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Streaming Media Reserves: Legality and Logistics in the Academic Library
Atlas Systems WebinarNovember 2, 2011
Presented By:
Lisa LazarPerforming Arts Librarian
Bierce LibraryThe University of Akron
Carla MyersAccess Services Librarian
Kraemer Family LibraryThe University of Colorado Colorado Springs
Streaming Media Reserves
Overview Introduction to Streaming Media Reserves
(SMR) SMR policy Development of the SMR system Implementing the SMR system:
Process and workflow Evaluation, changes, and future Q & A
Streaming Media Reserves
Introduction to Streaming Media Reserves (SMR)
Media Course Reserves Traditional Media Course Reserves
provides students and instructors with access to media materials (film and music) in support of the academic mission of the University of Akron.
Hard Copy Media Reserve
Introduction
Challenges With Hard Copy System Not convenient for busy students and
instructors Students had to come to the library to
listen to pieces as media could not be taken from the library
Use was limited to 1 student at a time Occasionally items would go missing Inconvenient for instructors when they
needed the item for class use.
Introduction
Can it be improved? Recognized need for more interactive and
efficient ways of getting resources to students.
How could we provide classroom resources in a convenient and easily accessible way?
Some instructors already using online services such as iTunes
Instructors did like the convenience of the online service we offered.
Charged by Library administration to look into the feasibility of a streaming system.
Introduction
Commercial OptionsCommercial systems; DocuTek Eres, Digital Campus, Swank Did not provide us with flexible access to
works professors might need and licensing costs were impractical.
Introduction
Home Grown System Options Require technical expertise which we
personally do not possess. Place a substantial burden on our
Electronic Resources people. Cost of hardware could be prohibitive
Introduction
What are other Schools Doing? Contacted 8 schools to learn more about
their media reserves Some using commercial systems, others
using homegrown systems Also interested in learning how they
addressed copyright compliance issues
Introduction
Best Option for UsCombination & Customization Collaboration with our campus Information
Technology Services utilizing our campuses current course management system, Springboard!
But first, we needed a policy that would be supported by the university. . .
Introduction
Streaming Media Reserves Policy & Copyright Compliance
New Service PolicyGoal is to develop a service which meets the needs of students and instructors while acting in compliance with copyright law.
Compliance includes: Fair Use Issues with digitizing works and streaming online
Researched copyright law and looked for guidance in articles, cases, expert commentary
Policy & Copyright
Streaming Media Reserves PolicyThe use of audio, video and mixed media materials for Reserves shall be in accordance with the U.S. Copyright Act including its Fair Use (§ 107) and/or its TEACH Act provisions (§ 110(2))
Policy & Copyright
SMR Policy, Cont. Will make digital copies only for works
that are being taught as an integral part of the course.
Only a lawfully obtained copy of the media recording can be considered for use.
The University Libraries will make a good faith effort to purchase a commercially available copy of all requested items.
Policy & Copyright
SMR Policy, Cont.University Libraries can provide electronic transmissions of the following video/media materials: Performances (partial or entire) of all non-
dramatic literary or musical works; e.g. short-story reading; all music other than opera, music videos and musicals.
Reasonable and limited portions of any dramatic musical works; e.g. choreography, pantomimes, plays, radio and television scripts, movies, ballet, opera, music videos and musicals
Policy & Copyright
SMR Policy, Cont.University Libraries will not provide electronic transmissions of the following materials: Materials currently available electronically, e.g.
those available in a streaming format in one of our licensed databases.
Media that the students are normally required to purchase for the course, e.g. films or recordings purchased in conjunction with required textbooks and recorded anthologies.
Materials without appropriate permission if the nature, scope, or extent of the copying is judged by University Libraries to exceed the reasonable limits of “fair use” under copyright.
Policy & Copyright
SMR Policy, Cont. The following copyright notice shall appear on
the instructor’s Springboard! course page:
The media materials on this site are copyright protected and are intended only for the use of students currently enrolled in this course and may not be retained or further disseminated.
