Administration

JA had been in conversation with people in the library about different models for providing academic support on technology-intensive projects and asked me to provide a listing of the kinds of activities the HCMC does, nature and amount of involvement with faculty members, nature and amount of involvement with students, grant-funding implications. Presumably information he needed to provide details on the description he'd provided about us and to continue conversation with the library people.

CC came down to say that she'd prefer to delay spending any money until all the financial partners had put their money in (rather than spend out of the share of one partner that's committed and trust that the other partner comes through). Likely mid January before last partner's financial contribution is reconfirmed (two are out of sync and so the expiry date to spend specified by one hits before the other has committed, and then by the time the second one is committed, the first one's commitment has expired, and so on).

Helpdesk says to go to apex.uvic.ca/aims and fill in the form

Meeting re earthquake preparedness, following which I ordered replacement food and water for our kits, as well as some gloves for the regular kits.

Switched TB from LANG_1 (now finished) to LANG_4 this pay period. Completed all other timesheets and checked with folks who had recorded no hours (some correctly, one not).

Used new online system to place TEI membership order. Its categories of membership are slightly different than on the old form, so next year we'll migrate ourselves to a different category, which will be a bit cheaper.
Also noticed that our new membership is slated to expire on 1 January 2013, so asked TEI to extend that to 1 January 2014.

With Judy, talked to purchasing about how to actually pay for the TEI membership. Judy made webreq which I approved and forwarded on to purchasing with payment instructions obtained from the TEI. Now waiting for any feedback from purchasing, or no-feedback until we see the charge appear in our books.

Got invoice from KL, but it had wrong number of tapes, so got a revised invoice. It's still a bit above CC's budget, so I've written to her with a couple of proposals on how to proceed.

Met with conferencing people and CC to discuss hardware infrastructure for CC's lab going into B047. Most of talk about video conferencing, likely first solution will be bluejeans (uvic has licence through UNet). Cart for laptops is still a question to be sorted out.
Looks like non-UVic money won't be disposable until end of January, but we can draw from Uvic-sourced money now.
Confirmed server + tapes. I wrote to KL to get a "formal quote suitable for research accounting" but haven't heard back yet, so I'll need to follow up.

Discussed with Ray and then with dean's office issues around paying some money towards the TEI. Also emailed the TEI to get their side of the story. Looks like I'll be the contact person for this between UVic and TEI, and am working out with the dean's office what our situation is, then can talk with the TEI people.

Talked with US of German to confirm that we had no outstanding tasks from his stint as interim chair of DH committee. Also checked in with SB on new membership. She reported that people had been identified and they were finalizing things. Reported back to US.

Sent out a couple of emails etc. to confirm list of attendees at workshop

Reviewed applications for two positions and provided comments and rankings to DS.

CC of French finally is entitled to spend money for her observational lab. Last quote we got was almost a year old. Revised quote is for a server with 50% more drive capacity at slightly more money.
PowerEdge R720xd 2x8core Intel E5-2670 2.60Ghz, 1600MHz FSB, 32GB RAM,
2x300GB SAS Harddrives and 6x3TB 7.2K Near-Line SAS drives.
$8,748.30 + taxes.
We'll also need to buy 30 backup tapes at a total cost of about $900.
The server has 4 additional hard-drive bays, each of which can take another 3 TB drive.

Law school is interested in using Agenda, and registrar's office enquired for them. I said that we can't support instances outside of Humanities, but that Clifton had developed the software and could help them out as a contractor. Clifton took up that initiative. I also asked them why they don't have an enterprise-scale project to produce something that does the same task. They said that eventually it would be part of their uber-admin web-based package, but until then they figured they'd go with Agenda rather than write something similar for general use which they would have to support.

Martin has been asked to teach another instance of his DHSI XSLT course in Oxford the week before DH. Discussed with SB if this warranted attention of DH committee, but we decided that as a one-off it would not go to the committee, so Martin and I will sort it out.

Proposed changes to terms of reference for Digital Humanities committee was put on agenda for faculty meeting. Had some communication in advance from dean's office.

Another action item for me out of the last dh ctte meeting was to ask Blair to update the information on Digital Humanities on the faculty site. US wrote a blurb and I supplied a number of bits and pieces and worked with Blair to get the right stuff in the right places.

DH committee met on 12 October. Main topic was proposed changes to terms of reference for the committee. Discussed and a proposal approved which has to go to the faculty meeting for review. Committee will be slightly smaller in number, more tightly associated with Dean's office (associate dean is chair) and will have slightly narrowed range of responsibilities. Also reviewed 3 proposals and I was tasked with getting further information on two before final approval would be given. I did that and forwarded findings and recommendation to chair, and so all three may now proceed.

GN and I met with CC and LS re plans for the lab, and discussed among other things the acquisition of tablets for use in the classroom (who would manage these, how would logon/user data be handled, etc.).

