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Caryn Douglas, WRoCAH Manager
Managing a Doctoral Training Partnership with Google Apps
16-18 March 2015
all the way
! Background to WRoCAH
! Studentship applications via Google
! Google database?
! Google Sheets, Sites and Awesome Tables
Block Grant Partnerships – Round 1 (2009-2013)
! Allocated studentships per institution, per department
! No consumables
! Limited amount of money to allow uptake of training opportunities (£600/student)
! Funding cut during the award in spending review
Block Grant Partnership – Round 2 (2014-2018) ! Collaboration
! sharing expertise and facilities
! Bids encouraged from consortiums
! No ring fencing for subject areas
! Higher expectations → better funding ! Less money to go around
Cohort&Development&fund&
Student&Development&fund&
Track record for White Rose collaborations
£ AHRC + £ Uni match funding
Arts&&&Humani8es&Research&Council&(AHRC)=&£19.2m& Consor8um&£4m&
270&fully&funded&doctoral&studentships&per&annum&over&&
5&years&plus&funds&for&an&enhanced&training&and&events&programme&
Running&costs&+&an&addi8onal&24&fully&funded&doctoral&studentships&and&96&Masters&fee&waiver&
scholarships&over&5&years&
35 Units across three universities LEEDS SHEFFIELD YORKSchool of Design Department of Archaeology Department of Archaeology
School of English School of Architecture Department of English and Relative Literature
School of Fine Art, History of Art & Cultural Studies School of East Asian Studies Department of History
School of History School of English Department of History of Art
School of Media and Communications School of Languages & Cultures Department of Language and Linguistic Science
School of Law Information School Law School
School of Music School of Law Centre for Medieval Studies
School of Performance and Creative Industries Department of Music Department of Music
School of Philosophy, Religion & the History of Science Department of Philosophy Department of Philosophy
School of Politics & International Studies Department of History School of PEPSchool of Modern Languages, Cultures and Societies Department of Politics Department of Politics
Department of Theatre, Film and Television
Centre for Women's Studies
Seven academic subject Clusters
1. History
2. Thought (Philosophy, Law, Politics, Theology)
3. Creative Arts (Design, Music, Dance, Drama)
4. Media (Film, TV, Comms Studies, Journalism, Library & Info Studies)
5. Heritage and Material Culture (Art History, Archaeology, Classics, Cultural & Museum Studies)
6. English & Cultural Studies
7. Modern Languages & Linguistics
Lots of extra funding for training Researcher&Training&Mobility&
To&support&travel&to&WRoCAH&and&other&universi8es&for&training&events&and&to&support&aPendance&at&longer&training&opportuni8es&(eg.&summer&schools)&in&the&UK&and&abroad.&
Researcher&Employability&Projects&(REP)
Month=long&projects&to&allow&students&to&explore&the&contexts&in&which&employers&operate&and&may&be&for&applied&research,&commissioned&research,&next&step&research&or&interna8onaliza8on.&
Knowledge&Exchange&Projects Suppor8ng&funds&to&allow&students&(singly&or&in&groups)&to&profile&their&research&to&private&and&public§ors&in&the&UK&or&abroad&and&pursue&the&impact&poten8al&of&their&work.&
Student&led&forums& Cohort&training&ac8vi8es&organised&by&students&for&students.&
WRoCAH&Associate&Status A&further&two&months&s8pend&available&for&students&who&have&par8cipated&in&REP&and&other&training&ac8vi8es.
16 core partner organisations
Carm Productions and Strategy Ltd
! Background to WRoCAH
! Studentship applications via Google
! Google database?
! Google Sheets, Sites and Awesome Tables
all the way
AHRC Competition Studentships: No subject or institution ring fencing ! Funding for 54 fully-funded studentships
! Best students from all applications to WRoCAH
! Subject and institution independent
! Open and transparent recruitment process
! Co-ordinated across three institutions
Three institutions, three application processes What we wanted
" One system
" Clear process
" Controlled access
What we didn’t want
! No sensitive student information on email
! No paper until unavoidable
! No lost information
Very tight timeline for system development
9"Sep"2013"
15"Oct"2013"
All"systems"go!"
