although this may involve the development of some tools or interfaces, projects will not be funded to develop products or new content or purchase new systems. JISC does however welcome innovative solutions to technical problems in this area.
    5. Proposals are invited for projects that address one or more of the following themes:

      Theme A. Practical Exploration of Linking Digital Libraries and VLEs

      Projects working in this theme will be expected to explore the practical issues of linking VLEs with local institutional digital library resources and services.

      This should involve the practical exploration of issues around linking systems. Projects will be expected to carry out a practical pilot, implementing open standards, protocols and emerging specifications, which explores technical issues. Projects should consider issues such as scalability, re-usability, standards and administrative systems. We envisage that these projects will be developing new innovative solutions in areas which will have a wide benefit for the JISC community.

      Examples could include:

      • Content interoperability between learning environments with links in context to digital library systems;
      • Searching and sharing learning content between VLEs and digital library systems/learning content repositories, exploring the different meta-data descriptions used between different systems and seeking a generic solution with vendors;
      • Seamless one-stop user access, using single sign-on, integrating VLEs and a wide range of digital library resources and services;
      • Developing an existing example of linked systems to make it platform independent and demonstrating this in multiple systems and/or institutions.

      Projects will be expected to produce a report that will concentrate technical issues, open standards, emerging specifications and proposed solutions.

      Projects under Theme A must involve the practical exploration of issues related to linking systems. Theoretical research based studies or feasibility studies will not be funded. Expected outputs will include:

      • Demonstrable working system implemented in a working institutional environment e.g. supporting several modules in a course. This may be a small pilot, but it must address issues of scalability within an institution and transferability between institutions and products (i.e. not proprietary solutions);
      • A detailed description of the technological approach taken, implications for the development of specifications and standards and arising issues.

      Theme B. Learning and Teaching Implementation Pilots

      Projects working in this theme will be expected to implement curriculum focussed pilots, based upon units of learning, linking VLEs to digital library systems.

      This should involve the implementation of pilots which link between systems using the context of a range of units of learning. Projects should consider the impact on staff and students involved, scalability to other courses, different media such as text, images and video. Projects will be expected to investigate the impact on staff and students. We envisage that these projects will mostly be building on existing solutions, extending their application to a wider area that will produce generic outcomes which will have a wide benefit for the JISC community.

      Examples could include:

      • Integration of VLE and Digital Library use into teaching practice;
      • Dynamic and/or automated generation of links to local library resources, such as e-Journals, exam papers, library catalogue, within a range of different modules in a VLE;
      • Integration between the business processes of the learning and library administration systems to the benefit of the students and staff, for example refinement of the reading list collections and submission processes;
      • Case studies of joint course development between library and teaching staff that is supported by a VLE and Digital Library;
      • Scaling an existing and working example of linking systems within an institution.

      Projects under Theme B must implement the linking of local digital libraries and virtual learning environments through the implementation pilots based upon units of learning (i.e. modules, courses) i.e. it should involve students and a course tutor/lecturer. It should involve contextualised linking between a course in a VLE and a set of library resources for example establishing an automated link between modules and a resource bank of past exam papers, automated integration of reading list in a VLE to the library catalogue system or e-Journals, CD-Rom resources etc. Expected outputs will include:

      • Working examples of a range of units of learning which have used links between a range of digital library resources and services. This must include evaluation of the outcomes at a pedagogical as well as technical level;
      • A detailed overview of the approach taken, pedagogical and organisational issues arising and guidelines for other institutions.

      Theme C. Evaluation and Review

      Due to the short timescale and the requirements of the programme, JISC would like to fund projects to undertake formative studies across the other projects, collating and synthesising the outputs from the projects and producing generic lessons, issues and case examples.

      Projects working in this theme will be expected to:

      • review current developments and practice in the wider community;
      • collect and synthesise data about technical, pedagogical and cultural/organisational issues from the other projects;
      • produce reports which summarise the approaches taken and the lessons learned;
      • develop models and guidelines for other institutions about the cultural and organisational issues related to joining up these systems in an institution.