October 25 2012

Got notice from lastpass that accounts due for renewal. Emailed Judy Mackinley to find out if I buy on credit card or go through them. She said to try using card.

sarneil@uvic.ca
Renewed account for "2 years, not automatically renewed".
Paid with UVic card.

hcmc@uvic.ca
Renewed account for "2 years, not automatically renewed".
Paid with UVic card.

gregster@uvic.ca
Renewed account for "1 year, automatically renewed". mistake
Paid with UVic card.
Emailed lastpass to find out how to change the payment settings on the gregster account to "1 year, not automatically renew".
Once that's done, Greg will have to log me in to his lastpass account and in Support / My account, you can extend for another year to bring this account into sync with the other two.

Submitted FMIS report for office chair repairs

Registered, sent mail to book housing, and set flight booking in progress for ICLDC3 (Feb).

UVic librarian JB and external reviewer of digital initiatives in the library met with JL of history, CP of library, Martin, Kim and me to talk about what HCMC does in general and specifically collaborations with the library, especially Colonial Despatches. Talked about issues of long-term maintenance of projects, provision of shared research workspaces, advocating for systemic improvements which benefit range of researchers (site licences).

Booking time spent on timesheets in the last couple of days.

in advance of next week's meeting drafted cover letter for each of three proposals and circulated those with the proposals to the members of the committee.

Got an email from JL in history who has a potential post-doc putting in a proposal for funding for a project in which the development work would be done at UVic and the deployment on an existing platform run by an organization in another province. Post-doc would need regular access to computer in shared facility and occasional access to staff for consulting on schema specification etc.

Checked with hosting organization regarding technical specs of their hosting environment and it became clear that they and proponent didn't have a formal agreement. They managed to sort that out and I'm now back where I originally was, waiting to hear from their tech person on the nature of their environment and what kind of things we can upload into it. Looks to be aspx, but they are talking about ContentDM, so I don't know.

took about an hour to go through the rigamarole to get time sheets done for 7 people who would normally have Martin do their timesheets.

JS wanted 50 GB of space for the maker lab for WP instances and storage of media files. Back and forth with sys-admins, Greg and JS as to whether JS was better having space on our disk array (about 1/2 of our 4 TB still free) or a research diskspace. Also, depending on where his front-end diskspace was, where should his backend databases (mysql) be housed. Eventually decided to house his front end on home1t and his backend dbs on the HCMC db server.
sysadmin set up account on home1t, I created one db with users on our db server, as that's all he's asked for so far.

Met with SB couple of times to talk about dealing with 3 proposals, streamlining the proposal review process, making the dh ctte more nimble/responsive, name an interim chair, set up next meeting. US of German agreed to act as chair and the rest of the topics will be raised at the next meeting, which will be held Oct 11.

ECH of linguistics needed confirmation that the HCMC would provide in-kind support for her Nxa'amxcín (COL) Documentation and Description project. I researched the background, wrote that and sent it to the research office as requested.

Sent email to JW with procedure for moving $400 from her project to the HCMC accounts as agreed in the project proposal in exchange for services provided by HCMC. Drafted necessary paperwork and sent that to her.

It was time to buy a new server. We got a quote from KL for a "standard server" which has enough capacity to more than last us through its anticipated lifespan. We configured it so that it could be used "as-is", or if we decide to, to make it part of a VMWare cluster. We've decided not to create a VMWare cluster at this point, but with the purchase of our next server (or the one expected to arrive with CC's lab) we might revisit that. Given cost, ran it by AS in the dean's office.

Met with JA on Sept 7 to discuss implications of decision to use B046 for post-docs (specifically 2 associated with the ETCL) for a period of 3 years. Had to do a bit of follow-up as well (letting user of adjoining room know, arrange for changes to locks etc.)

With Judy, assembled the responses we got in response to my solicitation for use of computers in shared space. Judy arranged the actual bookings, I've got a summary report of use which I can present at the next DH committee meeting.

Received request from LW to update website with current faculty names.
Have completed the updates and sent confirmation email to LW (cc'd SA).

Re-ordered lists of items on two pages. Future archiving style will mention
"most recent first" in lists.
Sent confirmation email to BAK (cc'd SA)

Delivered in person timesheets to Payroll.

Received request from EK (EMRC) for several announcements to be posted.
Posted all new announcements on site and sent confirmation email to EK (cc'd SA)

BAK, SA, and myself met today for LAS website updates.

Updates:
LAYOUT:
- Globe remains in new position on index page (beneath text)
- index page balanced

IMAGES:
- "bouncing"image problem resolved
- image size 510 x 204 pixels; cropped images forthcoming
- image display: loop to end of entire list, sequential
- intersperse new #51-62 throughout existing 1-50
- no descriptive captions or number indicator required

ARCHIVE:
- Lansdowne Visiting Scholars: keep current one at top of list
- LARG logo : keep current one at top of list

LEFT-NAVIGATION:
- NEW : "Our Students" might be added in the future (blogs, testimonials.....)
- Index page text is TBA

Received request from EK (EMRC) to post upcoming event under Announcements.
Posted event, confirmation email sent to EK (cc'd SA)

SHARED RESEARCH FACILITY COMPUTER 2012-2013 SCHEDULE:

- Schedule now completed and sent out to project(s) academic leads and research assistants
- Schedule accommodated all current booking requests; some "vacant" hours still available
- Schedule will be updated if any extra hours bookings received from project leads

Received website update requests from SA (MedSt).

