Voting members:
Present:
John Unsworth (JU) - ACH, SC Chair
Elisabeth Burr (EB) - ALLC, also Chair Multi-Lingualism
Multi-culturalism Committee (MLMCC)
Chuck Bush (CB) - ACH
Espen Ore (EO) - ALLC
Harold Short (HS) - ALLC, SC Secretary
Ray Siemens (RS), Chair SDH-SEMI (voting member by SC decision June 2007)
Apologies None - all present
Non-voting members:
Present:
Jean Anderson (JA) - Treasurer
Lorna Hughes (LH) - Immediate Past President ACH (for Julia Flanders, ACH President)
Susan Hockey (SH), Chair Conference Coordinating Committee (CCC)
Willard McCarty, Editor Humanist
Apologies: Marilyn Deegan (MD) - Editor LLC
Julia Flanders (JF) - President, ACH & Editor, DHQ
Melissa Terras (MT), Membership services
In attendance for specific items:
Lisa Lena Opas-Hänninen (LLOH) for item 8.4 Oulu conference 2008
Neil Fraistat (NF) & Doug Reside, Maryland for item 8.5 : 2009 conference
Susan Schreibman & Jennifer Edmond, Digital Humanities Observatory, Ireland for
item 8.6 : proposal to host 2010 conference
Also in attendance: Patricia Thomas (PT), Oxford University Press
Minutes of ADHO Steering Committee, Illinois Urbana-Champaign, June 2007
were accepted as a true record.
Prop: RS Sec: CB Nem con
8.2.1 & 8.3 : Scope of ADHO publications. Pubs Ctee is considering this.
11.1 Admission of SDH/SEMI - timetable: Timetable has been followed and is on track.
11.1 Admission of SDH/SEMI - membership by subscription to LLC: Some SDH/SEMI concerns over LLC subscription processes, e.g problems over processing of Canadian postal codes, but working with MT and OUP to resolve this.
No items to report not otherwise on the meeting agenda.
JA presented Treasurer's report.
JA not standing for re-election. A new ALLC Treasurer will be appointed at ALLC Committee Meeting.
AGREED: Since the flow of income to ADHO constituent organisations is from OUP via ALLC, it makes sense for ALLC Treasurer to be ex officio ADHO Treasurer.
The SC expressed its thanks to JA for her service as Treasurer.
Discussion of charitable status and possibility of investing funds for endowments - e.g. the main prizes. In the first instance this will be followed up by ALLC Committee.
AGREED: that financial distribution in June 2008 of LLC income 2007
should be carried out on the basis of Model 1, as modified to reflect
decisions taken in this meeting and ratified by the Association Committees.
Prop: EB Sec: JU Nem con
AGREED: that the membership of the ADHO SC should be as follows:
ALLC 4; ACH 2; SDH/SEMI 1 : Total 7
Prop: CB Sec: EO Nem con
ACTION: HS, LH, RS respectively to request appointment of ADHO SC members June 2008 - June 2009 from ALLC, ACH & SDH/SEMI executive committees, and to report back to follow-up ADHO SC meeting on Wed 25 June.
HS presented report on behalf of MT. Latest report from OUP shows number of individual subscribers is now 221. Total number for 2007 was 224.
Some concern at the number of Canadian subscribers to date:
3 Full plus 3 Students registered as ACH members; 2 Full plus 2 Students
as ALLC; 10 Full plus 3 Students as SDH/SEMI; 12 Full as Joint.
TOTALS: 27 Full plus 8 Students - 35 total subscribers.
Immediate comparison is with SDH/SEMI membership in 2007:
43 Full plus 14 Students: 57 in total.
SCH/SEMI Council is keeping this under review, and will continue with efforts to ensure highest possible subscription level.
AGREED: In descriptions of benefits of membership, in addition to description of what members gain, due emphasis should be given to range of services to the scholarly community that are enabled by membership - e.g. bursaries, workshop support, project support, range of publications, etc.
