Team Members:

Scholars PortalMember Institutions

Alicia Cappello, Dataverse Preservation & Policy Coordinator

RDM / Data Librarians
Grant Hurley, Digital Preservation LibrarianSystems Administration Staff
Amber Leahey, Data & GIS LibrarianDigital Preservationist / Archivist
Kaitlin Newson, Digital Projects LibrarianManagers / Assistant Directors
Kate Davis, Assistant Director - Collections & Digital Preservation


Sections:

Section A: Documentation Overview

Section B: CTS Project SP DV Cohort

Section C: DRAFT CTS Certification Application

Section D: New and Updated Policy and Procedural Documentation

Section E: SP Dataverse Website

Section F: Completion of CTS Certification Application

Column Headings:

Section / Milestone = SectionLetter.MilestoneNumber

Milestone = Major accomplishments for the project. Most milestones will involve the completion of multiple tasks.

SP Task # = SP.SectionLetter.MilestoneNumber.TaskLetter

Scholars Portal Tasks = Tasks to be completed by one or more members of the Scholars Portal Dataverse project team.

MI Task # = MI.SectionLetter.MilestoneNumber.TaskLetter

Member Institution Tasks = Tasks to be completed by staff from a Member Institution, with the assistance of Scholars Portal.


Section / MilestoneMilestoneSP Task #Scholars Portal TasksMI Task #Member Institutions Tasks

Section A: Documentation Overview

A.1Review CTS certification requirements.SP.A.1.a
  • Create a chart of all current CTS requirements. COMPLETED
MI.A.1.a
  • Review the CoreTrustSeal website and Scholars Portal CTS project website. ONGOING


SP.A.1.b
  • Determine specific documentation needed for each requirement. COMPLETED
    • Review CTS guidance for info on the types of documents recommended.
    • Review iQSS guidance for recommendations.
    • Review previously successful applications for recommendations. 
      • DataverseNO (2017-19)
      • DANS EASY (2017-19)
      • Tilburg University (2017-19)
      • Odum Institute (2020-22)
      • Finnish SS Data Archive (2020-22)
      • IRIS (2020-22)
MI.A.1.b
  • Determine if you'd like to submit a CTS application for certification. DONE


SP.A.1.c
  • Determine which requirements need to be completed by Scholars Portal vs. Member Institutions. COMPLETED
MI.A.1.c
  • Determine which digital repository or collection(s) you'd like to have certified. DONE




MI.A.1.d
  • Optional: Apply to Portage's CTS certification pilot project by March 31st. Webinar being held on Feb 24th. DONE
A.2For requirements wholly or partially owned by Scholars Portal...SP.A.2.a
  • Determine the current level of compliance for each requirement. UNDERWAY




SP.A.2.b
  • Compare existing documentation to required documentation. COMPLETED


A.3For requirements wholly or partially owned by Member Institutions.SP.A.3.a
  • Develop a documentation checklist (with guidance) for Member Institutions. COMPLETED




SP.A.3.B
  • Find and provide example policies and procedures for each of the CTS requirements. COMPLETED


A.4Conduct a documentation inventory.SP.A.4.a
  • Create an inventory of all existing Dataverse-related documentation. COMPLETED
MI.A.4.a
  • Review documentation checklist to get a high-level idea of what documentation exists versus what documentation may be required.


SP.A.4.b
  • Compare documentation inventory to CTS certification requirements. COMPLETED
MI.A.4.b
  • Determine your current compliance level for each requirement (based on existing documentation).


SP.A.4.c
  • Create a checklist of all CTS required documentation with the current status of each document. COMPLETED
MI.A.4.c
  • Review the resulting list to determine which documentation is complete and which documentation is required.

