Southern LINCS - Special Collections

LINCS Regional Technology Center Quarterly Report

Name of Organization: Center for Literacy Studies

Region: Southern

Reporting Period: January-March, 2001

Name of Project Director: Jean Stephens

Name of Person Preparing this Report: Donna Brian, Limin Mu, Jean Stephens

1. Goals and Objectives for the Quarter

Initiate involvement of CLS new librarian in SLINCS’ teams’ work.
Develop collegiality among Southern State Partners.
Orient regional SLINCS partners to their roles including their responsibilities as well as the services they can expect from SLINCS.
Continue to build partnerships throughout the region.
Enlist state partners in the effort to expand LINCS and establish affiliates in their states.
Establish an Advisory Group with diverse members from partner states to guide overall project in the southern region.
Establish Technology Committee from partner states.
Form Library/Review Committee from partner states.
Collect and organize locally produced materials online.
Work with state partners on how locally produced materials will be identified.
Ask states to submit “Hot Sites.”
Provide technical assistance and services in product development, publishing, and cataloging.
Implement system for moving documents through identification, review according to Starting Point standards, revision, cataloging, and Web publishing.
Complete development of partner and affiliate technology survey and interview instrument and administer.
Ask states to distribute LINCS materials at state conferences, meetings, and events.
Continue work with NIFL and other regional hubs to coordinate the ongoing development of a national system, identify materials for special collections, and to publish instructional resources.

2. Activities Initially Planned for the Quarter

Sponsor a LINCS training and orientation session for our new librarian and others needing training on cataloging resources into the LINCS database February 2 at CLS.
Sponsor a Regional Partners Meeting at CLS February 5 and 6.
Finalize state’s Partner agreements with SLINCS.
Complete preliminary plans for the First Training Module.
Make presentations at COABE on LINCS (general), Database for Literacy Programs, Utilizing the Workforce Education Special Collection, Utilizing the Literacy and Learning Disabilities Special Collection, and LINCSearch Programs.
Participate in conference calls with other regional RTCs.
Continue work with partners on adoption of LINCS templates on their Websites.
Continue to provide promised services to partners..

3. Completion of planned tasks: Planned activities/tasks were completed except for the following.

· The Technology Committee, Library/Review Committee were not formed. Suggestions were given by states on participation on these committees during the partner meeting, but not further action was taken due to COABE and the initial training of CLS librarian.

· The partners decided to not have a separate, smaller Advisory Committee for SLINCS; but to have all partners on the Advisory Committee. No meetings have been held since the Partner meeting

No affiliates have been added due to the delay in changing the description of affiliates.

· The establishment of the regional training team has been delayed because we are collaborating with the other LINCS RTCs on the work of the National Training Development Team. Plans are to use materials developed nationally and disseminate through training by the SLINCS regional training team.

Major Outcomes During Second Quarter

Training and Technical Assistance

Training was held on February 2 at CLS by Wil Hawk, NIFL, for CLS librarian and librarians from Virginia and Arkansas.
Two-day partner meeting was held at CLS February 5-6 for Southern partners. All states but one were represented (Alabama)
Live video conferencing was demonstrated to partners at meeting.
Technology survey completed by partners and results compiled.
Partner agreements were discussed at February meeting and each state turned in comments on special arrangements needed in the agreement. Agreements were prepared and disseminated to each state. Ten have been completed with signatures from the state and SLINCS.
A committee was formed during the Partner meeting to rewrite the definition of affiliate. A draft was completed and sent to all partners and is now adapted.

Made presentations at COABE on LINCS (general), Database for Literacy Programs, Utilizing the Workforce Education Special Collection, Utilizing the Literacy and Learning Disabilities Special Collection, and LINCSearch Programs.

CLS librarian presented Literacy Resources share table (LINCS, LINCS search and special collections) at Families First meeting at COABE.

Marketing LINCS: Southern LINCS sponsored 2 computer labs at COABE. By setting up the computer display background and Web browser home location for each computer in the labs, the Southern LINCS team used the 42 computers in the labs as marketing tools for LINCS during the whole conference. By estimation, the labs received 1,000-1,200 visits during the conference (including scheduled sessions.)

Collecting and organizing locally produced materials, cataloging, and web publishing:

Cataloged 23 items
Created and maintained COABE 2001 web site
Published 2 issues of Adult Educator online
Published Idea Book 2000 online
Published lessons 31-59 of the Workforce lab online
Published SLINCS quarterly report online
Published Workforce and LD special collections reports online
Published the LD Bridges to Practice order form online
Updated: What’s New, News Flashes, SLINCS showcase pages, locally produced materials and publications pages, contact information for partners and SLINCS staff, content of LD pages, links on Workforce Ed site
Edited bad links in 36 records and deleted 8 duplicate records
Provided web construction support to WV and AL
Created online LINCS usage query survey

Building collaboration with public and private entities including business and industry and leveraging resources: The Southern LINCS team set up computer labs (2 labs with a total of 42 computers) for use during 5 days of COABE. By estimation, the team saved the program $6,000-8,000by getting the free support for the computer labs from the following parties:

Dell Computers (42 computers)

Cisco (T-1 line technical support)

Access and Technologies (T-1 wiring)

UT Memphis Networking and Computing (local technical support)

UT Knoxville Networking and Computing (remote technical support)

UT Knoxville Statewide Network Services (computer handling and shipping)

Memphis Messick Adult Education Center (unpacking and packing computers)

Twelve computer technicians from across the country.