Updated their site with:
Index page: removed old workshop
Workshop(1) page: moved old workshop to right hand navigation list; listed upcoming workshop
(more workshop details TBA)
Workshop(2) page: updated page list with workshop 2012 information

Sent confirmation to SA (MedSt); cc'd to SA (HCMC)

I'm now doing seven different timesheets of three different kinds, so it takes a while to prep for a handover so SA can cover me while I'm away. That's now done.

Scheduling Research Area Computers - Fall 2012-Spring 2013 use

Currently compiling information received back from the various computer users of the Research Area.
Tentative schedule now prepared. Will meet with SA this week to do final review and when schedule is
approved will post online.

Updated the LAS website this week as per BAK's requests.

Changes/additions included:

Announcements Section: removed some old announcements, posted new announcements on all pages
Left-column navigation: re-arranged order
New page(s): created LARG webpage (new text, links) within LAS website
Logo: retained existing logo - when logo clicked on users now redirected to new LARG webpage within LAS website instead of to the Hispanital site
Faculty page: updated email addresses; updated membership
Images: add to site (in progress)

Ordered HCMC office supplies today.
Arrival date: next day usually

Interviews #31, & #32 completed today.

SA received request from MK (P&A) to review proposed new website and provide
feedback before website is submitted for approval.

Task: compare spreadsheet structure to created website content and layout; note differences, typos, omissions and changes; recommend changes, check for adherence to guidelines.

Completed my observations and forwarded them to SA. SA & JN discussed our individual lists; SA then summarized both our lists and sent email to MK (cc'd me) with a list of
our recommendations.

Notified by the workstudy people that we have been funded for four positions, each of which gets 125 hours, for a total of 500 hours.

Project ongoing.

Confirmation received today for 2 interviews to take place August 1st at 11:00am and 2:00 pm. (#31, #32)

Updated their website today with new information re:
- handbook information (2012-2013 faculty, course info)
- updated contact links

Interviews project:

#30 completed today.

Updated LAS website with the following:

All pages under Announcements: removed the quotation marks around Course
2012-2013

All pages: linked Courses 2012-2013 under Announcements to the
courses page which has Fall and Spring course listings

Sent confirmation email to BAK (cc'd SA) re completion of latest
requests done.

Retiree interviews Project continues:

Have completed 29 todate (Part 2) with more scheduled later this week.

Received website update requests from BAK today.

Have now updated LAS website with:

Courses page: fall, spring course offerings included
All pages : edited Announcements section
All pages : removed/replaced left col. tab "Current Events" with new tab "Lansdowne Visiting Scholars" tab
New page :created new LVS page for future gallery of scholars
(year;linkable scholar's name/affiliation/poster)

Sent confirmation to BAK (cc'd SA)that website has been updated as requested.

Had a couple of emails back and forth with ER of systems about rationalizing the thicket of domain names and hosts associated with the Internet Shakespeare Edition and related projects. drebeta.ise.uvic.ca dre.internetshakespeare.uvic.ca dre.isebeta.uvic.ca dre.uvic.ca internetshakespeare2.uvic.ca internetshakespeare.uvic.ca isebeta.uvic.ca isechronicle.uvic.ca iselive.uvic.ca ise.uvic.ca manatee.hcmc.uvic.ca qme.internetshakespeare.uvic.ca qme.uvic.ca ER recommends: "A quick proposal to think about is something like a domain of ise.uvic.ca and then hosts like: beta.ise.uvic.ca chronicle.ise.uvic.ca live.ise.uvic.ca The only challenge there is that the IP address on ise.uvic.ca would require Network services staff to change as that would be an IP address on a domain which is fairly common but not handled by our normal network toolkit." In talking with MB and MT of ISE, there are two parallel setups (the Digital Renaissance Editions and the Queen's Men Editions). I think they're leaning to a similar setup for each of those as the ISE has. On the other hand, they may want to keep some kind of association with the ISE in the domain or host name. So, we have the following domains: dre.uvic.ca, qme.uvic.ca and the following hosts: beta.dre.uvic.ca [whatever others make sense] We'd have to work out with the ISE people what each of the following are for and whether or not to keep them: dre.internetshakespeare.uvic.ca dre.isebeta.uvic.ca internetshakespeare2.uvic.ca internetshakespeare.uvic.ca manatee.hcmc.uvic.ca qme.internetshakespeare.uvic.ca

Forwarded two project proposals to MC and SB June 12 with suggestion that they be circulated to committee members for review by email.

