The Indiana University Digital Library Program
Process for the Review and Selection of Digital Projects
The Indiana University Digital Library Program (DLP) is dedicated to the production,
maintenance, delivery, and preservation of a wide range of high-quality networked
information resources for scholars and students at Indiana University and elsewhere.
The goal of this paper is to document a transparent framework and a formal process for
selecting and prioritizing projects proposed by IU-affiliates (librarians, teaching faculty,
archivists, etc.) and non-IU affiliates. The goals of this Review and Selection Process are:




To provide IU-affiliates with a fair review process for their digital
library/humanities/other project proposals
To assist the DLP in prioritizing and managing project selection while improving
the overall internal workflow and workload
To encourage timelier grant planning via a predictable submission process
To codify a submission and review process to better handle inquiries about our
selection process
Outcomes of the Review and Selection Process
 Ensure balanced representation of proposal submissions from IU- and non-IU
affiliates
 Evaluate project proposals in a predictable and timely manner
 Select a subset of proposed projects for external grant funding
 Select a subset of proposed projects to be completed solely with internally-funded
staff
Audience
 IU-Affiliates
o IU Libraries Units (includes units like IU Archives and Wylie House)
o IUB Extra-Systems Libraries (ATM, Kinsey, Law...)
o IU Teaching Faculty and Academic Units
o Other IU "Memory" Units (Art Museum, Mathers ...)
o Centers and Research Institutes
o Libraries on other IU campuses
 Non-IU Affiliates
o Local historical centers, archives, libraries
o State historical centers, archives, libraries, universities
o National historical centers, archives, libraries, universities
Project Management
Over the past several years, the DLP has gained a great deal of experience in managing
digital projects. In this proposal, we would like to codify practice that we know
contributes to success. Because the single largest success factor is project management at
the unit level, each unit must designate a unit project manager. Coordinating with DLP
staff, the unit project manager engages in project planning; documentation; coordinating
unit staff, activities and scheduling; oversight and reporting. In this stage of the Digital
Library Program’s development, projects are collaborative in nature and are likely to
entail participation in the planning and development of new systems and services with
DLP staff. As more systems and services become operational, the level of commitment in
this area may change.
The Review and Selection Process
The process is relatively simple. A project proposal form (see appendix A) is submitted
following the guidelines (see Appendix B). The proposal is reviewed by the DLP and is
rated by difficulty and ability to enhance the infrastructure as well as the other criteria
found in Appendix C. These ratings are passed to a Digital Projects Review Committee
who will select and prioritize the proposals. The Digital Projects Review Committee
will also consider teaching faculty-initiated projects until the Digital Arts and Humanities
Center and the other centers form and develop. Discussions between the DLP and the
Centers will determine relationship and review process for teaching faculty projects.
Reviews will occur either three times a year (fall, spring and summer) or bi-annually
(schedule to be determined).
The proposer has an idea,
writes a project proposal,
optionally consults with the
DLP, and sends it to the
DLP
DLP staff
meets with
proposer
(optional)
Project
Proposal
DLP Admin
Team Reviews
Proposals
Proposal is
rejected.
Comments sent
to proposer
Request for
more
information
Proposals are first reviewed
by DLP staff. If more
information is requried,
DLP Staff contacts the
proposer. On a schedule,
the Digital Review
Committee will meet to
review the proposals. If the
committee has questions,
they contact the proposer.
Digital Projects
Review
Committee
Accepted Projects
Externally Funded
Projects
Grant Proposals
Developed
Accepted Projects
are scheduled
based on
technical and
resource
constraints
Internally Funded Projects
Project Plans
Developed
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Below is an overview of the proposal review and routing process:
Step 1: DLP Admin Team Review

All proposals solicited will be vetted initially by the DLP Admin team
o Team will review and rate projects according to the criteria defined in
Appendix C
o Recommendations/ratings are sent to the Digital Projects Review
Committee
Step 2: Digital Projects Review Committee



The Digital Projects Review Committee is convened by the Associate Dean of
Information Technology Services. The committee generally includes a balanced
mixture of collection/content and technical expertise and that membership not
exceed ten members for effective discussion.
The committee will review, rate and rank projects in light of DLP
recommendations using the criteria in Appendix C
The committee will write a summary report that will recommend a subset of the
proposed projects for the DLP to work on. Projects will be scheduled based on
technical issues and resource availability as analyzed by the DLP.
Step 3: Dean and DLP Action


