A panel of presenters in this two-part webinar series shared their experiences about how academic libraries are taking the lead in developing cross-campus collaborations in establishing research data committees to spearhead institutional efforts related to data stewardship and digital projects. This interactive session lead participants through the various steps needed in order to initiate a similar effort within their institutional context.
Part 2: Launching your collaboration
Learning Objectives:   Identify best practices and lessons learned for working with established committees who are working on broad-scale projects and programs Evaluate different institutional models to compare and customize for different academic environments Analyze best practices strategies for successful project management, collaboration, and program development for established committee

Ippoliti, Cinthya

Julian, Renaine

Kollen, Christine E

Koshoffer, Amy E

Minor, David

Rozum, Betty

English

eScholarship@UMMS

University of Massachusetts Medical School eScholarship@UMMS National Network of Libraries of Medicine New England Region (NNLM NER) Repository National Network of Libraries of Medicine New England Region 2016-12-07 Creating a campus-wide research data services committee: The good, The bad, and The…... Part 2: Launching your collaboration Cinthya Ippoliti Oklahoma State University Et al. Let us know how access to this document benefits you. Follow this and additional works at: https://escholarship.umassmed.edu/ner  Part of the Library and Information Science Commons Repository Citation Ippoliti C, Julian R, Kollen CE, Koshoffer AE, Minor D, Rozum B. (2016). Creating a campus-wide research data services committee: The good, The bad, and The…... Part 2: Launching your collaboration. National Network of Libraries of Medicine New England Region (NNLM NER) Repository. https://doi.org/10.13028/c4jt-1e18. Retrieved from https://escholarship.umassmed.edu/ner/40 Creative Commons License This work is licensed under a Creative Commons Attribution-Noncommercial-Share Alike 4.0 License. This material is brought to you by eScholarship@UMMS. It has been accepted for inclusion in National Network of Libraries of Medicine New England Region (NNLM NER) Repository by an authorized administrator of eScholarship@UMMS. For more information, please contact Lisa.Palmer@umassmed.edu. Creating a campus-wide research data services committee: The good, The bad, and The…Part 2Launching your collaborationChris Kollen, University of ArizonaDavid Minor, UC San Diego Library and Betty Rozum, Utah State UniversityReflections on our experiences in campus-wide collaborations…- Different models- Strategies- Collaboration and program developmentChris Kollen, University of ArizonaDavid Minor, UC San Diego and Betty Rozum, Utah State UniversityWorking with a Campus Data Management Committee University of Arizona’s Experience   University of Arizona◻ Land Grant, Doctoral Granting, Carnegie RU/VH (Research 1)◻ FY15 - $587M in grant funding◻ Faculty - 3,158◻ Undergraduates - 33,732◻ Graduate Students & 1st Professional Students - 9,356Campus Data Management and Curation Advisory Committee ◻ Dean of the Libraries and Vice-President for Research appoint advisory committee◻ Members – faculty, librarians, University Information Technology Services (UITS) staff, and Research, Development and Innovation (RDI) staff◻ Results? ■ Libraries in collaboration with RDI provide integrated point of service■ UITS in collaboration with Libraries and RDI develop short and long term strategy to address data storage, data access, and data preservation  ■ Create ongoing campus committee to monitor institutional support and develop recommendations for data management servicesStand-alone Campus CommitteeCampus Data Management Committee was formed in 2012 with faculty, librarians, UITS staff and RDI staff◻ Committee reported to Libraries, RDI, and UITS◻ Questions, questions!! ◻ Little political power – who knows we exist?   ◻ How to get the word out to researchers and graduate students about DM services –■ Need help of library liaisons and RDI!  ◻ What initiatives should we concentrate on? ◻ What services are needed – who should provide them? Campus changesUA hires new Vice-President for Research Previous support for researchers was limited and decentralized New VPR negotiated more staff for her office to support researchers■ Research Development Services provides grant proposal assistance for researchers■ Responsible Conduct of Research (RCR) unit beefs up their training offerings including data managementUA Libraries hires new Dean Reached out to college deans on library services - for example, presentation to the College of Science department heads New Dean negotiated for more library positions – both faculty and staffResearch Computing Governance Committee (RCGC)◻ RCGC – guides development of central research computing resources – faculty, librarians, UITS■ Sponsors: Dean of Libraries, CIO, VPR, Senior VP for Health Sciences◻ Move CDMC to RCGC as subcommittee◻ Appointed to RCGC – provide feedback and participate in committee wide decisions; bring subcommittee’s initiatives to RCGC for recommendation to sponsors ◻ As a subcommittee, have broader impact – receive support from a wider communitySubcommittee InitiativesDeveloped Research Data Management Survey◻ RCGC helped distribute survey◻ Survey helped us decide what services need to be developed or enhanced◻ Developed recommendations ■ Continue current services and add the following – data storage, data storage tools, data repository, data documentation and metadata, confidentiality and legal issues ■ Push-back from RCGC – too general■ We need more specific recommendations to take to the sponsors for a funding requestData Management and Data  Curation PilotBack to the drawing board! Developed specific recommendation with resourcing needs  Data Management and Data Curation Pilot (DMDC) ◻ RCGC supported overwhelmingly◻ RCGC sponsors funded the pilot ◻ Subgroup implemented – project planning■ Once we were ready to identify pilot participants, used communications and application system provided by RDI■ Selected pilot participantsDMDC Pilot ◻ Pilot started with 6 research groups from a variety of disciplines and at different stages of the research cycle◻ Report progress to the Campus Data Management Subcommittee and RCGC◻ Work with various groups and individuals on campus as needed■ Previous connections through the subcommittee and RCGC helped facilitate work on the pilotNew Funding Agency Requirements◻ Conversations on how UA should address the new requirements start with Associate VPR, Vice-Dean for Libraries, RDI staff, and several librarians◻ Federal Open Access Policies Working Group is appointed and group is given a charge◻ Members are from the Libraries and RDI◻ Charge is to develop educational resources and promotional strategies in response to the new funding agency requirements■ Developed website focusing on four top UA funding agencies: NASA, NSF, NIH, and DOE■ Have presented two informational sessions this semester, will be doing additional sessions next semesterPolitics◻ Important to be aware of campus politics – RDI, UITS, colleges/departments■ Some colleges/departments provide a lot of support, others not as much■ Who should you target? Sometimes it takes an advocate in that college or department Politics (continued)◻ What does the library have to offer? How can the library be integrated into support provided by RDI? ◻ Misunderstandings about who should be responsible for what – technical vs. services; need an understanding of what’s possible! ◻ Confusion on basic terminology –metadata, data management, data curation, preservationConclusion◻ Was critical to have campus-wide participation ■ Be part of a larger campus-wide group◻ Important to have specific projects/initiatives that committee members care about◻ Important to work with others on RDI and UITS on related projects◻ Look for other ways to collaborate! Campus-wide data services:Working with multiple units at UC San DiegoDavid MinorDirector, Research Data Curation ProgramUC San Diego LibraryUC San Diego - Quick Facts36,000ish enrolled students27,000 undergrads9,000 graduate students1500ish faculty$1.07 billion in research fundingA brief history of our efforts…2008 - 2009: Research Cyberinfrastructure (RCI) Design Team– Broad campus participation– Campus-wide survey of research cyberinfrastructure needs (2008)– Issued Blueprint for the Digital Universityhttps://libraries.ucsd.edu/services/data-curation/_files/Blueprint.pdfEntities involved in RCI• Library• San Diego Supercomputer Center• CalIT2 • Administrative Computing & Telecommunications• School of Engineering• Scripps Institution of Oceanography• Medical School• Office of Research AffairsAnd a cast of thousandsA brief history of our efforts…2009 - 2010: CyberInfrastructure Planning & Operations Committee  (CIPOC) – Developed a business plan with recommendations– Based on the principle of shared costs between PIs and campus investmentsA brief history of our efforts…2011: RCI Oversight Committee charged to implement something– January 2011 - Business plan accepted, oversight committee charged– Broad campus representation2011: UCSD Research Cyberinfrastructure (RCI)A campus-wide suite of services• Data Curation• Centralized Storage• High Speed Networking• Computing• Data Center Colocationhttp://rci.ucsd.edu (no longer there)RCI Outcomes• Money was distributed to the partner organizations, to build services, 2011-2014• We built a lot of cool services…some people came and used them ….…but we didn’t get rich and famous. 2014: A BRAND NEW thing!Integrated Digital Infrastructure - IDI• Build on the RCI services• Pay *researchers* to do things with them• Program in place 2014-2016http://idi.ucsd.edu (no longer there)IDI Outcomes• Money was distributed to some partner organizations, but mostly to researchers• We supported a lot of cool projects…some people came and used them ….… we again didn’t get rich and famous.2016: This year’s BRAND NEW thing!• Recognition from campus leadership that we’ve “done good work”• Embedding of budget into organizations– Central campus IT - http://research-it.ucsd.edu– Library - https://libraries.ucsd.edu/services/data-curationParting thoughtsPros:It was really, really important to get campus-wide participation.It was helpful to get money to fund things.Cons:People expect to get something for their money.Income often becomes the metric by which success is judged.Funding-based metrics are hard with emerging services.Campus Wide Data Collaboration @ Utah State UniversityBetty Rozum Data Services CoordinatorUtah State University: quick facts■ Land Grant, Doctoral Granting, Carnegie R2■ FY15: $111M in grants■ FY15: 1125 new projects funded■ Faculty: 788■ Students (headcount): ■ Undergrad: 25,000■ Grad: 3,3,00Data Committee History■Committee?  