Learning Commons:Chapman Learning Commons/Project Work Proposal

From UBC Wiki

In addition to your shifts at the CLC Help Desk, you are responsible for "Project Work" throughout the course of each term. Project work supports the mission of the Chapman Learning Commons, our patrons, website, and team. You will work on large projects as part of a team, and on smaller projects individually.

Down time on the desk should be used for project work. Some folks may have 1-2 unscheduled hours to work on project work (potentially); Project work hours completed when you are not on the desk can be recorded in your payroll (e.g. if you have 8 hours on the desk, you will have 1 hour each week to complete project work).You cannot report these as extra hours if you are already on the desk.

Project Work Step By Step

Step 1: Review the table below

New to Project Work?

Start Here:

Project 1 - Blog Post:

Project 2 - Reels:

Signing Up: Take a look at the different project work types at the bottom of the Project Work Sign Up Sheet- spreadsheet (the tabs), and sign up for any that you're interested in!
Some projects might be highlighted as priority, due to the seasonality or urgent need for the project's completion. Help out when you can!
Blog posts should be written by one person, other types of projects may require collaboration.
Proposals: If you do not see a project you would like to do reflected on the sign up sheet, jump down to the Project Work Proposal tab below to propose a project you would like to do. The Project Proposal form can be found here (make a copy to start editing). Once your proposal has been accepted move on to the next steps below.
Blog posts require a one-paragraph email proposal, summarizing your topic and purpose. More complex projects require you to submit a proposal.
See the CLCA blog for more information on project proposal guidelines.
Resources: Take a look at the templates, advice, and other resources on the CLCA blog under "Project Work".
New Projects: If you don't see anything you like here, ask the team (including the staff and web team) if anyone needs an extra hand.
Sometimes a new project will be mentioned during a meeting and not reflected here!

Step 2: Email staff right away to confirm the project work you have signed up for. Please include a short description of your plan (a few sentences) for your project and a timeline estimation.

Step 3: Before starting to work on the project, review:

  1. Project work requirements for your type of project
    • Review Learning Commons Writing Guidelines and "Images, Photography and Image Attribution" below for any project that involves text or images (hint: they all do). We have to take copyright very seriously, so make sure you review carefully!
  2. Deliverables (below)
  3. Web Team Collaboration (below)
  4. Templates and Checklists (below)
    • Ensure you are planning your project timeline- example Gantt Chart in 'Templates' section.

Project Work Proposal

Step 1: Fill out the Project Work Proposal Form.

Make a copy of the Google Doc to start filling out the project proposal template (File > Make a Copy).

When writing your proposal, keep the following points in mind:

  • What already exists that could be streamlined, improved, updated, or built upon?
  • What doesn't exist that would be beneficial to students and community members at UBC?
  • What is your timeline? When will will you have a 1st draft? 2nd draft? (we give feedback fast, but generally the process can take up to a week or two for edits)
  • Check out the UBC Student Needs Timeline (also linked at the bottom of this page). When will your project be complete and how does this line up with the student needs timeline?
  • Remember to keep the scope of your idea manageable within your time frame!

Step 2: Send your completed form to Emma and Lisa.

We will debrief together and provide feedback. Do NOT start on your project before it is approved.

Images, Photography and Image Attribution

Taking Photographs

For those taking photographs as a part of their project work, review the resource sheet before getting started. Download it here.

For guidance on making resources with photographs, such as graphics and blog posts, please review the rest of this section.

Image Attribution Guidelines

  • When using an image (photo etc) that you did not create in your project work, it is important to write a correct attribution to credit the original creator of the image.
  • Some citation free-sources we can use for images are:
  • Some citation-required Creative Commons images can be found at:
    • Unsplash (You will need to share the photographer, source website, and license information)
    • Pixabay (Their images are Pixabay License, meaning no attribution is required, but as these are not owned by UBC we cite the source website in an end-credit slide).
    • You can review our toolkit on Using Creative Commons Media for how to properly cite CC images.
  • Be careful!
    • We cannot use any images with people in them without their written consent forms. Please ask staff for the form if needed.
    • Some CLC media (like the blog post slideshows) use very specific dimensions. Check this guide or ask a web team member for specifics before taking pictures to avoid issues.
    • When sending the web team your chosen image, attach the image OR provide the link for where you found it. This allows us to double check your attribution prior to publication.

