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The form for the 2023-2024 call (second semester) is now available. Deadline: until 31 December (but processing is only guaranteed for documents uploaded to BURJC Digital up to and including 20 December, and no processing will take place during the holiday period).
This second call is held at Rey Juan Carlos University to encourage lecturers to create high-quality open educational resources and to promote their use in the subjects they teach. The call is an initiative of the Vice-Rectorates for Digital Transformation and Teaching Innovation, Campus Community, Culture and Sport, and Academic Planning and Teacher Training. It is part of the collaborative RED project (Digital educational resources: quality and open sharing), funded under the UniDigital Plan of the Ministry of Universities.
The details of the call can be found in the document Call for the recognition of open-access subject publication 2023-2024. Below, some of its most important aspects are summarised and explained. In the event of any discrepancy between this summary and the document, the document shall prevail, as it is the officially published version by the University.
- Slides used in the presentation: PDF format, ODF format for LibreOffice.
We offer a public online session to resolve queries about the call, via a Teams room:
- Monday 4 September, 13:00 via TEAMS at this link
- Here is the recording of the July session:
Purpose
This call aims to promote the work of URJC teaching staff so that they publish their materials in open-access subjects, evaluating this work and, where appropriate, awarding an economic incentive and other benefits and effects, in recognition of the effort made in producing materials published during the 2023-24 academic year.
Participation
Participation in this call involves proposing subjects from the URJC virtual classroom, which must be for official teaching in a URJC undergraduate or master’s degree during the 2023-2024 academic year. The teaching materials for these subjects must have been previously published openly.
Open-access publication of materials
Materials submitted for evaluation must clearly display the licence under which they are published, which must be one of the open-access publication licences approved by URJC Open Publishing Council, with the consent of all authors (Creative Commons Attribution or Attribution-ShareAlike licences).
Bibliographic-format materials (guides, notes, collections of problems and exercises, collections of exams, presentations, etc.) must be published in the open institutional repository, BURJC Digital. Videos and audios must be uploaded to TV URJC.
Refer to the document How to publish teaching materials openly to understand the complete open-access publishing process for teaching materials. For podcasts and videos specifically, also consult the Procedure for publishing open-access materials on TV URJC.
Submission of applications
To propose a subject, once its materials have been openly published, the person responsible for the minutes group (as listed in the Teaching Organisation Plan) will complete the call form (first semester).
Subjects taught during the first semester may be submitted up to 10 September 2023, and those taught during the second semester up to 30 December 2023.
Resolving queries
To resolve queries related to this call, a recorded video meeting has been scheduled and the link will be posted on this website:
- Monday 4 September, 13:00 via TEAMS at this link
You can also consult the frequently asked questions and their answers later in this document. If they cannot be resolved this way, queries can be sent by email to ofilibre@urjc.es, and we will try to resolve them as soon as possible.
Frequently asked questions about this callđź”—
If I already applied in the 2022-2023 call, can I participate again with the same subject?
Yes, but only the categories in which the maximum score was not achieved will be evaluated. Let us consider an example: Hermenegilda GĂłmez Stravinsky submitted the subject Multicolour Engineering, with the following result:
Is there a specific format for documents (presentations, text documents…)?
Although not mandatory, OfiLibre has prepared templates that can be used for open-access published materials.
How do I specify the licence in my documents?
Depending on the type of document, the licence is usually included either at the beginning or at the end. In text documents, it usually appears at the beginning where the copyright notice would normally go. In videos, it can appear at the beginning, where the title appears, or at the end where the credits would appear. In audio recordings, likewise at the beginning or end. The important thing is that it appears within the material so that the licence can be recognised. You can find more information in this guide to publishing open-access teaching materials, which explains in more detail how to include the licence in the materials.
Here is an example:
©2023 Author Hermenegilda Gómez Stravinsky
Some rights reserved
This document is distributed under the
“Attribution-ShareAlike 4.0 International” licence of Creative Commons,
available at
https://creativecommons.org/licenses/by-sa/4.0/deed.es
This licence does not apply to third-party materials that may be included in this work, which retain the rights of the original authors.