11"Nov"2013"
Started"talking" Award"of"funding"Live"for"applicaBons"
2"Feb"2014"
Closing"date"
Google Apps Script - automatic routing to institution folders
The image cannot be displayed. Your computer may not have enough memory to open the image, or the image may have been corrupted. Restart your computer, and then open the file again. If the red x still appears, you may have to delete the image and then insert it again.
&Form&applica8on&
Google&docs&Google&docs&
pdf&11"Nov"2013"
Live"for"applicaBons"
Very tight timeline for selection
2"Feb"2014"
28"Feb"2014"
21"March"2014"
Closing"date" Unit"evaluaBons"2"independent"reviewers"
w/c"31"Mar"2014"
7"Cluster"meeBngs"
9"April"2014"
Studentships"CommiMee"
Filtering down application numbers throughout
35"Units"reviewing"applicaBons""at"3"insBtuBons"
70"reviewers"blind"reviewing"and"scoring"2"applicaBons"each"
ModeraBon"of"Cluster"scores"and"rank"
25N30"reserves"
468"applicaBons"
432"eligible"
126"forwarded"
Closing"date" Unit"evaluaBons"2"independent"reviewers"
126"moderated"
7"Cluster"meeBngs"
54"selected"
Studentships"CommiMee"
forms, docs, Apps script sidebars
9"April"2014"
Studentships"CommiMee"
w/c"31"Mar"2014"
7"Cluster"meeBngs"
ApplicaBon"document"plus"2"reviews"
2"Feb"2014"
Closing"date"
""""""""""""""doc"template"pulling"from"form"data"
28"Feb"2014"
Unit"evaluaBons"
Direct"entry"into""""""""""""""""""""""""""""""""""doc"and"Apps"Script"sidebar"for"Unit""
21"March"2014"
2"independent"reviewers"
""""""""""""""Apps"script"side"bar"bringing"up"addiBonal"form"for"reviewers"
! Background to WRoCAH
! Studentship applications via Google
! Google database?
! Google Sites and AwesomeTables
all the way
What we wanted from a database
! Single source data
! Secure (controlled access)
! Safe from potential corruption
! Saves us time / Makes our job easier
! Easy to use
… but Google doesn’t have a database
Functions and Apps are our friends
=CONCATENATE To create unique fields for matching
=INDEX To lookup information
=IMPORTRANGE To maintain data integrity when sharing
plus Data Validation Awesome Tables
=index(Sheet1!I:I,match(M5,Sheet1!A:A,0))
1."Unique"reference"created"using"=CONCATENATE"in"Sheet1"
2."Data"validaBon"from"unique"values"list"in"Sheet1"Column"A"
3."Report"supervisor"email"in"Sheet2"using"=index"funcBon"to"look"up"in"Sheet1"
=index
=IMPORTRANGE
=importrange(“<URL of sheet>", ”<Tab in Sheet>!A3:S80")
! Mirrors database data
! Keeps original data safe / managed access
! Accessible by
! Background to WRoCAH
! Studentship applications via Google
! Google database?
! Google Sites and Awesome Tables
all the way
Use Awesome Tables in Google Sites
Access managed
Sortable
Searchable
Data"drawn"directly"from"Google"Sheets"database"via"=importrange"
Awesome"Tables"is"a"gadget"for"Google"Sites"
Really easy to configure
Simple to adjust
Can achieve sophisticated results
The way data shows in the table is managed in Row 2 of the Google Sheet
Confiden8al&columns&Hidden&
Category&or&String&Filters&&
Can make the data interactive Financial&administrators&at&3&universi8es&can&access&and&enter&costs&claimed&
Link&takes&administrators&directly&to&the&original&applica8on&form.&They&update&and&the&data&feeds&directly&back&into&the&database&against&that&award&
! Data sharing across three universities ! Smooth application management process ! A database we understand and can work with
! A way of maintaining the integrity of data while sharing it selectively
all the way
Why do we like Google Apps so much?
Anyone
can learn
to use it
Simple access control
Safe, single source data
It’s free
Three institutions, one system Awesome
feedback
Scalable for our needs
Thank you!
16-18 March 2015