      The study areas identified at this stage are:

      • technical issues;
      • pedagogical issues;
      • cultural and organisation issues.

      Bidders may submit proposals to undertake a study in one of more of these areas in Theme C. It is envisaged that one or two projects will be funded under this theme to a total of around £50,000.

      Partnership and Project Outputs (Evaluation and Dissemination)

      1. The JISC will oversee and monitor the progress of funded projects. This will include recognition that in groundbreaking work there may be failures as well as successes, but that all such experience can provide valuable information for the community. It is also recognised that aims and objectives as well as the technological context can change, and that individual project objectives may need to be renegotiated over time.
      2. The JISC will undertake evaluation in partnership with the projects, which will be required to co-operate with the programme evaluation and the project(s) funded under Theme C. Each project will need to build in evaluation activity in its project planning to collect necessary data throughout the project.
      3. The JISC will draw up a dissemination strategy in partnership with the projects and other JISC initiatives. However projects will be expected to engage in project-specific dissemination to the HE and FE sectors as appropriate (see paragraphs 33-35 below on Public Relations).
      4. The JISC will expect outcomes and deliverables to be produced and delivered within the lifetime of the project. The nature of the project outputs will be expected to:
        • provide a lasting benefit to the community;
        • have a scale and nature concomitant with the level of funding provided;
        • contribute to achieving the JISC's strategic aims.

        Evaluation Criteria for Proposals

        1. Proposals will be evaluated according to the following criteria:

          Quality of proposal and work plan - the extent to which the proposal addresses the issues and demands outlined in the call, and shows innovation as appropriate; the quality of the proposal will be assessed on the basis of the deliverables identified and the evidence provided of how these will be achieved (30%)

          Impact - the extent to which the project outcomes will be of overall value to the JISC community; included in the assessment under this criterion will be the need for sustainability of the work at the end of the project funding period (30%)

          Partnership and dissemination - the degree to which the proposal demonstrates an openness and willingness to work in partnership with JISC in forward planning, dissemination and evaluation, and the potential for extended partnership beyond the funding period (10%)

          Value for money - the value of the expected project outcomes vis-à-vis the level of funding requested, taking into account the level of innovation, chance of success and relevance to the target communities (15%)

          Previous experience of the project team - evidence of the project team's understanding of the technical and/or management issues involved, and of its ability to manage and deliver a successful project, for example through work done to date in the area or in related fields (15%)

        2. The INSPIRAL report recommended that the following key areas should be addressed by proposals:

          • Evidence of strong, cohesive institutional support for learning technology developments, educational development and staff development.
          • Evidence of co-operation and collaboration between libraries, academic departments, educational and staff development support units, and C&IT support services.
          • Evidence that staff development for all staff will be integral to the development of a fully-integrated MLE.
          • Evidence that user support and training in both basic C&IT skills, and in information literacy, will also be integral to the project.
          • Evidence that learner-focused evaluation of the pedagogical success of online learning developments will be carried out.

          These criteria will be considered as part of the evaluation under the quality of the proposal and the previous experience of the project team and institutions involved.

          Accessibility Issues

          1. In keeping with the requirements of the Disability Discrimination Act and Human Rights legislation, and the wider access policies of the Funding Councils, it is expected that software and IT resources in institutions should be accessible to staff and students with disabilities. Proposals should, where appropriate, take account of accessibility issues.
          2. Advice and recommendations for ensuring that IT based systems, tools and resources are accessible by all staff and students can be found in the resource section of the Technology for Disabilities Service (TechDis). Further advice and consultancy is available from the TechDis Centre itself.