How will my subject look in open access?
You can see examples here of subjects published in the previous call.
How do I specify the licence in my documents?
There are two licences approved by URJC Open Publishing Council as valid for open-access materials:
- Creative Commons BY 4.0
- Creative Commons BY-SA 4.0.
Both licences are explained in more detail in the Guide to publishing open-access teaching materials.
Depending on the type of document, the licence is usually included either at the beginning or at the end. In text documents, it usually appears at the beginning where the copyright notice would normally go. In videos, it can appear at the beginning, where the title appears, or at the end where the credits would appear. In audio recordings, likewise at the beginning or end. The important thing is that it appears within the material so that the licence can be recognised.
Who can upload the materials for a subject to the open archive?
Any of the authors may upload the materials, after signing and sending an open-access publication authorisation document signed by the author who uploads the materials, serving as a declaration of consent.
Once the materials have the licence, how are they uploaded to the open archive?
Instructions for uploading materials to the institutional open archive can be found on this BURJC page.
Who can submit the application for my subject in the call?
Only the person responsible for the minutes group of the subject.
What happens if my materials do not fit into any of the categories contemplated in the call?
In the case of materials that do not fit into any category, include them in others and justify them appropriately.
Where do I put my open resources in my virtual classroom subject?
There is no need to put them anywhere in particular, you only need to include the links in the participation form.
How do I upload my videos?
Videos and podcasts must first be uploaded to the TV URJC platform. It is advisable to consult the Procedure for publishing open-access materials on TV URJC. This procedure indicates how videos must be published on TV URJC in a single collection, which will later be indicated in the application form for this call. The procedure also shows how to embed videos uploaded to TV URJC into the Virtual Classroom.
Videos uploaded from TV URJC to the Virtual Classroom following this procedure are visible to the students enrolled in the subject. If the subject is approved for open access, that collection will be opened to the general public, so anyone will be able to view it.
I have already submitted the form, but I want to make changes. How do I do this?
Once the form has been submitted, it cannot be modified. You can fill in the form again, and the evaluation committee will always consider the latest version submitted for each subject.
Can I submit software (computer programs) that I use in my classes in any category?
Free software used in teaching can be submitted in the “Other materials” category of the call, provided it meets certain requirements. To explain what these requirements are, and in general for consultation by lecturers who are authors of free software used in their classes, we have prepared specific recommendations: Open Subjects Call: software for teaching.
How will my subject look in open access? Can I see an example?
To view a subject in open access, you can go to the Virtual Classroom and, before logging in, several are available
Do I have to change the way I present my materials to participate?
Not necessarily. Although to upload them to URJC Institutional Open Archive (BURJC Digital) they must be grouped. The idea is to maintain the way we teach and compile a collection for deposit.
Can only CCBY and CCBYSA licences be used? Why not CCBYNC?
The accepted licences are CCBY and CCBYSA. CCBYNC is not accepted because it is not part of the licences agreed by the Open Publishing Council.
What is the last day to participate in the Call?
10/09/2023 is the last day to complete the call form with the required information, but to do so they must have been previously uploaded to the corresponding repositories. It is important to bear in mind that URJC Institutional Open Archive (BURJC Digital) must be able to process the material, accept it and assign it a handle (url identifier). Therefore, the deadline for uploading material to BURJC Digital is 6 September. If the material is rejected by the library, the handle will not be obtained and therefore participation will not be possible at that point.
In the call, point 2 states the following:
“The following data must be clearly included in the header, first page or equivalent: Authors, title, and date. It must also include a reference to URJC, to the subject or subjects in which the material is used and to the place of deposit (TV URJC or BURJC digital, including its link) and clearly the open-access distribution licence”.
So, when it says “including its link”, what does it mean?
The digital archive itself will handle this process. When the material is included in the archive and the link (handle) is generated, the archive itself will include this information in the deposited material.
