Library:Open Scholarship Sub-Committee/Event Planning

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Open Scholarship
UBC Library Sub-Committee of DAL & RESC
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Open Scholarship
Open scholarship, which encompasses open access, open data, open educational resources, and all other forms of openness in the scholarly and research environment, is changing how knowledge is created and shared. This is a committee from UBC Library that aims to support all aspects of open scholarship.
Past Open Scholarship Events

Open Access Week

Open Education Week

Open Scholarship in Practice

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These wiki pages are licensed under a Creative Commons Attribution 4.0 license.

Open Scholarship Events

Planning Document of the Open Scholarship Sub-Committee

This document is to support the planning and administration of open scholarship events throughout the year. As open scholarship events bring in partnerships with internal (CTLT, AMS, Research Commons, Communications & Marketing, etc.) and external partners (SFU, KPU, BCIT, BCcampus, SPARC, etc.) this document will highlight the activities needed to plan the events.

Yearly Events

  • Fair Dealing Week (February)
  • Open Access Week (October)
  • Open Education Week (March)
  • Open Scholarship in Practice Symposium (June-July) – dependent on funding?

Event Partners

(updated August 2019)

Internal
  • Erin Fields, UBC Library
  • Stephanie Savage, UBC Library
  • Allan Cho, Research Commons, UBC Library
  • Will Engle, CTLT
  • Lucas Wright, CTLT
  • Cindy Underhill, CTLT
  • BCcampus Research & Advocacy Fellows (UBC faculty only)
  • AMS, VP Academic
 External
  • Hope Power, Kate Shuttleworth, SFU
  • Darcye Lovsin, Langara
  • Martin Warkentin, UFV
  • Rosario Dawson, BCIT
  • Caroline Daniels,Karen Meijer-Kline, KPU
  • Amanda Coolidge, BCcampus
  • BCOEL Librarians Group

Webspaces

Internal

  • UBC Communications & Marketing Open Scholarship webpage https://about.library.ubc.ca/open-access/
  • Open UBC https://open.ubc.ca
  • Scholarly Communications @ UBC https://scholcomm.ubc.ca/
  • Research Commons Newsletter (contact Research Commons Administrative Support)

External

  • Global Open Access Week Website http://www.openaccessweek.org/
  • Global Open Education Week Website https://www.openeducationweek.org/ 

Timelines

Internal Event Partnership Planning Timeline
Set a meeting with event partners to discuss possible joint events and cross marketing. Use the UBC Wiki Open Scholarship Committee event template for planning of the event. 13 weeks
Contact potential speakers and facilitators to confirm participation. 13 weeks
Book rooms and select a registration system that allows for external participants to attend (e.g. CTLT, survey tool). 13 weeks
Develop and confirm the session write-ups. 9 weeks
Develop a funding requests for AULs if required for an event(s). 9 weeks
Communications & Marketing Planning Timeline
Send a ticket through to the Communications & Marketing Team about the event dates, details, themes and potential interested populations (e.g. graduate students, faculty, library staff, etc.). Mention the need for the Library open webpage to be updated. 13 Weeks
Set a meeting to discuss the marketing brief and plan. Provide them with the Open Scholarship Event Planning Schedule Template completed. Include external partnership events in the schedule. 8 weeks
Contact CTLT communications team to have messaging sent out about the sessions 8 Weeks
Send event details to the Research Commons Administrative Assistant to be added to the Research Commons monthly. newsletter 6 Weeks
Add all events to the global events websites an Open Access Week or Open Education Week event. 4 Weeks
Email the list of participants from past Open Scholarship in Practice event 4 Weeks
cIRcle Planning Timeline
Contact cIRcle to inform of the upcoming events. 6 weeks
Develop a plan with cIRcle for capturing content from the events (e.g. video, presentation files, etc.) to upload to cIRcle. 6 weeks
Gain permission from presenters and facilitators for content to be uploaded to cIRcle. Provide them with the cIRcle license to be filled out electronically or in-person at the event. 4 weeks
Deliver cIRcle licenses (if in print) to the cIRcle office. Post Event
External Event Partnership Planning Timeline
Set a meeting with event partners to discuss possible joint event. 13 weeks
Develop a schedule of meetings (every two weeks) to work on the details of the shared event. 13 weeks
Identify event host for the joint event and request a room booking and catering quote. 13-8 weeks
Contact potential speakers and facilitators to confirm participation. 13 weeks
Select a registration system that allows for external participants to attend (e.g. CTLT, survey tool). 13 - 8 weeks
Develop and confirm the session write-ups. 9 weeks
Develop a budget and seek funding from all institutional partners and external partners (e.g. BCcampus, SPARC, etc.). 9 weeks
FOR UBC - Go through the cIRcle Planning timeline. See Above
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