Section B: CTS Project SP DV Cohort (within a Cohort)

B.1Cohort CreationSP.B.1.a
  • Invite member institutions from SP DV to join the cohort. COMPLETED
MI.B.1.a
  • Indicate your interest in being a member of the SP DV Cohort in May. DONE


SP.B.1.b
  • Create an email alias for internal cohort communication. COMPLETED
    • Add/remove members as needed.
MI.B.1.b
  • Indicate your interest in being a member of the Portage listserv. DONE


SP.B.1.c
  • Ask cohort members who would like to also be included on the listserv Portage is creating for the larger project. COMPLETED
    • Provide list of email addresses to Karine once complete.
MI.B.1.c
  • Accept Slack invitation if you want to join. Ignore email if you do not wish to join the Slack group. DONE


SP.B.1.d
  • Send invites to all cohort members for Portage's project Slack channel. COMPLETED


B.2Planning SP DV Cohort Activities & EventsSP.B.2.a
  • Provide a survey for potential activity types and topics to gauge cohort interest. COMPLETED
MI.B.2.a
  • Respond to survey with feedback on the types of events you'd like to attend and what topics are most important to you. DONE


SP.B.2.b
  • Create a cohort activity / events calendar on Spotdocs project website. COMPLETED
MI.B.2.b
  • Review cohort activity calendar and book time in your calendar as needed. ONGOING


SP.B.2.c
  • Gauge interest of cohort to have a meeting in June, before Portage's introductory meeting. COMPLETED
    • Results: Only a little interest. First meeting in July. 
MI.B.2.c
  • Provide feedback on interest in having a meeting in mid-June. DONE


SP.B.2.d
  • Send calendar invite for cohort monthly meetings for the third Tuesday of every month starting in July. COMPLETED




SP.B.2.e
  • Develop a monthly meeting agenda/notes document template. COMPLETED


B.3SP DV Cohort Activities & Events (2021)SP.B.3.a
  • July 20th - CTS Certification Refresher & Preservation Plan COMPLETED

  • Attend SP DV CTS Cohort Meetings and Workshops throughout the Fall of 2021. ONGOING


SP.B.3.b
  • September 21st - Data Curation COMPLETED




SP.B.3.c
  • October 19th - Deposit Guidelines CANCELLED




SP.B.3.d
  • November 16th - Collections Development COMPLETED




SP.B.3.e
  • December 21st - Deaccessioning COMPLETED


Section C: DRAFT CTS Certification Application

C.1Start a DRAFT Scholars Portal application.SP.C.1.a
  • Create a DRAFT CTS application for Scholars Portal. COMPLETED




SP.C.1.b
  • Add URLs and links to existing documentation where available. UNDERWAY




SP.C.1.c
  • Add known compliance levels for each requirement. UNDERWAY




SP.C.1.d
  • Divide each requirement between SP ownership and MI ownership. COMPLETED




SP.C.1.e
  • Start adding text to requirement sections. COMPLETED


C.2Update the DRAFT SP application with guidance and suggestions.SP.C.2.a
  • Add instructions to the DRAFT application. COMPLETED




SP.C.2.b
  • Add summarized guidance from CTS to the DRAFT application. COMPLETED




SP.C.2.c
  • Add summarized guidance from iQSS to the DRAFT application. COMPLETED




SP.C.3.c
  • Add suggested responses and documentation evidence to the DRAFT application from other successful applications. UNDERWAY


C.3Start a DRAFT CTS application for Member Institutions


MI.C.3.a
  • Review DRAFT CTS application from Scholars Portal.




MI.C.3.b
  • Review guidance, suggested responses, and evidentiary documentation needed.




MI.C.3.c
  • Start drafting requirement responses.

Section D: New and Updated Policy and Procedural Documentation

D.1Create NEW or UPDATE existing documentation.SP.D.1.a
  •  Revise SP DV User Guide. UNDERWAY
    • Version 1
    • Version 2
    • French Translation 
    • Community Review & Feedback
    • Final Version
MI.D.1.a
  • Update existing documentation required for CTS application.


SP.D.1.b
  • Create a SP DV Administrator Guide. UNDERWAY
    • Version 1
    • Version 2
    • French Translation
    • Community Review & Feedback
    • Final Version
MI.D.1.b
  • Create new documentation required for CTS application.


SP.D.1.c
  • Update the SP DV Terms of Use. COMPLETED
    • Version 1
    • Version 2
    • French Translation
MI.D.1.c
  • Obtain feedback and/or approval from required sources within your institution.


SP.D.1.d
  • Update the SP DV FAQs. UNDERWAY
    • Version 1
    • French Translation
MI.D.1.d
  • Finalize all documents required for CTS application.