The new secondary account is called an affiliate account and it's actually a sponsored primary account - that is a 'real' primary account holder needs to sponsor an outsider to get an affiliate ID.
To set it up go here:
http://apex.uvic.ca/aims
and fill in the form (doesn't seem to work in Chrome on Linux as of v.21.0.1171.0 dev but does work in Firefox).
As I understand it, the process works like this:
1) Submit form. It goes to ID management (CS). They look at it and
2) Send it to the Helpdesk.
3) Rinse and repeat until ID management and the Helpdesk are satisfied that things are in order.
4) receive netlink ID

I have NO idea how long this process takes.

LW reported a problem in the courses page - it wasn't showing up at all. She thought it might have something to do with modification she made to the courses offered page. Turns out she had forgotten two commas. Made the changes, tested page and it still failed. Eventually found that there was also a missing square bracket in the courses taught page, not sure how that error got in there. Fixed it and the page worked.

The dean is interested in a survey of senior undergraduates. Considered and ruled out online possibilities due to logistical issues. Researched university support for paper-based. Mechanics handled by computer help-desk. The learning and teaching centre put me on to the Institutional Analysis office, who are the people that know the most about this kind of thing. They have a number of existing surveys which might meet the needs of the dean. He's now checking into that.

With Martin and Greg, prepared workstudy job descriptions and paperwork. Then did the overall ranking/submission form and submitted electronically and on paper.

Met with MT and Martin to get more specifics on the modifications required in JJ's proposal for work later in the summer on the ISE search capability. Updated the proposal document and submitted it to the committee.

2 more interviews completed June 5th; another today June 6th.

Received request from SA (Rel.St) to update their website with
2012-13 course offerings and posters.

Have included all now on site; sent confirmation email to SA (Rel.St) with cc to SA (HCMC).

Checked equipment purchases posted on FAST account.

2 more interviews completed today.

2 more interviews conducted today. More forthcoming through June 15th.

Another retiree interview completed today

Working today on:
-proposals and projects: index page , links (e.g. to same page and/or different
location within same page); linking to other newly created pages
-about us: publications and presentations, links and content

Continued working on site today. Have updated various sections (e.g. services and resources,
grant writing, in-class workshops, training and supervision.....)
Sorted and updated various links and index pages.

Received requests from SA (Med.Studies) to update their course offerings for 2012-13
academic year; update faculty page with new faculty information.
Completed all updates to their site; sent confirmation emails to SA (MStudies) - cc'd SA.

Set up equipment; filed paperwork for Ret. Interviews - Part 2 recording
session #4.
More bookings made via Doodle for on-site interviews as well as home interview
sessions.

Worked specifically on grant writing section of website today.
Have learned how to input new content with links now redirected to new site.
Edited html; have implemented two different options for navigating on a page e.g.
linking to tabs below and also text further down same page. (Decisions regarding
which method we will use will be decided later.)

Created new pages within grant writing section.

In progress: working on "in-class workshops" section

Part 2 of Interviews project has started.
Recording sessions now being booked.
Written summaries will be submitted by interviewers and will
accompany interview records.

Posting time spent in committee/focus group work in HR.

Submitted FAMIS report for supply of bioBags to be delivered to HCMC office via campus mail.

Continued inserting content.
Working on redirecting links (old to new site).
Setting up tabs as display option.
Final editing of content will be done later.

Sent email to DR, DF (cc'd SA) summarizing recent Cascade website
meeting.
Included: communications attachments as reference material

Two meetings with JS to help with CFI grant planning.

Had meeting today with DR, DF.
Reviewed:
- the site's structure
- temporary inserted content
- blocks; page editing; saving changes; publishing; linking; photos and tips for writing for the web.

Decisions made:
- DR:register for upcoming training session
- Hispanic Dept: plan/organize department's division of new site's workload;
decide on timeframe

Submitted FAMIS report today for replacement/repair of office lights in
B043 and adjoining research computer area.

Have included more temporary "content" within existing site structure to demo at Wednesday's meeting. Other features now included: links

Arranged and confirmed meeting next week with DF, DR, SA and myself to discuss next steps with their Cascade website.

Received payment for HB's 2012 1st quarter.
Deposited payment; receipt filed in HCMC records.

Updated website with new employment opportunity information.
Sent email confirming update completion to BAK (cc'd SA)

Confirmed recent equipment purchases against FAST account; filed hardcopies
Entered new equipment in HCMC inventory data-base.

415 emails to get through on my return from TEI Council meeting. Also completed expenses claim for trip.

SA and I attended meeting with CW re: writing for the web.
Informative and worthwhile session. CW provided handout and will forward
power point presentation to us also for future reference.

Received from BAK requests to update website.
Have now updated their website with several new additions for:
Announcements, Courses (removed old, included new), new wording for index page content, additional title in left navigation.
More content forthcoming regarding announcements, new course description, and study abroad program.
New internship poster also included on website.
Emailed BK (cc'd SA)confirming updates made to website todate.

reviewed applications for Liddell award and drafted notes. Will complete and submit for circulation to committee tomorrow

drafted 3 responses for dh ctte chair to review.