          Public Relations

          1. The JISC will provide help and guidance to all funded projects regarding publicity, dissemination and evaluation activities.
          2. The JISC endeavours to ensure that a coherent message is given to the community covering the breadth and depth of its activities. Projects will be expected to follow the JISC PR strategy and guidelines. These include advice on developing publicity materials and producing press releases, and will be issued to funded projects.
          3. Projects will be expected to establish and maintain a web site for the dissemination of information about the project (the size and scale of which will of course be dependent on, and appropriate to, the level of resourcing of a given project).

          Bidding - Eligibility and Level of Support Available

          1. Consortia, single institutions, departments and individuals from HE institutions funded by the UK funding bodies are eligible to submit proposals. Proposals are welcomed from consortia working in partnership with FE institutions.
          2. Consortium partners external to HE/FE are welcome, but the lead partner must be an HE institution funded by the UK funding bodies. Budgets for partners outside the HE community cannot be met directly by the JISC.
          3. Funded project activities must be completed by 31 July 2003. A final project report will be required to be submitted by this date or shortly thereafter.
          4. The amount of funding allocated to each project is likely to be in the range £50,000 - £100,000. All projects are encouraged to start as soon as possible from 1st October 2002. Funds available will not cover institutional overheads. Where possible, institutions are invited to make contributions to the work.

          Bidding Process

          1. The content of the bids should reflect the evaluation criteria set out in paragraphs 27-30 above. To assist in the assessment of all proposals against a common baseline, all proposals should be structured as follows:
            1. Introduction - A brief outline of the nature of the work to be undertaken, the proposed start date and length (must be completed by July 2003) and a summary of which themes (see paragraph 19) of the call are being addressed by the project.
            2. Project description - A description of the intended project plan, timetable and deliverables, and an explanation of how the detailed project outcomes will be of value to the JISC community. The deliverables should include models or guidelines which will be of value to over institutions.
            3. Budget - A summary of the proposed budget which in broad outline identifies how funds will be spent over the life of the project, staff costs, equipment and consumables, travel and subsistence (if applicable), dissemination, evaluation and other costs should be itemised and an indication of any institutional contributions (e.g. overheads, equipment, staff time) should also be provided.
            4. Capabilities - A summary of evidence demonstrating ability to undertake the project, for example brief statements of the institutions and project teams experience and achievements relevant to the proposed project.
            5. Key personnel - Names and brief career details of staff expected to contribute to the project, including qualifications and experience in the area of work proposed and evidence of any projects of similar nature successfully completed.
          2. Proposals are limited to a maximum of 10 A4 sheets, plus cover sheet (see Appendix A to this Circular) and appendices, together with a letter of support from an authorised senior manager at the institution - in the case of consortium proposals, one from each member institution and product vendors. Appendices should only be used to provide supporting information. The proposal structure outlined above should be contained within the 10 A4 sheets. Only the first 10 pages of the main body of the proposal will be used to evaluate submissions. Bidders are therefore advised not to exceed this 10 page limit.
          3. Hard copies of the cover sheet, project proposal, any appendices and letter(s) of support should be sent to:
            Nike Holmes
            JISC Executive
            Northavon House
            Coldharbour Lane
            Bristol, BS16 1QD

          4. An electronic copy of ALL the proposal documentation (cover sheet, project proposal, any appendices and letter(s) of support) should also be sent to Nike Holmes. The title of the email should indicate the host institution submitting the proposal and the title of the project.
          5. Both hard copy and emailed proposals must be received by 12 noon on Tuesday 20th August 2002. Faxed or late proposals will not be accepted.
          6. The JISC will consider these proposals and endeavour to notify bidders of the outcome of the review process by the end of September 2002.
          7. JISC will expect to work with the selected projects to agree the work plan and to ensure that the project budget is appropriate and suitably profiled. It may be necessary to negotiate some aspects of the project objectives and content with the project teams in the interest of maximising the expected benefits of the programme as a whole.