Committee will send forward final recommendations to Dean
o The Dean will approve the final list
o If changes are required, the committee will be notified
DLP Admin Team will determine the actual implementation schedules based on
resources and other constraints.
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Appendix A – Project Proposal Form
DIGITAL LIBRARY PROGRAM
PROJECT PROPOSAL FORM
Please e-mail this form with all supporting documents to dlp_projects-l@indiana.edu
Date Submitted: _______________
Your Name: ____________________________________________________
Email Address: _____________________
Phone: ____________________
Department/Campus: ____________________________________________
Project Name: ___________________________________________________
1. Please describe your project.
2. Describe the significance of this project to the IU community and beyond. Will this
complement or enhance other digital resources?
3. Describe current and potential users. Is there faculty, library, or departmental interest
and support for digitizing these materials for either research or teaching purposes?
4. Describe types of materials to be digitized and number of each (i.e.: 6 books with a
total of 700 pages, 600 black and while photographs). Include format, condition, and
any special handling requirements.
5. Do you have any existing descriptive information that could be used for searching
these materials? In what form does this descriptive information exist (on paper, in a
Word document, in an Excel file, in IUCAT, etc.)
6. How do you envision people accessing your materials? Are their similar resources
that you could give as examples?
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7. Describe the contribution you and your staff can make to this project. Please name
the project manager for your project.
8. Are you expecting to receive external funding for this project? Do you have funding
sources in mind? What are the dates for submission for these opportunities?
9. Do you have any other general comments, questions or concerns about this project?
10. Copyright Status
Please refer to the Copyright Management Center at
http://www.copyright.iupui.edu/quickguide.htm for information to help you
determine the copyright status of your materials. Below, please explain your
understanding of the copyright status of the material.
________ Public domain
________ Owned and controlled by Indiana University
________ Owned by someone else, but permission secured
________ Situation unknown or unclear
Copyright explanation:
Revised January 24, 2008
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Appendix B - DLP DIGITAL PROJECT PROPOSAL GUIDELINES
These guidelines and the Digital Project Proposal form are provided to assist Project
Managers with the formulation of project proposals.
Project Proposals
Proposals are encouraged and accepted on a continual basis. Deadlines for review of
Preliminary Proposals occur in mid-October* and mid-April* each year. The Digital
Library Program staff is available for consultation and advice on formulating project
proposals and determining the scope of projects. A Call for Proposals will be posted and
advertised at least two months prior to the deadline. (* dates are yet to be decided).
Accepted Proposals
After review of preliminary proposals, the Digital Projects Review Committee will invite
Project Managers of selected projects to develop full project plans. Projects that need
external funding will be invited to develop full grant proposals which will require
additional development of work plans and budgets. At this stage, the DLP staff will be
available to assist Project Managers in the development of proposals and work plans, to
recommend systems and services, and to provide technical specifications for the project.
DLP Assistance
Since DLP systems, services and expertise are developing on a continual basis,
consultation with the DLP team is key to writing successful proposals. The team is
available to provide advice and assistance at all stages of project development from
preliminary proposals through project completion. Current contact information is
available on the DLP web site www.dlib.indiana.edu
Project Management
Over the past several years, the DLP has gained a great deal of experience in managing
digital projects. Because the single largest success factor is project management at the
unit level, each unit must designate a unit project manager. Coordinating with DLP staff,
the unit project manager engages in project planning; documentation; coordination of unit
staff, activities and scheduling; oversight and reporting. In this stage of the Digital
Library Program’s development, projects are collaborative in nature and are likely to
entail participation in the planning and development of new systems and services with
DLP staff. The position of project manager demands between 20% and 30% of the
workweek, with an average of 10 hours/week. For projects of a large scope, management
may require up to 50% of the Project Manager's time. As more systems and services
become operational, the level of commitment in this area may change. To ensure project
success, consult the Digital Library Program about the likely commitment required for
specific projects and about options for hiring and/or sharing the responsibilities.
Meetings and Reports
The Digital Library Program staff and the Project Manager will meet regularly to assess
project status and track progress. Most projects will meet bimonthly, but some short-term
projects will require more frequent tracking. The appropriate number of meetings should
be scheduled as part of the work plan.
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Appendix C - Rating Criteria
Rating Criteria

Relevance/impact of collection (significance, usage, etc.)
o



Audience (Teaching faculty, librarian, etc.)
o
Broad audience
o
Narrow Audience
Types of materials (format, condition)
o
Known / Unknown Formats
o
Good, Fair, Poor
Copyright
o



no risk, low risk, high risk
Effort/Complexity (original cataloging? functional requirements?)
o
High Effort - more than 12 effort months
o
Medium Effort - between 6 and twelve effort months
o
Low Effort - less than 6 effort months
Enhance DLP infrastructure (promote innovation, growth, fill holes, etc.)
o

High, Medium, Low
Strategic enhancement Y/N
Partner contribution
o
Staff Resources contributed
o
Financial Resources contributed
o
Project management resources required
Grant funding opportunity
o
Y/N
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