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About the Libraries > Libraries & Departments >
Digital Initiatives at UCB University Libraries
Procedure for Proposing and Initiating a Digital Project
This web page outlines the procedures for proposing and initiating
a digital project through the University Libraries’ Digital Projects Advisory Group. This procedure applies to digital projects that increase digital access to the Libraries’ collections
and benefit our patrons and the communities we serve. If, for example, you want
to digitize a unique collection of library resources to improve access for our
patrons, this is the appropriate channel to submit the proposal. Other digital
projects that focus more on internal work processes (e.g. a database intended
for staff use) should be pursued through different channels. If you are uncertain
whether this procedure applies to your project, please contact a member of the
Digital Projects Advisory Group.
Proposing a Digital Project:
- Discuss the idea with your department head and other stakeholders
Once you have an idea for a digital project, receive clearance from your department
head before proceeding. If your project will involve other people or departments,
discuss the idea with them in advance and make sure that they endorse the
project prior to submitting a proposal.
- Submit a project proposal at http://libnet.colorado.edu/hl/DigLibSurvey/survey.cfm
The project proposal form serves as a guide to help you consider the issues involved
in a digital project. The proposal also provides the Digital Projects Advisory
Group with the information it needs to take action on your idea. Prior to submitting the proposal, read through the questions on the proposal form and do preliminary research, if necessary. While you may not have answers for every question, be as thorough
as possible. (All of these issues must be addressed before work on the project
can begin.) In your proposal, describe the ideal scenario with the understanding
that practical constraints may put limitations on actual project goals.
All active (not completed) proposals can be viewed at http://libnet.colorado.edu/digInt/projectSummary.cfm.
Throughout the lifecycle of the proposal/project, this web page will be updated
with status notes.
- Meet with Digital Projects Advisory Group
After reviewing your proposal, the Digital Projects Advisory Group will schedule
a meeting with you to discuss the project. You may be asked to bring items
from the collection, sample metadata records, or other supporting materials.
In this initial meeting, DPAG may ask for additional information or suggest
ways to strengthen the proposal.
DPAG will make a recommendation on the proposal and forward it to Cabinet for
prioritization. Several factors affect the recommendation: Is the project
feasible? What is the impact of the project? Are there major concerns about
the project that are not addressed in the proposal? Once Cabinet reviews
the proposals, DPAG will inform the project manager about the project’s status and update the proposal on the web site.
Next Steps:
- Initiate the project
Projects will be initiated based on Cabinet’s prioritization and the availability of resources. Digital Projects Advisory Group will work with project managers to identify a project team. The team’s
composition will vary based on the project requirements. (The team is not a subset
of DPAG, but may include members of DPAG.) The team will meet to discuss the
details of the project and create a project plan that outlines tasks, roles and
responsibilities, a timeline and identifies standards, procedures, and workflow.
The team will be responsible for overseeing and completing the project, but may
consult DPAG if the need arises.
- Proposals that require additional work/research
If projects are deemed feasible and given a high priority, but do not have an
existing funding source, DPAG and collection manager will meet with the head
of the Office of Sponsored Programs to explore funding opportunities.
Cabinet and DPAG may recommend that the person who submitted the proposal modify
it and resubmit.
As Cabinet communicates changing priorities, Digital Projects Advisory Group
will work with people who have submitted proposals to reassess projects. If you
have submitted a proposal and the nature of the project has changed or you have
new information, contact the DPAG chair.
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