SP.D.1.e
  • Create a SP DV technology information sheet. UNDERWAY
    • Version 1
    • Version 2
    • French Translation
    • Final Version
MI.D.1.e
  • Determine the best location to publicly post documentation on your institution's library website.


SP.D.1.f
  • Create a SP DV Preservation Plan. UNDERWAY
    • Version 1
    • Version 2
    • Feedback from the Preservation Expert Group (the Alliance)
    • French Translation
MI.D.1.f
  • Update your library website to include all documentation created or updated.


SP.D.1.g
  • Create a SP DV Privacy Statement. UNDERWAY
    • Version 1
    • Version 2
    • Feedback from the contact at the University of Toronto Privacy Office
    • French Translation


D.2Assist Member Institutions with Policy/Procedure DevelopmentSP.D.2.a
  •  Add links to example documentation from other Canadian institutions on the project website. COMPLETED




SP.D.2.b
  •  Add links to example documentation from current CTS certified repositories (Dataverse and non-Dataverse repositories) on the project website. COMPLETED




SP.D.2.c
  •  Post Scholars Portal documentation development process/workflow on the project website. COMPLETED


Section E: SP Dataverse Website

E.1Website Layout / DesignSP.E.1.a
  • Review existing design and layout of SP DV documentation website. COMPLETED




SP.E.1.b
  • Develop an overview of changes needed to the website. COMPLETED




SP.E.1.c
  • Create layout of the new website design on Spotdocs. UNDERWAY




SP.E.1.d
  • Have changes reviewed and approved by appropriate individuals.


E.2Website UpdateSP.E.2.a
  • Determine who will complete website updates.




SP.E.2.b
  • Develop new website / update existing website, as outlined in plan.




SP.E.2.c
  • Update existing documentation and add new documentation.


Section F: Completion of CTS Certification Application

F.1Complete CTS application online via portal.

MI.F.1.a
  • Sign-up for an account for the CTS application portal.




MI.F.1.b
  • Copy and paste all requirement responses from application template into application portal.




MI.F.1.c
  • Double-check that all URLs included in the application are functioning properly.




MI.F.1.d
  • Submit CTS application for review.




MI.F.1.e
  • Pay application fee (1000 euros) as per website instructions (or as per instruction from Portage).




MI.F.1.f
  • Optional: Email confidential documents directly to CTS.
F.2Respond to reviewer feedback - Round 1.SP.F.2.a
  • Review the feedback from CTS reviewers.
MI.F.2.a
  • Review the feedback from CTS reviewers.


SP.F.2.b
  • Discuss feedback with member institution and determine which items require updates or a response from Scholars Portal.
MI.F.2.b
  • Discuss feedback with Scholars Portal and determine which items require updates or a response from the member institution.


SP.F.2.c
  • Update Scholar's Portal portion of CTS application to satisfy reviewer feedback.
  • Write specific responses to review questions or comments, if needed.
MI.F.2.c
  • Update the member institution's portion of CTS application to satisfy reviewer feedback.
  • Write specific responses to review questions or comments, if needed.




MI.F.2.d
  • Submit updated/revised application to CTS as per their instructions.
  • Respond to questions or comments from reviewers via email or other method, if needed.
F.3Respond to reviewer feedback - Round 2.SP.F.3.a
  • Review the feedback from CTS reviewers.
MI.F.3.a
  • Review the feedback from CTS reviewers.


SP.F.3.b
  • Discuss feedback with member institution and determine which items require updates or a response from Scholars Portal.
MI.F.3.b
  • Discuss feedback with Scholars Portal and determine which items require updates or a response from the member institution.


SP.F.3.c
  • Update Scholar's Portal portion of CTS application to satisfy reviewer feedback.
  • Write specific responses to review questions or comments, if needed.
MI.F.3.c
  • Update the member institution's portion of CTS application to satisfy reviewer feedback.
  • Write specific responses to review questions or comments, if needed.




MI.F.3.d
  • Submit updated/revised application to CTS as per their instructions.
  • Respond to questions or comments from reviewers via email or other method, if needed.




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