I want to publish a set of exercises, but they are often inherited from years and years… can I use them and upload them to the repository?
The call is designed to release and publish materials of one’s own creation, or co-authored with the authorisation of the remaining authors. Publishing something as one’s own, without being sure whether we are the authors or not, is not advisable.
Until last year, two of us were teaching the subject. This year, only the other lecturer will teach it. Can I participate in the call?
No. The call is open to lecturers who teach it this year. On the other hand, the materials (which may be co-authored with other lecturers) will, if they finally receive economic recognition, be for the lecturers who teach the subject in the current academic year.
If I have my videos on YouTube, does that count for the call?
No. They must be in URJC-TV repository with one of the proposed licences.
I have a computer program that I would like to participate in the call. How do I include it?
Computer programs can participate in the call. There is a procedure for their storage and in the participation form, they must be included in the “Computer programs” category.
If I teach classes in the second semester… can I participate now?
No, you have to wait for the second-semester call.
I have uploaded videos to TV URJC and I don’t see them available
This is normal, because the videos are uploaded but not yet public. They will be if your subject is finally made open. In the meantime, only the students enrolled in your subject will be able to see them, accessing them via a link from the virtual classroom.
I have Notes and Slides, how do I deposit them?
As they are two PDF documents (each corresponding to a category), they would have to be two entries in BURJC Digital, one for each document.
When uploading my notes to BURJC… do I upload them by topic or by type of material?
In this call, documents must be uploaded as a single PDF per category. This does not prevent you from using them topic by topic in your classes, and having a PDF per topic (or per class session, or whatever you find most convenient). However, when uploading to BURJC Digital, it must be a single document. Then, in a visible part of the subject, you will link to that document (for example, “complete collection of notes”), so that when the subject is made open, it is clear where the complete document is.
The complete document can simply be a concatenation of the PDFs (if you need help compiling this concatenation, let us know), if possible with a cover and an index. Or, depending on the tool you use to write them, all the notes in a single joint document, from which you will produce a single PDF. However, if you prefer to upload the materials topic by topic for your students, because you manage them better that way (or because you make small changes, for example to correct errors you detect when preparing each week’s sessions), there is no problem with that. Just warn your students that it is better to use the topic-by-topic versions.
Is the maximum personal economic incentive for the whole academic year?
The maximum of 1,500 per person is for the entire academic year. This means, for example, that if the personal maximum has already been reached with subjects from the first semester, no economic incentive will be received if participating in subjects submitted in the second semester. In any case, if this maximum is reached, the other benefits of the call will continue to apply, so you can participate in the call with subjects from the second semester even if the personal maximum has already been reached during the first semester.
For an annual subject, in which semester can it be submitted?
You can submit the subject in the call for either of the two semesters, but only in one of them. In any case, the entire subject will be submitted.
Regarding the migration of subjects that is to be carried out, on page 10 of the call text it says: “In the latter case, if the lecturers indicate their interest in doing it themselves, they will do so following the same instructions as those foreseen for subjects submitted to this year’s call and, as recognition for the work carried out, an incentive of 400 euros per created subject will be provided”. I don’t quite understand exactly what has to be done or how it would be done. Where can I find this information?
Open, it is indicated that their lecturers will have to set up a new subject in the virtual classroom, in a category of subjects called “subjects in open access”. They will do this according to the instructions of the CIED, either based on the “original” subject (importing elements from it) or by composing the new subject from scratch. In any case, at a minimum, the documents submitted to the call (i.e., the teaching materials that were assessed) must be linked. The aim is for visitors to find the materials well organised in subjects designed for their consultation, while the enrolled students continue to work in their “original” subject, where the lecturer may prefer to present the materials in some other way.
In the case of the Open Access subjects from the 2022-2023 academic year, this was not done. Therefore, during the coming academic year, this migration will have to be carried out. To do this, we will contact the lecturers who proposed these subjects, and they will be able to decide whether to set up the new subjects themselves (with the economic incentive mentioned), or to leave it to the CIED.