Met to discuss 3 proposals:
- Victorian Poetry Network (AC)
- Graves Diary Extension (EGW)
- 2-day TEI fundamentals workshop
Also discussed:
- write up policy on HCMC staff teaching
- incorporate that in larger HCMC mandate document
- submit both for review at next meeting

went to web coordinators meeting, chaired by Robin Sutherland.
Social Media policy : should be dynamic - i.e. answer user input quickly; no centralized control or process, they want people to try things and report to them; common sense on tone, content, management of user behaviour
Uvic.ca renovation : rejigging of the institutional site and subsequent rejigging of templates used for departmental sites; migrating of simple sites should be change of configuration values to point at new templates, css, and js files. Look somewhat different, feel more or less the same; using same DOM as current cms sites

Due to combination of communications mixup and my being out of the office for two weeks, the HCMC request got lost in transit. AS called to find out and I submitted the request to her.

Interviews with three applicants for the ETCL coordinator position, and then followup meeting with RS and LS.

AC of English has a number of people she wants given basic training in TEI. RS and Martin have been discussing how to support this request and have a plan worked out. As there may be potential issues with HCMC people teaching and with context of DHSI sponsorship, I've contacted the dh ctte chair and dean's representative to confirm that this proposal is fine. Will deal with it in detail by mid April.

In response to conversations with RS and JA, looked at the floorplans for the area between the call and the B-wing hallway to confirm what's where.

JL came in with a new data set he wants to have incorporated into the VIHistory site. He provided a spreadsheet of building permits issued between 1860 and 1921. Initially all we'll do is create a new table and a user interface to query and report that table. Later we'll worry about more global searches (e.g. of street addresses) that go through this data set as well as any others.

He'd like it done by end of April, but I'm not sure I can make that deadline.

Posting time spent on timesheets (SA is away, so did TNB's timesheet too).

Received email from PL with project summary.
Printed off waiver release forms as requested.

Purchased supplies for special project ("Interviews").
Completed reimbursement.

- 4 recorders have already been set to: volume to 25; setting to "Meeting"
(don't reset to any other settings); recording room location: CLE B046

Procedure during Recording:
- 2 machines are recording at once
- 1 machine only is designated for student to control
(Students: only touch 1 button: Record - Pause - Record (All same button)
- 2nd machine is the back-up machine and will run the entire time Non-Stop (students don't touch)

When ready to start interview:

Judy:
- turns on both recorders' power (power switch on side of recorder)
- places "backup recorder" on table - press record button - leaving machine in record
mode throughout the interview till end (students don't use this machine)
- places student recorder on table (screen facing student)

Student:
- press RED RECORD button to start recording
- press STOP button when interview is finished. Bring student recorder to Judy.

Judy:
- stops "backup recorder" when interview is finished.
Both recorders keep in HCMC.

TO COPY INTERVIEW FILE FROM STUDENT RECORDER TO JUDY'S COMPUTER:

Connect Student Recorder to Judy's Computer:
- each recorder has a cable; plug cable into back of Judy's computer
- plug other end of cable into USB port located on side of student recorder
- recorder will automatically power up itself

On Judy's Computer Desktop:
1. See "VN8100PC" (name of digital recorder) icon on Judy's desktop.
2. - 2x click on VN8100PC icon on desktop to open
- will see VN8100PC screen with 3 folders list - see "Recorder" folder
3. Open "Recorder" folder and open "Folder A" (click once on arrow - opens - then click on
arrow to open Folder A) - see interview files listed e.g. VN810001.MP3, VN810002.MP3,
etc.
4. Select and drag interview file over from VN8100PC Screen to Judy's desktop
5. Rename that interview file now on Judy's desktop (click once, then click again in
field to rename file) with the naming convention of: student's surname_interviewee's surname_date_interview file#.
6. Open on Judy's desktop the "INTERVIEWS" folder.
7. Drag renamed interview file over to Judy's "INTERVIEWS" folder.
8. Click on "INTERVIEWS" folder to see the renamed interview file has been moved there.
9. To disconnect recorder from Judy's computer: Right click on VN8100PC icon on Judy's
desktop to disconnect.
10.Disconnect cables (from computer and recorder); put recorder and cable back in plastic
bag and lock up.

TO GIVE A COPY OF INTERVIEW FILE TO STUDENT ON THEIR USB MEMORY STICK:
1. Plug student's USB device into back of Judy's computer.
2. Student's USB icon then shows up on Judy's desktop.
3. Under "Device" (on left of screen) see the USB memory stick listed.
4. Open on Judy's desktop the "INTERVIEWS" folder.
5. Drag specified interview file from "INTERVIEWS" folder to their USB device icon.
6. To disconnect USB memory stick right click on USB icon to "Eject"
7. Unplug USB device from back of computer, return USB memory stick to student.