SC expressed its thanks to MT for all her work on membership and membership services. SC also expressed its good wishes for her imminent motherhood.
AGREED: To set up a position of Membership Services Co-ordinator
on the ADHO SC.
Prop: EO Sec: EB Nem con
NOTE: Subsequent to the first SC meeting, LH received confirmation from MT of her willingness to continue with MSC role during her maternity leave.
AGREED: to invite MT to serve as ADHO Membership Services Co-ordinater 2008-09.
RS presented Pubs Ctee report. Ctee is considering broad strategic issues alongside current practical concerns. One major concern is with monograph series - see below. Pubs Ctee considering proposal to launch a virtual/online monograph series.
ADHO website needs overhaul.
ACTION: JU will review and advise.
AGREED: To accept proposal of Pubs Ctee, and recommend to association committees
to agree funds to support a systems developer/manager for ADHO publications activity to
make integration and scaling of the infrastructure possible. This would include Conftool.
JU recommends starting with a backstop budget of 6,000 USD p.a. to enable integrated
development of infrastructure and longer-term maintenance. This would cover notional 1
day per month of a systems developer/manager. This sum to be added to the planned
expenditure for 2008.
Prop: CB Sec: EO Nem con
ACTION: HS, JU, RS to propose additional expenditure to respective association committees.
SC thanked RS and Pubs Ctee for their work.
HS presented report on behalf of MD.
Plagiarism a serious issue. PT reported that OUP's Manuscript Central is planning pilot with CrossCheck software.
ACTION: MD & PT to propose LLC as a guinea pig in the pilot.
AGREED: Advice to MD is that the clear case of plagiarism should be reported to the employers of the plagiarist.
SC thanked MD and Associate Editors for their work.
PT presented OUP report on LLC. Decline in single institutional subscriptions continues, but considerable increase in consortia agreements.
Gratis includes free or online access for 60 poorest countries in the world.
ACTION: LH will check that LLC is linked from arts-humanities.net.
OUP are developing access points for societies (and libraries) - to enable them to check on subscription or consortia data etc without having to go via OUP.
OUP is considering print opt-out for individual subscribers. This was warmly welcomed by SC.
SC thanked PT for her report, her attendance and her work to support LLC.
JU presented report on behalf of JF.
EB asked about DHQ internationalisation policies and progress. No specific information on DHQ mast head, so question to be referred to the Editor. It was noted, however, that it is intended that the planned Pubs Ctee developments will lead to integrated internationalisation policies and mechanisms.
ACTION: JU will refer this to JF for response on current sitatuion. NOTE: Subsequent to the first SC meeting, JU reported that Jan-Christoph Meister is the Internationalisation Editor for DHQ.
ACTION: JU will discuss with JF editorial process involved in development of shared bibliographic database to ensure widest value across the community. Import/export facilities will be particularly important. LH will suggest Torsten Reimer talks to JF about bibliography he is constructing.
SC thanked JF and Associate Editors for their work.
WM presented the report. Humanist now 21 years old and has highest number of subscribers ever.
Rewrite of admin system for Humanist is progressing well, and new system is expected to be operational in the autumn.
Once the rewrite is completed, serious spam filtering will be needed. Best service is likely to cost 750 USD p.a. plus 350 USD start-up.
SC thanked WM for his continuing efforts.
Some problems with rejection of proposals by the Press. Particular issues with acceptance of proposals from junior scholars. Editorial Board helps with getting acceptance, but Press has a strong commitment to publication of established scholars.
ACTION: JU will write to Illinois Press on behalf of ADHO SC to express the community's need for the series to be a venue for junior as well as senior scholars.
Key issue is likely to be reception of first two volumes. If the numbers of sales and citations are high, this will make things easier.
RS reported that because of concerns and problems with McMaster, 2007 subvention from ADHO was not used for TT. SDH/SEMI is working to withdraw from TT, and is considering proposing a new SDH/SEMI electronic journal to integrate with DHQ and LLC, with emphasis on 'sustainable integration', especially in regard to multi-lingual publication. SDH/SEMI and Pubs Ctee will put forward a full proposal in due course.