GenAI / ChatGPT Use in Project Work

AI vs. GenAI

  • AI tools such as Hemingway and Grammarly are encouraged for grammar, readability, etc. These tools don’t generate content; rather, they are a tool for editing that can be used prior to peer review and feedback from staff.
    • If you don’t use these tools, we expect you to use spell check and very carefully proofread your project, including asking a fellow CLCA to peer review.
  • GenerativeAI generates content (text, images, audio, video, and more) based on prompts. It is trained from massive data sets scraped from the internet.  
    • Some tools: ChatGPT, Bing AI, Gamma, Dalle2

Using GenAI for Project Work:

The Chapman Learning Commons is student led, meaning your individual voice matters (see the Learning Commons Writing Guidelines).

  • What not to do: Enter your blog post idea word-for-word into ChatGPT (or a similar tool) and copy the text directly with light edits, without citing or crediting the AI tool. This undermines the goal of project work, which is to showcase original student voices and experiences.
  • We understand that GenAI tools are increasingly becoming part of a university student’s toolkit.

How can we ethically and responsibly incorporate GenAI into project work? Below are some examples of acceptable uses for GenAI tools in project work.

  • GenAI as a brainstorming tool:
    • Looking for a fun snappy title for your blog post? Ask ChatGPT to “act as if you are an undergraduate student writing a blog post for university students about [tips for focusing for first year university students]. Give me five options for a blog post title that are under 5 words”.
      • ChatGPT’s answer:
        • “Ace your first year”
        • “Study hacks 101”
        • “Stay focused, succeed”
        • “First year focus tips”
        • “Smart study habits”
    • Not sure where to get started on your blog post? Input your blog post topic into ChatGPT and ask it for an outline. For example: “Act as a university student writing a blog post for a university website in Vancouver. Come up with an outline for a blog post about how to focus at university, addressed to an audience of first year students. Use bullet points and focus on four major themes.”
      • This type of brainstorming should only be used to get your creative juices flowing! Don’t forget that project work is all about your personal, unique experience. Your own thoughts and perspectives should be the main starting point for any project work you complete.
  • GenAI as a project planner
    • Consider prompting ChatGPT or another text-based GenAI tool to outline a project plan based on: your project goals, steps involved, and deadlines. This can help you manage your time and help you determine the specific tasks needed to get your project done.
  • GenAI as an educational tool
    • How can we encourage our audience (other students) to think critically about GenAI or to understand it better?
      • Example: When doing a blog post call-out, consider crafting a ChatGPT prompt for readers to input into the tool themselves to engage more deeply with the topic.
      • Consider writing about ChatGPT and other GenAI tools: what have you learnt lately? What are student perspectives on the use of these tools and related issues: intellectual property, equity, and privacy?
  • GenAI as a tutor
    • Not sure if you’re thinking deeply enough about a topic? Ask ChatGPT to act as an expert on [_____] and to quiz you, one question at a time, on your knowledge of [_____].
  • GenAI as a co-writer?
    • We don’t recommend using tools such as ChatGPT as co-writers or co-creators. If GenAI tools were a significant part of your brainstorming process and significantly impacted the way you created your project, it is best to cite or give a disclaimer that your project was created with the help/use of a GenAI tool.
      • If this is the case, talk to Lisa or Emma before deciding to use a GenAI tool
  • If you are unsure or want more guidance: talk to Emma or Lisa about the possible uses of GenAI tools for your project.

When to cite:

If you have used GenAI tools to generate:

  • Media such as images, audio, or video: this must be cited, much like we would with any image we select
  • Text: Cite if you are quoting directly or paraphrasing. Never copy text directly from ChatGPT without citing the tool used.
    • Essentially, we do not want to mislead our audience into thinking that something is your original idea.
    • Always fact-check GenAI tools. They are known to provide citations to articles that don’t exist (known as hallucinations) and can definitely get things wrong or reproduce biases.
    • If GenAI tools were a significant part of your brainstorming process and significantly impacted the way you created your project, it is best to cite or give a disclaimer that your project was created with the help/use of a GenAI tool.
      • If this is the case, talk to Lisa or Emma before deciding to use a GenAI tool!