Task Force? Vague from the start.■ No real name even!■Original group started in 2013■Reinvigorated in 2015 ■Initial representation■ Library, Office ■ Research and Graduate Studies■ Information TechnologyInitial work (2013-2014)■Reaction to OSTP Memo and a need to find storage solution for data sets and provide assistance for faculty■Library was to be “Face of Data” for the campus■Accomplishments:■ Implemented DMPTool■ Discussed creation of a data storage policy and fees■ A few joint trainings between Research Office and Library■ Pilot project: deposit data in IR, DigitalCommons@USUCommittee changes (2015)■Creation of my position (Data Services Coordinator)■My job: chair committee, help set agenda, direction and goals based on the needs of the stakeholders■Increased meeting frequency (quarterly, then bimonthly)“New” Committee: “Data Task Force”■Our Top Priorities■ Providing resources for Data Management Planning■ Tracking and ensuring compliance with Federal MandatesProviding Resources for Data Management■Consensus – this is the Library’s territory■Added to the resources available to the campus■ LibGuide – more resources■ Consultation Services■ OutreachTracking & Ensuring Compliance■ Are YOUR researchers doing what they promise to do with their data in the DMPs they submit?■ It’s essentially a contract your institution enters into with the agency■ This is what kept our VPR up at night■ We needed two things:■ Research Data Policy  ■ What is research data and Who owns the data produced at USU ■ Process to track outputs of research promised to be made publicly available in DMPsResearch Data Policy■ Purpose of the Policy:  “To describe the rights and responsibilities or individual researchers and the institution in the use, retention, maintenance, and sharing of data produces as part of research enterprise.”■ I gathered example policies, researched, wrote initial draft■ Research Office (Federal Compliance Manager and Associate VPR) reviewed, edited, “translated” into policy language and format■ Three of us reviewed, edited, presented to entire committee■ Currently under campus reviewResearch Data Policy■So What?  How was this good for the Library?■ Sharing data is now in University Policy and encouraged, regardless of funding source■ PUT YOUR DATA in a repository■ Discipline specific or our IR DigitalCommons@USU■ If faculty use DigitalCommons@USU, they must abide by our Terms of DepositProcess for Tracking Compliance■Develop a process that allows USU to verify and publicly and permanently record that researchers have met the expectations stated in their DMP.■Subcommittee■ Associate VPR■ Data Services Coordinator■ Director for Research Development■ Director of Sponsored Programs■ Library’s Metadata Specialist■ Systems Analyst for Research OfficeCompliance Project■Deadline:  implement by Fall 2016■Approach:■ Meet frequently, report back to larger committee■ [Meet, discuss, revise, repeat] x5, sandbox, evaluate,  [Meet, discuss, revise, repeat]x3, evaluate, present, go live■Collaborative and cooperative with all parties taking ownershipCompliance Project■ Importance:  meets a critical need for our campus■ Library: verifies data and publication deposits, creates records in IR ■ Sponsored Programs:  sends info to Library, nags researchers■ Research Office: able to show data/publications have been deposited (compliance met)■ Distributed workload, coordinated effort, builds great network on campusBiggest Challenges■ No formal committee charge■ Existence has always been nebulous■ Work diligently to establish your value and develop strong, enduring relationships■ How to keep connections in the future■ Committee has now “sun downed”■ Not necessarily bad!■ Major tasks accomplished■ But…How will I keep communication and relationships strong?■ What happens when I am gone?Challenges■Communication!■VBP:  Very Busy People!■ Campus leaders have tight schedules■ Must work efficiently and effectively■ Various communication preferences and styles (go through the Administrative Assistant first?  Call directly?  Email?  Voice Mail?Challenges■New kid on the block■Breaking into the world of the Research Office takes time and patience■ Cultural differences■ Perspectives vary – open versus closed/protective of researchAddressing (some) challenges■Get to know individuals (meet one on one)■Ask people about their concerns■Ask questions – from committee members, other librarians, anyone who will help education you about issues, culture, possible solutions■Recognize that you are part of someone else’s “turf”Benefits■Campus connections!!■Improved visibility, reputation, and value of Library■Library seen as valued partnerHighly Successful■“RGS, IT and the Library are all partners in developing a research data management strategy for campus and I only see our relationships strengthening in the years ahead.” – Mark McLellen, Vice President for Research■“We are all friends!”  - Eric Hawley, Chief Information OfficerQuestions?Chris Kollen, University of Arizona - kollen@email.arizona.eduDavid Minor, UC San Diego Library - dminor@ucsd.edu Betty Rozum, Utah State University - betty.rozum@usu.edu

Creating a campus-wide research data services committee: The good, The bad, and The…... Part 2: Launching your collaboration

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Creating a campus-wide research data services committee: The good, The bad, and The…... Part 2: Launching your collaboration

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