ACTION: RS will follow up within Pubs Ctee, and then will present proposal to SC.
SH presented CCC report. Discussion as described below.
SH wishes to step down as CCC Chair. SC expressed its warm appreciation for her work over the past years and the preparation for this meeting.
ACTION: CCC Chair to oversee further editing and completion of Protocol Annex and Guidelines documents. ALL to review and send comments to CCC Chair.
This is work in progress. Some omissions are under action by the CCC, but comments are welcome on any aspect of the document. Conftool documentation is needed, possibly as a separate document.
Would be helpful to make successful bids available. Possibly also useful to develop a budget template.
Key outstanding CCC document is Guidelines for Programme Committee. Claire Warwick has offered to take responsibility for this; RS has offered to work with her. Model call for papers should be an annex to these Guidelines.
ACTION: Claire Warwick and RS to draft Guidelines for Programme Committee for discussion by CCC and then by SC.
ACTION: JU, RS + Sara Schmidt to prepare documentation for Conftool and the abstract publication system.
Comments are welcome.
Comments are welcome.
Revision amended to remove sections that are now in the additional docments. Comments are welcome.
There are difficulties for LO to access up-to-date subscriber information. As OUP develop Access Points for societies, access to current subscription information is important.
AGREED: The proposal put forward by JU to pay a subvention to
LO on condition that LO validates membership in conference registration process.
This subvention is to begin with the 2008 conference, and will be added to
the ADHO planned expenditure budget.
Prop: EO Sec: EB Nem con
AGREED: It is important that ADHO makes it possible for the
PC Chair to attend the conference for which s/he is PC Chair. ADHO
will pay travel (economy class), reasonably priced accommodation for
the duration of the conference, and meals not otherwise provided by
the conference or the associations (up to a value of 10 GBP or equivalent
per meal). The LO will waive the registration fee for the PC Chair.
This is to begin with the 2009 conference.
Prop: EO Sec: JU Nem con
The key purpose is to set a framework of responsibilities and rights, but without making it a legally binding contract. Comments are welcome.
It may be worth adding something to say that ADHO would take responsibility for negotiations between LO and associations or their representatives should this become necessary.
ACTION: CCC to carry forward and complete the drafting of the framework Memorandum of Understanding between ADHO SC and the Local Organiser of a DH conference.
RS, JU reported that the special issue of papers from 2007 conference is close to completion.
Programme Committee: EO reported: 171 submissions - 134 papers. Accepted - 81 papers, 8 panel sessions. Acceptance rate 61% for papers. Some submitters withdrew when papers recommended for acceptance as posters. EO expressed thanks to Sara Schmidt and appreciation for work of the PC.
SC thanked EO and Programme Committee for their work in producing an excellent academic programme.
Local Organiser: LLOH reported: 205 registrations. A large international spread: 48 USA, 39 UK, 10 Canada, 7 Japan, 7 Ireland. Also 4 Luxembourg, 3 South Korea, etc.
SC thanked LLOH and local team for their work in the excellent local arrangements.
NF presented report on preparations for 2009 conference. Dates are Mon 22 - Thu 25 June. ADHO on Sat 20 June. Assoc Committees on Sun 21 June. Excursions on Mon 22 June. ADHO 2nd meeting afternoon of Mon 22. Reception and opening of conf on evening of Mon 22.
Presentations were made by Susan Schreibman & Jennifer Edmond on behalf of the Digital Humanities Observatory, Ireland (backed by Royal Irish Academy, Trinity College Dublin, University College Dublin); and by Harold Short and Lorna Hughes on behalf of King's College London. The SC asked a number of questions in each case. This was followed by detailed discussion within the SC.
Note: HS, LH and WM withdrew from the meeting for the Irish presentation and for the discussion of the proposals.
AGREED: To accept the proposal from King's College London.
Prop: CB Sec: JU Nem con.
JU will report the decision to both presenters.