20 Center for Literacy Studies staff

5. Services Provided to Partners/Consortium Members

During the period, 489 email messages (in and out) and 59 phone calls were logged with partners. Topics covered by these communications included adopting LINCS template, LINCS cataloging, creating new mailing lists, data converting issues with LINCS materials database, LINCS technology survey, list administrative support and moderation, T-1 connection and system wiring, COABE lab setup, lab support and maintenance, Internet video conferencing, LAN remote access, virus scan, Ethernet connection, old operating system support (providing Windows 95 CD to state), contractual assistance, Web publishing, database development and maintenance, calendar server, and Unix server backup issues.
32 posts were made to the Hub2 list by the staff of SLINC
8 partners signed Partner agreements

6. Problems Encountered in Lining up Partners/affiliates

The partner agreements are moving along fine. There has just been a time factor in completing some of them. The affiliate agreement process was delayed due to the rewriting of the affiliate agreement to meet the concerns of the partners. This was completed at the end of the quarter and it is hoped that we can add affiliates during third quarter.

7. LINCS Activities and Involvement of Partner Members

The attached chart lists activities reported by partners in monthly “First Monday” postings to the Hub2 discussion list.

8. Use of Project Funds: There are no problems in the use of project funds. Carry over should be minimal, if any.

9. Barriers and Concerns: The only problems have been delays in completing some activities as explained in number 3 above.

10. Collaboration with NIFL: There has been a great deal of assistance from NIFL that has helped Southern LINCS achieve some of its goals and objectives. The monthly conference calls are also very helpful in coordinating activities of the five regional centers.

11. Next Quarter Goals and Objectives, Expected Outcomes, Planned Activities, and Suggestions

Goals and Objectives:

Complete partner agreements
Expand participation on “First Monday”
Enlist state partners in the effort to expand LINCS and establish affiliates in their states.
Use Advisory Group to lead partner activities.
Form Library Committee
Collect and organize locally produced materials.
Work with state partners on identifying locally produced materials and submission of Hot Sites.
Provide technical assistance and services to partner states.
Work with states to distribute LINCS materials, including use of newly developed marketing materials.
Complete plan for regional training team
Inform state directors of work of the Regional Technology Center

Expected Outcomes:

Partner agreements from all states
10 affiliates recruited
Participation on “First Monday” by at least 12 states.
20 new resources will be identified and cataloged
Library committee formed
Training plan completed

11. Statistics

Building Partnerships: 8 Partner agreements completed

0 Affiliate agreements

Resources: (Includes special collections)

Materials Cataloged (Regional or States’ Databases): 23

Full-Text Materials Uploaded: 22

Web-Based Materials Produced and Published on Our Server: 25

Resources referred to other special collections: 2

Records edited or duplicate records deleted: 44

Training Statistics:

Targeted Training

COABE: 5 presentations: LINCS, Database for Literacy Programs, Utilizing the Workforce Special Collection, Utilizing the Literacy and Learning Disabilities Special Collection, and LINCSSearch.(80 attendees)
Tennessee Families First presentation or LINCS resources (12 attendees)
Florida: Four presentations: LINCS presentation at State Coast Regional Conference, TechNet Technology Symposium, Central Florida LITNET, Florida Regional Literacy Directors (45 attendees)

Georgia: Technology and LINCS for 100 TANF teachers
Kentucky: LINCS presentation to 20 program managers
West Virginia LINCS presentation for 15

Total of People Trained: 272

Technical Assistance Statistics: Note: All of these statistics are from this quarter only.

Phone Calls: 59 (including calls for COABE lab setups)

Email: 489

Posts to Hub2 List: 32

Discussion Lists Set Up for the Field: 4 (total 40)

Marketing:

Southern LINCS sponsored 2 computer labs at COABE. By setting up the computer display background and Web browser home location for each computer in the labs, the Southern LINCS team used the 42 computers in the labs as marketing tools for LINCS during the whole conference. By estimation, the labs received 1,000-1,200 visits during the conference (including scheduled sessions.)
“Think LINCS” section in the Tennessee Adult Educator that is distributed to over 1000 practitioners
Florida distributed postcards, distributed flyer on Health and Literacy special collection, and published newsletter with major LINCS focus.
Georgia conducted a LINCS survey and found that 25% of 159 teachers use LINCS consistently.
Texas distributed 300 brochures with information about accessing LINCS; posts First Monday information on state listserv

Number of individuals receiving marketing materials (or information at COABE): 3700

Number of articles in newsletters reported: 2