Student CD-R Disk copy:
1. Insert CD-R disk into Judy's computer (with disk printed-side facing me)
2. Wait
3. "Untitled CD" icon shows up on Judy's desktop
4. 2x click on "Untitled CD" icon (rename student's CD e.g. "Interview" by clicking 1x slowly in the field then click again in the same field of the icon and type "Interview")
5. Screen window "Untitled CD" shows up
6. 2x click on Judy's desktop the "Interviews" folder to open
7. Drag interview file from Judy's "Interviews" folder to Untitled CD (now renamed "Interviews)
8. Hit "Burn" button on right of screen
9. Will ask "Are you sure....." Leave burn speed as is
10.Hit "Burn"; will go through tow times on its own (once, then again verifying) takes a bit of time
11.When done, screen disappears
12.Click on student's CD-R icon to see file has been dragged over (this is a copy, original interview file stays in Judy's desktop folder)
13.Right click on CD-R to "Eject"

Students to provide USB memory stick however CD-R used instead if USB memory stick not provided. Students keep CD-R disk.

Paperwork to be turned in:
At end of each interview student will turn in paperwork (Signed Release form)to Judy to put in desk file folder - for PL to pick up.

Sent out "invoices" to two French researchers (HC and EdR) for HCMC resources. Following the system I worked out with AS in dean's office:
I get research account number from researcher
I write up invoice with reference to dh cttee approval of terms and specified costs and research and hcmc account number
I send it to them and ask them to forward it to AS with authorization for Journal Entry.
AS does the journal entry.

Half hour with dean on:
allocation of space or other resources dedicated to one project for more than a year,
flexibility of terms for use of resources
participation in etcl workshop coming up

Had email and in-person conversations with MC and SB on various issues: OK to put in for an IRG for a proposal that's still before the committee, pros and cons of HCMC charging researchers for work done for IRG-funded projects, etc. Most will find their way to the agenda of the next DH ctte meeting.

End of Year (eoy):
Met with SA today to review eoy issues. Forwarded to SA last year's
eoy information for perusal.

Subscription:
Renewed/mailed MAC subscription.(2 yr./24 issues subscription)

Attended Cascade drop-in session:

Issues:
- banner color (color will be implemented later today by communications staff)

- home-home: issue has already been reported by others; will be addressed by communications later; (HCMC -correct as is for now).

Reviewed:
- "page mirroring"
- content details

Approved payment for HCMC recent equipment purchase

Prepared GRS website navigation structure spreadsheet; forwarded it BB for review.
Prepared GRS project document in readiness to forward to communications when navigation structure confirmed.

Sent email with attachment to BB to review navigation structure.
(cc'd SA)

Making progress with the HCMC website. Basically have the site
now structured and am inserting content. However, a couple of issues
still to be sorted out e.g. color in banner; "home" primary displaying
a little different than expected. Will address at drop-in session.

Update to new site:

Content:
- inserting content from old site to new site sections

Blocks:
- created new blocks (assets); inserted in contact information (hours)

External links:
- created and applied

Projects:
- received updated list from SA; inserted in new site

Index pages:
- created for staff information; individual pages

Layout:
-reordered primaries

Tertiary:
- applied

Next steps:

-"Welcome" text for landing page required (SA)
-"Conference" information TBA
- attend drop-in session for further instruction

RS circulated an email regarding a 2-day TEI course to be taught by ME of the ETCL. Chatted with the various people cc'd (ME and EGW) and got back to Ray with a request for more details or direction, which he's subsequently provided.

Met with RS a couple of times and had a few emails to discuss how to accommodate a handful of post-docs and grads he intends to hire over the rest of the calendar year. If it's a simple request for use of some of our shared resources, should be able to accommodate up to 3. If it's more ambitious than that, will need more clarification and then have to figure out appropriate avenue of escalation based on what's asked for.

Met with AS in the dean's office to discuss the best way to implement the transfer of money from research accounts to the HCMC account in accord with project proposals approved by the DH committee. I'd already spent some time with various accounting people and relayed what I'd discovered to Amelia. She then checked with her contacts and mostly confirmed what I'd heard, but with the significant improvement that accounting is willing to authorize AS to execute the journal entries, whereas they were not willing to authorize me.
Process now is: after services rendered, I prepare a detailed list of services and costs, email that to the researcher who forwards it on to AS with an authorization to execute a journal entry to cover the expenses listed.

Attended Open House drop-in session today to
begin building HCMC site.

Primaries and secondaries established.
Index pages being constructed with some content also inserted.

Project ongoing.

SA, JN met with BB today to review GRS website layout.
Results:
Restructured layout a little.
Renamed and reordered primaries.
Added additional secondaries.
Defined which links to include on faculty page.
Confirmed tertiary content with additional page content.

Next steps:
Incoming content:
BB: - provide quantity of selected images (few), updated
course list (by terms e.g. FALL - SPRING); faculty
photos and individual content per member.