Susan Schreibman and Jennifer Edmond will be told SC was very
interested in the Irish proposal, and
hoped very much they would re-submit in the future.
ACTION: HS will raise this in ALLC Committee meeting.
EB presented MLMC report.
ACTION: JU and EB will review possible use of Conftool to provide data for MLMC research.
EB presented key elements of the draft protocol. Intention is to make it as consistent as possible with the other ADHO protocols.
ACTION: JU will investigate possibility for Conftool to be used in preparation and hosting of multi-lingual versions of the conference call for proposals.
AGREED: To adopt the draft protocol.
Prop: HS Sec: EO Nem con
AGREED: All Awards protocols were adopted, subject to ratification
by the Association Committees and textual modification by email.
Prop: HS Sec: RS Nem con
AGREED: To increase Busa Prize to 1,500 GBP.
Prop: JU Sec: EO Nem con
AGREED: To set Zampolli Prize at 1,000 GBP
Prop: CB Sec: EB Nem con
Question of joint authorship needs some expansion in the Bursaries protocol.
AGREED: To create unified ADHO Bursary scheme, to begin
with consolidating the existing 5 ALLC and 5 ACH bursaries into
10 ADHO bursaries, with effect from 2009 conference.
Prop: EO Sec: CB Nem con
AGREED: To set Fortier Prize at 500 GBP
Prop: EB Sec: CB Nem con
Note: Protocol agreed in principle by SC, but in subsequent committee discussions, a preference emerged for Fortier Prize to be awarded for completed work rather than conference proposal. Further discussion among SC and association committees will form basis for refining the protocol, but with the intention that agreement is reached in good time for the first Forter Prize to be awarded at the 2009 or 2010 conference. See Action point below - Item 12.1.2 Awards Committee and protocols of the Re-convened Meeting.
AGREED: To adopt the protocol, with amendments as discussed.
Prop: JU Sec: RS Nem con
JU reported on ACH Council responses; HS on ALLC; RS on SDH/SEMI.
ACH: This item not raised in meeting; JU will circulate by email.
ALLC: Approved by meeting.
SDH/SEMI: RS has circulated this by email.
Note: Subsequent to the meeting, JU reported approval of ACH Council.
ACH: Approved all protocols, the establishment of the Awards Committee,
and the values of the prizes.
ALLC: Approved all protocols, and the establishment of the Awards Committee,
and the values of the prizes.
Concern that the Fortier Prize should be awarded for something achieved
- e.g. paper delivered or submitted for publication - rather than promised.
SDH/SEMI: RS has circulated this by email.
ACTION: HS to initiate and manage email discussion among Association committees and SC, beginning with circulation of the ALLC discussion. HS to take responsibility for the refinement of the Fortier Prize protocol.
AGREED: to remove the restriction on number of co-opted members in the Awards Committee protocol.
ACTION: HS to revise Awards Committee protocols as agreed in the SC meetings.
RS expressed some concerns about the outcome of the revenue sharing proposals on the SDH/SEMI share. He did not think there was an immediate problem, but if this were the normal pattern, it would pose difficulties for SDH/SEMI. The proposals for 2008 would result in SDH/SEMI receiving a total of 4,232 GBP (3,100 GBP as a subvention for the SDH/SEMI publication, plus 1,132 GBP from the revenue sharing. RS reported that the total was about the same as prior to admission to ADHO. The SC expressed concern about this, since the overall intention of the AHDO project was to develop procedures and mechanisms that would enable all constitution organisations to improve their financial basis.
The factual basis of the current model was discussed, and this will be followed up by RS and HS. Key elements include:
AGREED: To adopt revised budget and revenue sharing worksheet -
Model 1 rev 2 - as the basis for 2008 revenue sharing.
Prop: EO Sec: CB 5 in favour; 1 abstention
ACTION: HS and RS to continue the discussion of the SDH/SEMI share outside the meeting, and to consider whether other types of modelling may be possible.
HS was nominated and duly appointed.