          Further Information

          1. Technical enquiries about the programme should be sent to:
            Paul Bailey
            Programme Manager, JISC Development Team
            University of Bristol, Bristol, BS8 1UD
            Tel: 0117 954 6849
            Mobile: 07789 721150
            Email: Paul.Bailey@bristol.ac.uk

          2. General enquiries about the proposal submission process should be sent to:
            Alice Colban
            Policy and Corporate Services, JISC Executive
            Northavon House, Coldharbour Lane, Bristol, BS16 1QD
            Tel: 0117 931 7257
            Email: A.Colban@jisc.ac.uk

          Appendix A

          Cover sheet for proposals

          (NB: All sections must be completed)

          JISC Circular 7/02: Linking Digital Libraries with Virtual Learning Environments

          Name of lead institution/organisation

          List project partners including product vendors (if none, please enter none)

           

           

          Name of proposed project

          Full contact details for primary contact

          Name:
          Position:
          Email:
          Address:

           

          Tel:
          Fax:

          Programme theme(s) of proposal (Please indicate the programme area using the categorisation A) - C) in paragraph 19 of the Circular)

          Length of project (in months)

          Project start date (earliest start is 1st October 2002)

          Project end date (latest end is 31st July 2003)

          Total cost to the JISC over life of project

          Outline project description

           

           

           

           

           

           

          Names and contact details of any additional contacts

           

           

           

           

        3. Notwithstanding the weightings of the evaluation criteria, proposals that fail badly on any one criterion may be rejected, and proposals showing exceptional strength in one or more areas with serious weaknesses in others may be funded. In making awards under this call the JISC will take into account the need for an appropriate, varied and affordable portfolio of projects and partners. It is not, therefore, necessarily the case that the projects with the highest raw scores will be those funded in all instances.
        4. The available funds and the timescale for this call are both limited and at the final stage of selection evaluators will be looking for a range of solutions and outcomes across the programme to maximise the scope of these projects.
        5. Projects will be expected to follow the normal JISC project management guidelines. These include IPR and copyright guidance, adherence to good project management practices, regular reporting and participation of projects in steering committees. A Programme Manager based in the JISC Development Team will provide management support to projects. Project management guidelines are currently under review but an up-to-date copy will be issued to funded projects.
        6. The JISC does not seek to retain IPR in the project deliverables created as part of its programmes. However funding is made available on the condition that project outputs are made available, free at the point of use, to the UK HE and FE community in perpetuity, and that these may be disseminated widely in partnership with the JISC.
        7. It is intended that the deliverables created as part of this programme will, as appropriate, be deployed by the JISC as part of a long-term strategy for providing access to community resources and where this is possible arrangements for archiving of deliverables will be set in place. However, projects will also be encouraged to set in place mechanisms to ensure the continued availability and currency of deliverables after funding has ended. The JISC will not be able to commit to the long term delivery or maintenance of project outputs after the end of the programme, though guidance will be given about opportunities for continuation funding and embedding within institutions.
        8. Proposals are invited from HE institutions funded via the UK funding bodies. These may be from single institutions or consortia. Proposals are welcomed from consortia working in partnership with FE institutions. Partnership arrangements may be developed outside the sector, though the lead body must be part of the HE community and funds only used to support work in HE institutions.
        9. The past experience of funded projects working in partnership with vendors of VLEs and digital library systems, particularly in the development of IMS Specifications, has been extremely positive. Projects would therefore be strongly encouraged to work in partnership with learning systems vendors and digital library system vendors to explore the joining up of systems but working towards platform independent solutions.
        10. Technical interoperability between systems is currently seen as the most effective way of enabling effective and efficient sharing of information between systems in a learning environment. All work carried out under the JISC programmes seek to encourage the use of existing and emerging standards for interoperability and developing platform independent solutions. To obtain platform independent solutions for the linking of systems projects will need to consider the protocols and standards that enable systems to interoperate. Further information regarding IMS can be found at CETIS or IMS Global. 
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Summary
Submission Deadline
20 August 2002 12:00
Funding
See full circular