HCMC - prep outline for submission

Received from SA HCMC's website layout for development in Cascade.
Reviewed the current site in preparation for re-developing in Cascade format
Building of new site underway.

Met with SA today to preview our spreadsheet information regarding the
GRS website Cascade plan.
Compiled list of questions related to website structure for
tomorrow's meeting.

Prepared draft spreadsheet for GRS - Cascade site
Meeting with SA, BB this week to finalize.

Received request from BAK for website updates.
I have now included on the LATAM website the following:

- All pages: under the Announcement section - have included Lansdowne Lecture(s) info text and poster link
- Current events page: Lansdowne Lecture(s) text with poster and bio links
- Faculty page: Added personal webpage link to each Advisory Committee member and under Faculty section for each member for whom we have this information

Removed on all pages:
Under Announcements Section: outdated speaker and conference information

-sent email to BAK confirming website updated(cc'd SA)

LW requested update to faculty page and left banner.
Task completed and email sent to LW advising changes made; cc'd SA

Received several requests from SB for:

ANNOUNCEMENTS:
- removal of past announcements and talks
- standardized names for headings

TALKS PG:
- updated website with several new talks
- removed past talks from announcement section
- archived 2012 talks into Talks since 2003 section

Emailed SB (cc'd SA) confirming website changes completed.

Met with RS, CC and LS (skype) to review candidate interviews and decide on what to do next. RS has the action items.

Talked with third candidate for French position, with Martin and Greg, about their teaching and research interests and how HCMC could support those.

Reviewed submissions and interviewed two candidates for the co-ordinator position in the ETCL. One-hour long formal interview with each, plus another half hour or more informally chatting with each in the HCMC about how we could help them out.

I got three emails, one for each of three events posted by anonymous (actually TB) to the English department website, because I'm one of the admins of that event calendar. Contacted TB who had worked out an arrangement with the dept and the dean's office, so there was nothing further for me to do.

I'm trying to figure out the mechanics of moving money from a research account to the HCMC departmental account, as specified in grant-funded project proposals. After some back and forth by phone and email with accounting, I've discovered:
1) if the source fund is a departmental fund, then the owner of that fund must do an online journal entry. In order to do journal entries the person must have taken a training program and passed a test so before accounting will enable the "journal entry" feature for that user.
2) if the source fund is a research fund, then the owner of that fund must request accounting do the journal entry. JP writes:
You have to establish an hourly rate and charge-back based on usage. Your journal entry needs to include back-up "documentation indicating the exact charge being made in proportion to the goods and services provided to the grant and the method of calculation or attribution." For example an invoice showing the hours, the rate, name of project, account holder/service requested by and total cost. The actual chargeback cannot be done in advance of usage, it must be done after. The coding will be a credit to your account under acct code/subcode 5947 and a debit to the research account subcode/account code 9231.
We have estimates of developer time and workstation time for each project, so can generate those estimates, but it's a bit more hassle and since we can charge it only at the end of the contract, there's a pretty good chance there won't be money left to pay us.

...for meeting candidate...

Met second candidate for French teaching position, again found out his teaching and research interests and talked about how HCMC could help out

Met with first of three candidates for the French teaching position, talked about the HCMC and CALL and how they might support the research and teaching interests specified by the candidate.

TB was on Martin's workstudy allowance; MP was on Greg's. Arranged to have them transferred from those contracts to mine as their hours are exhausted on the current contracts. TB has already been transferred. MP will be in a week or two when he exhausts Greg's hours. I have the green sheet which I have to specify the date of transfer and then submit to Maria in Student Aid.

Setting up Hispanic/Italian website using Cascade.
Have created folders and index pages.(primary navigation)
Sub-primary navigation setup is problematic. Apparently not currently "enabled".
SA has sent an inquiry. Waiting for feedback.

Training:
Attended training session with AK from Accounting for HCMC electronic invoicing procedures.

AL of PAAS noticed that in the List View, Timetable view, Audit View and Print Timetable view that all the offerings are preceded by the letter "A", whereas tutorials should be prepended by "T" and labs by "B". I think all the code that needs to be modified is in the manage_calendars.php file in the scripts folder.
I've modified the List view and sent it to her for approval.

I had to modify the sql query so that it would return the offerings.type field, which contains "Lecture", "Tutorial" or "Lab", I then had to modify the output code from this:

$display_term_letter_before = "A";

to this:

if ($timetable_information[11] == "Tutorial") {
$display_term_letter_before = "T";
} else if ($timetable_information[11] == "Lab") {
$display_term_letter_before = "B";
} else { //lecture
$display_term_letter_before = "A";
}

Right now, that code is contained in if blocks so that it only takes effect for courses in the winter sessions (term = Y, F, or S) and doesn't take effect in the summer sessions (term = any other value). I've asked AL if this change should apply to summer sessions as well. Assuming I've got the right behaviour, I'll need to make the necessary changes for the other views. The timetable view will be tedious as there appears to be about 100 similar chunks of code (i.e. to generate output to each of 100 cells in the timetable) that need to be modified.