Authentication through the instructor’s Springboard! course page will be used to limit access to the media files to only those students currently enrolled in the course.
Policy & Copyright
SMR Policy, Cont. University Libraries will eliminate access
to the converted files at the completion of the course.
University Libraries may store course files for future use.
Policy & Copyright
Administrative & Legal Evaluation Policy was approved by University of
Akron Libraries administration Policy was sent to our campus Office of
General Council for evaluation. Approved our interpretation of copyright
law and service policy Gave the green light to begin the
implementation of the service! Start with music files
Policy & Copyright
21
Developing the SMR System
Collaboration with Information Technology Services Support of Administration from both areas Initial meetings more “top-heavy” Cautious until policy approved Core group met bi-monthly for about a
year Concept to first pilot: app. 2 years
System Development
Why Springboard! ? Course Management System Flexible framework for storing and
providing online course materials Course pages (content) Identities (people, groups) Roles – how identities can interact with
content Connected to personnel and registration
information (PeopleSoft); automatically creates roles and permissions based an identity’s relationship to a course
System Development
Why Springboard!? (continued) Springboard! could be modified Existing solution
Commitment/support of institution Faculty, students already familiar
Supported mainly by other department
System Development
What Specifically Was Needed A method to digitize music files and create
secure players to stream them An administrative area in SpringBoard! A delivery methodology in SpringBoard! An archives for digitized files and players
System Development
SpringBoard! controls access to materials through permissions
We also needed to prevent copying and non-compliant use of materials once they are accessible
System Development
. . . All done in compliance with copyright law
Solution: Digitizing Music and Creating players
Rip in iTunes (easy, no licensing problems) MP3s at 256 kps/44.1 kHz Add piece specific metadata with an ID3
editor Each one is put into an individual Flash Player
Streaming, not download Encrypted stream Mp3 file in separate location than player No retraceable URL
Displays metadata we have chosen with selected labels
System Development
Solution: Administration ITS created an identity in SpringBoard for
SMR administrators (Media.Reserves) Created a “course” where players are
placed into modules (webpages), and modules are organized and named to create playlists
Can keep ongoing record of modules and playlists
System Development
Solution: Delivery Method ITS created role of media instructor Faculty adds Media.Reserves to class as a
media instructor Media.Reserves adds listening modules to
classes
System Development
Solution: Archiving Streaming Files ITS media server – houses actual mp3 files –
not searchable or accessible; player only contains links
ITS created sequestered portion of Springboard!’s Learning Object Repository (LOR) that is only accessible to library streaming media reserves for searchable archives
Library uploads players to the Library LOR Adds Metadata to player in LOR (Modified the
GEM metadata schema option to fit musical recordings)
System Development
31
Implementing the SMR System: Process & Workflow
Cooperation!People from three library departments + outside department all collaborate on this project: Performing Arts Librarian (Research and
Learning services Reserves Manager (Access Services) Music Cataloger (Electronic Services) Information Technology Services
(outside)Will show detailed step by step, then recap
SMR Request Process Initiated by the instructor, often in
collaboration with the Performing Arts Librarian.
Faculty provides the SMR Manager with request form which contains course information and complete citation information for the piece.
Also explain how the work is an integral part of their class instructional activities.
System Implementation
Streaming Media Reserve Request Form
System Implementation
Streaming Media Reserve Request FormSystem Implementation
Copyright Compliance SMR Manager determines if the item is available
through one of our licensed databases or our media collection.
If not, SMR Manager evaluates the request for copyright compliance.
Performing Arts Librarian can help initiate a purchase request for items which we do not own.
If item is not compliance the SMR Manager contact the instructor to explore alternative options.