How to cite GenAI in APA Style:

Templates

Long-term Project Planning: Gantt Chart Template

Equipment Guide Templates

  • Equipment User Guides: CLC Pages Templates
    • A template for creating pages that will be posted for patrons on our webpage and at our desk is available through indesign. Ask staff for a copy. Example: Blue Yeti Guide

Chapman Learning Commons Accessible Template

  • You can find our accessible templates: here
  • Want to learn more about designing with accessibility in mind? Check out this tutorial made by a former CLCA!

UBC Brand Templates

  • UBC Print and Presentation Templates: here you will find PowerPoint templates to download, as well as research poster templates.
    • Use the PowerPoint template for public workshops and presentations.
    • Use the Research Poster templates for large posters in our space
  • Scroll to the bottom of the page for the UBC Library Templates.

Checklists

Checklist for Text-Based Resources (like blog posts and scripts)

1. Proofread with a Peer

Have you had a fellow CLCA read over your content or graphic for formatting errors (such as unnecessary extra spaces between words, strange indenting, etc.) and spelling errors? This must be done before you send your materials to the web team. This CLCA can be anyone, but consider sending it to whoever is currently on shift, for quick turnaround.

2. Formatting and Design

Have you read through the sections of this guide that are relevant to your project? Make sure you do so to reduce the amount of feedback necessary to bring your project to completion.

3. Compare

Give one last look at other, published examples of projects similar to yours. Does your project look similar? Is it following the general aesthetic or formatting?

4. Send for Final Peer Feedback

Have one CLCA look over your project one last time, in case there are any last minute errors.

5. Send for Web and Staff Team Feedback

Reviewing the Communication Guide, send in your polished draft if you have done all of the previous steps. Depending on the project type, this may be to both the staff and web teams, or just one. You will receive feedback to make sure that your project is the best it can be.

Checklist for Visual Content and Audio

1. What is the volume like?

Check narration volume, background music volume (are they too low or too high?) Listen with headphones and on speaker at least one time through each. If you're using music, make sure that it can be used for non-commercial purposes, and that you give credit.

2. Can you hear breathing?

Breathing into the microphone can spoil good audio. It happens a lot with hard sounds b's/t's/ph's when the microphone is too close to your face. It can help to use a high quality microphone (i.e. please one of the CLC microphones-- do not use your computer/ headphone microphone to record sound!)

3. Can people follow the information?

Make sure any text or images (i.e. anything anyone will read/ see) are up long enough to read 2x through fully S-L-O-W-L-Y. A good test-- show it to someone who hasn't seen it before!

4. Typos

Check for typos! Read (and re-read) anything written on the screen and in the closed captioning you make. This includes capitalization and periods! Pay attention to headers and titles too.

5. Pixelation on images

Use high quality images. Images taken from online can look pixelated quickly. If you are using our CLC logo - make sure you get it from the web team (don't grab it from another video or a website). Also make sure that whatever image you're using is creative commons, or clearly allowed for our use of it - and as always, attribute! (Read the Image Attribution Guidelines on this page).

Group Work and Workshops

For group project work and workshops you will be responsible for

  • Working with your partners to set up a reasonable time to work together as needed
  • Maintaining your initially agreed upon timeline throughout the term (be sure to get your projects approved first!)
  • See 'Workshop Moderation Resources' and 'Workshop Development Guide' for existing workshop materials (to use/adapt) and tips.

Web Team Collaboration

If you are collaborating with the Web Team know the following:

Working with the Web team:

  • Confirm with the web team the best mode of communication for your project: email or Teams. Please check whatever platform you determine together regularly to follow up with questions/updates.
  • Please be mindful of the Web Team members' time. ANY issues making any deadline with the web team should be treated like a desk shift (this includes focus groups, meetings, turning in content etc) - AT MINIMUM you should email them the night before to let them know you might not make your deadline/meeting etc.
  • Some projects may be more time-sensitive than others. Keeping your various time commitments (including things outside of the CLCA responsibilities, such as assignments) in mind, plan ahead! If you know you will be busy at a certain point, try to complete tasks ahead of time, or communicate your limitations to the web team. They have been there, and as long as they know what's going on, we can work something out!
  • Any content sent to the web team should be as free as you can make it of errors and previous revision comments. Review "THE Checklist" (above) as well as as the checklists under Project Work Requirements before sending anything to the web team. All citations should be formatted correctly.
  • The Web team may have to make small tweaks to content (mainly photos and social media pieces) after you submit due to patron/web/formatting requirements without CLCA notice. If you have questions about changes you see, reach out to staff CLCAs will always be informed of big content changes.
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