Organisational aspect

   Organisational aspect    Actor    Thematic elements

Organisation Before During After
Strategy & Policy Defining the parameters of the project’s focus Involving policymakers and managers, for example by giving presentations to policymakers Collectively preparing a plan of action with a shared vision of OER
Aligning the project goals to actual needs Creating support. Staff of the educational institute should be aware of and become involved in the project. They should be ambassadors of the vision of open sharing, and act accordingly Open Science policy supplies plans of action for the faculty (including for OER)
Making the link to Open Science Defining advice for establishing timelines to cultivate maintenance of OER Developing market research into use of OER to assess barriers and opportunities
Making the link to strategic goals Drawing up guidelines for sharing OER
Culture & HR Development Building on the culture of openness and sharing educational resources Making arrangements about progress based on 2-year voluntary commitment Formalising ownership, either with individuals or with partnerships
Experimenting with existing applications (e.g. VR) Active exchanges of knowledge Professional association helps to encourage sharing and updating the resources
Improving the project’s visibility Adoption. Prioritising platform adoption during a specific period
Developing manuals and documentation for knowledge transfer
Onboarding new staff
Organising ‘Digital design’ training for teaching staff/relevant colleagues
Incorporating it into the University Teaching Qualification (BKO) programme
Organisation Seeking out partnerships with stakeholders such as the library Structurally involving users Integrating sustainable development of OER (e.g. open textbooks) as a library service
Broad partnership with multiple research universities and/or universities of applied sciences in the Netherlands and abroad Opening an experimentation lab for teaching staff and students Embedding the available support in structural facilities (including information skills training, BKO/CPD)
Proactively seeking out other research universities and universities of applied sciences Developing a workflow for sharing educational resources
Setting up a broad sounding-board group (including representatives of decision-makers) Organising regular writing sessions
Arranging meetings with study programme directors and deans Involving a broad group of stakeholders
Involving experts in technology and didactics Working in small groups
Setting up a multidisciplinary project team, including teaching staff Investing in expertise
Bringing in the library on as a project partner Training teaching staff and support staff to use innovative technology
Organising regular face-to-face sessions with the project group and the sounding-board group
Organising partnership through collective sessions
Making the work process a standard part of team meetings
Setting up a marketing taskforce
Setting up a legal entity (e.g. a foundation) to protect the resources.
Setting up an Academy advisory council
Reviewing and improving the process for educational resources  from concept to publication, e.g. by compiling an overview of the various processes and presenting the ‘best’ process
Technology & Infrastructure Using a standard author tool Choosing open-source platform (Wikiwijs/Edusources) Using Github for automatic updates to the OER, with a view to version management
Choosing a platform with a view to sustainability (e.g. available for >5 years) Developing a new website Making OER available via website and Github
Factoring scalability and future developments in programming languages into the design Considering hardware and software management Integrating with other systems
Preparing the platform for new functionalities Setting up quality controls & version management Sharing on open-source platform (Wikiwijs/Edusources)
Researching what infrastructure is needed Using a milestones dashboard to track the progress that each of the educational institutes is making with the project Making arrangements with ICT department about management and maintenance
Developing or acquiring a licence for an OER community platform Setting up a repository for the entire institute Version management. Keeping careful track of software changes, including documenting them
Simplifying maintenance by using the same tools as other groups at the educational institute
Archiving, e.g. storing OER on SURFdrive
Economic & Financial Sharing costs in a consortium Finding sufficient funding (from internal and/or external sources) Formalising sustainable funding for five years
Handling development in-house Fundraising
Sustainable use of resources Arranging internal project funding for further development
Arranging funding for further development by professional association
Earmarking budget for student assistants, e.g. to maintain platform across multiple years.
Cultivating open access through separate legal entity
Continuing existing external funding
Fundraising
Legal & Compliance Choosing Creative Commons licences Considering data management and privacy
Primary Process (education) Collecting relevant good practices Preparing a technical and didactic lesson plan Integrating the OER into the curriculum, either as a unit or in modular form
Embedding the open textbook into education at multiple research universities
Integrating OER into existing courses