Once compliance is assured, copy of form given to Electronic Services (Cataloging) for processing and metadata
System Implementation
Processing the Piece – Music Cataloger
Rip the piece using iTunes
iTunes metadata not sufficient Needed and ID3 editor allows us to incorporate
in desired citation information
System Implementation
Incorporating MetadataEdit using PA Software ID3 Editorhttp://www.pa-software.com/product.php?prod=BC3B2E3A
System Implementation
Our Players
System Implementation
Processing Through ITS Incorporate naming convention for pieces:
‘Composer-Name of Piece’ Upload MP3 to our Flash Media Server Music Cataloger notifies Reserves Manager
that ripping/metadata is completed Reserves manager emails ITS folks to let
them know that MP3 files pending to be converted to players
They create the player and encrypt it with digital security
Reply when the players are ready to go
System Implementation
Processing Through SpringBoard! Ensure that the instructor has added
Media.Reserves as a media instructor Upload the item to the Learning Objects Repository
(LOR)
System Implementation
Publishing to the LOR
System Implementation
Editing the Metadata in Springboard!
System Implementation
Create a Dynamic Link to the Player
System Implementation
Pull the Players to the Instructors Springboard! Page
System Implementation
Edit Course & Import Components
System Implementation
Select Components to Copy
System Implementation
Players Appear on Instructors Springboard! Page
System Implementation
Rest of the Process Email the instructor that the players are
posted to their page At the end of the semester the ‘trust’ is
broken so that links no longer work Instructors can view the title and name of
the piece but will be unable to access the player.
Player may be stored on Media.Reserves page for use in future semesters
System Implementation
Subsequent Use At the end of the semester the ‘trust’ is broken
so that links no longer work; instructors can view the title of the piece and name of the composer but will be unable to access the player
Players are archived for use in future semesters
For subsequent use the instructor must contact the SMR Manager to initiate a new request
SMR Manager repeats the process from ‘Creating the Dynamic Link’
System Implementation
Overview of Flow Choose pieces (Faculty, poss. PA Lib.) Faculty submits forms to Res. Manager Manager checks copyright compliance and
availability (PA may buy needed recordings)
Music Cataloger rips pieces and adds metadata
Res. Man. sends to ITS ITS creates players Res. Man uploads players to LOR and adds
to faculty SpringBoard! pages
System Implementation
Conclusion: Results thus far and the Future
Evaluation: Response of Faculty and Students Developed survey to have students & instructor evaluate players, ease of use, metadata, and areas for improvementFeedback: “Just as fast & easy to use as Naxos” “The Loading time was actually superior to Naxos” “Information about the piece and about the
composer or maybe links to this information” “Maybe also when it was premiered and who
conducted/performed the piece at the premiere” “I didn’t like having each track in a separate player”
Conclusion
ChangesAlready made: Changed ripping/metadata from reserves
function to cataloging function Try other ripping software
Looking at: Look for a way to automate copying the
metadata Alternative archiving methods Alternative to Flash Migrate to less hand-holding of faculty
Conclusion
Future?Reserves manager:
Stream film Collaborate with faculty to find additional
uses for SMRPerforming Arts Librarian
Assist faculty in adding other digital materials, library and otherwise – scores, links to encyclopedias
Use SpringBoard! as way to becoming “embedded” in classes
Promote and combine all online listening options
Conclusion
Thank You!
Thanks for your attention today!
Please do not hesitate to contact us if you have any questions!
Conclusion
With Thanks…ITS:
Wendy Lampner, Manager of Design & Development Services
John Kelly- Senior Systems Analyst Programmer Andrew Bonecutter- Technology Consultant Patrick Tabatcher- Senior Multi-Media Producer
Music Faculty: Dr. Laurie Lashbrook, Professor of Voice Dr. Brooks Toliver, Professor of Music History Ms. Patty LaNasa, Instructor of Bach to Rock Dr. Nikola Resanovic, Professor of Composition
Our support at Bierce Library at the University of Akron
Conclusion