Prop: JU Sec: RS Nem con
LH was nominated and duly appointed.
Prop: JU Sec: EO Nem con
HS reported that Paul Spence had been appointed ALLC Treasurer 2008-2011. Under the policy agreed in the previous SC meeting - see 5.1 above - Paul Spence will therefore serve ex officio as ADHO Treasurer.
This appointment became necessary following the decision taken under
Item 6.2 of the first SC meeting (see above) to create the formal
position of MSC. This is a role that MT has been carrying out on
behalf of ALLC and ADHO in an informal capactiy, and LH confirmed
that MT is willing to continue. MT was duly nominated and
appointed.
Prop: RS Sec: EB Nem con
RS confirmed he was willing to continue, and was duly
nominated and appointed.
Prop: HS Sec: JU Nem con
Appointed members: (i.e. members appointed by the constituent
organisations)
ACH: Gary Shawver; ALLC: Edward Vanhoutte;
SDH/SEMI: Richard Cunningham
JU confirmed he was willing to stand, and was duly nominated
and appointed.
Prop: HS Sec: CB Nem con
Appointed members: ACH: Gary Shawver; ALLC: Lisa Lena Opas-Hänninen; SDH/SEMI: Brent Nelson
EB confirmed she was willing to stand, and was duly nominated
and appointed.
Prop: HS Sec: EO Nem con
Appointed members: ACH: Natasha Smith; ALLC: EO; SDH/SEMI: Stefan Sinclair
Noted: Jan-Christoph Meister is ex officio member, as Internationalization officer of DHQ.
CB confirmed he was willing to stand, and was duly nominated
and appointed.
Prop: HS Sec: RS Nem con
Appointed members: ACH: CB; ALLC: JA; SDH/SEMI: tba, but RS pro tem
John Nerbonne was put forward for consideration by the ALLC Committee,
as requested under 8.7 above. This was approved by the SC:
Prop: CB Sec: EB Nem con
The following were confirmed as PC members, having been nominated
by the constituent organisations:
ACH: Matt Kirschenbaum, Dot Porter, John Walsh
ALLC: Elisabeth Burr, Jan-Christoph Meister, Jan Rybicki
SDH-SEMI: Richard Cunningham, Brent Nelson
Now would be a good time to start conversations with Japanese colleagues in relation to establishing a Japanese chapter of ADHO. JA and LLOH wlll initiate conversations.
Similar conversations will be continued with Australian colleagues.
Some discussion of Bamboo initiative, funded by Mellon. Important to make sure Chris Mackie is made aware of ADHO communities and work over the past decades.
Role of scholarly associations in peer review of digital publications is under discussion in ALLC.
ACTION: RS will ask Pubs Ctee to consider a role as recipient of requests for peer review participation.
AGREED: Chair of MLMC Committee should be included as a lurker on the PC email list.
ACTION: JU will amend protocol, and will add EB to PC2009 list.
AGREED: Governance protocol should stipulate that all members of committees must be paid-up subscribers.
ACTION: HS to review governance protocol and recommend changes.
AGREED: CCC should be asked to review possibilities and implications of conference being held outside N America and Europe.
ACTION: As incoming CCC Chair, JU will lead a review of Conference venues
AGREED: A good idea to introduce a certificate for the Poster Prize winner.
ACTION: JU will review CCC documentation with regard to the Poster Prize, including specifying it as a LO responsibility and requirement for a certificate for the winner(s).
ACTION: JU will review CCC documentation with the intention of making it a requirement for LO to use ADHO system for production of abstracts with effect from the 2009 conference.
CB reported that ACH considered question of double-blind reviewing. There were apparently complaints from a couple of reviewers in 2008 conference. Conclusion of ACH Council was that current single-blind system is satisfactory, and that more would need to be known about the nature of the complaints before considering any change.
SC recorded with acclaim its appreciation of JU's service as Chair.
The Chair expressed his thanks to the Secretary for the considerable labour involved in
preparing the documentation for the meeting.