Received receipt for HB deposit; filed in HCMC records.

As requested have updated website with job opportunity information
Sent email confirmation to RS; cc'd SA

Delivered HB's- 4th Qtr invoice and payment to accounting.
AK (Acctng) will process and mail receipt to us.
Electronic invoicing procedures/training will take place once AK has setup.

All four of us worked out a nav plan for the HCMC website. SA will turn it into the required spreadsheet.

Attended Cascade 3hr. training session.

Inquired about rotating/timed images:this feature not covered in the basic training session. Recommendation: attend additional Cascade "advanced/help" workshops to learn displaying of timed images.

Went to the three-hour cascade training. Discovered :
- they use a fixed 512px central column and if your data (image, table) is too wide it overlaps with the blocks in the right column. You can suppress the right-column block on a specific page using the configuration settings.
- possible to create your own css file and then modify the header info block to include a call to that file (not sure if that's page-by-page or as it's a block, one change affects all pages which include the block - I expect the latter).
- their style expectation is that the primary content on any page will fit on one standard browser screen (? 1280 by 960 I guess) and that all the rest will be put into the tabbed support information area. They believe that people will click on tabs whereas they won't scroll.
- doing just about anything more than typographical changes involves a lot of clicking, so any structural work you want to get right the first time.

Received request from SA (MSt)
Updated website with:

- Lansdowne lecture information
- Workshop information
- Poster information
- Previous workshop information

Sent email confirmation to SA (MSt) and cc'd SA

Received request from SB for changes to website:
Faculty page: Updated page with new webpage links for two members
Courses page :Updated links to undergraduate and graduate course info
Resources page: Added additional resource

Sent email confirmation to SB (cc'd SA)

Added course to undergraduate course listing as requested.
Sent email confirmation to SB (cc'd SA)

Updated website with additional faculty and announcement information.

Sent email confirmation to SB (cc'd SA).

The mailroom has told us that as of a year from now, we will no longer have PO Box 3045, but will be using PO Box 1700. So, we need to order new business cards and envelopes. Our business cards include the URL to our website, so I figure we should hold off on getting new stationery until we've got the new website (which will have a different URL). That might force us to actually re-do our site, which we've been meaning to do for a couple of years now.

The ETCL is hiring a new coordinator. I'm on the hiring panel and spent some time yesterday reviewing the three resumes and then most of this morning on Skype interviews with three candidates then debriefing with RS and CC. RS is to follow up with interviewees. I've agreed to meet with any selected to come here in person.

The usual couple of hours was used up trawling through email after the vacation.

Both LB of GRS and BT of Dean have been enquiring about using the UVic conference hosting site to process online payments for upcoming events. For one-time events, the recommendation from Accounting Services is to "piggy-back" on their netbeans account rather than go to the cost and bother of creating a new one (e.g. providing a real bank account). There is a 3% charge to cover the VISA transaction fees. In addition, because it's Accounting Services (as opposed to a small entity set up to run the conference) that is legally charging the customer, Revenue Canada requires that the transaction is subject to 12% HST (or whatever combination of GST and PST when that becomes the law again).

So, here are three variations based on a nominal fee of $100 and what you want that fee to represent:
A) cost to customer $100 exclusive of tax : fee to customer $112 (to cover HST), net to host $97 (to cover credit card charge)
B) cost to customer $100 inclusive of tax : fee to customer $100, net to host $86.61 (100/1.12 = 89.29 to cover HST * 0.97 to cover credit card charge)
C) net to conference of $100 : fee to customer $115.36 (to cover HST and credit card charge), net to host $100

Met with RS and CC to specify more precisely the scope of the proposed ETCL and INKE websites project and the proposed INKE archive and ETCL repository project. Specifically: ETCL site largely an update of the WordPress environment, so headaches likely only if they modified the existing infrastructure somehow. INKE site in Joomla, so we'll have to port that to WordPress - possible issue there if site relies on service provided by Joomla that can't be replicated in WordPress (not likely). INKE archive being driven by mandate from funding organization through UVic research - need precise language from them to see what will meet the requirements and be least burdensome ETCL repository almost certainly subversion as it's for control of access to multiply-authored documents I revised the proposal documents and sent them to RS and CC for review. Assuming all well, will forward to DH committee for discussion at meeting on January 16th.

Received request from SB to relocate a past announcement to
TALKS page.

Website updated with change; sent email confirmation to SB (cc SA)

The Yubikeys arrived the last day before the end of year break. This morning I registered both Yubikeys assigned to me to my lastpass account on my mac at work. (Log in to see local LastPass vault, then click "account settings" at top of page beside login name and click Yubikey tab in the window that appears, OR log in to LastPass online vault, click settings, click Yubkykey tab in the window that appears.) I'll give it a couple of days to ensure that everything is working fine (including getting in without the YubiKey), and if so, will add the LastPass setup to my home machine.