Digital Image Collections Using Luna Software

Growing inquiry concerning the development of additional CCS in-house digital image collections using Luna software has led the Library’s Visual Resources team to develop new policies in this regard. Starting in 2004, teaching and research has been our mission; however, we have recently added collections that are administrative and archival in nature with the Select Student Work Repository and Student Work Archive. Because the Visual Resources staff is small, the development of new stand-alone CCS focused collections must be a collaborative effort. This document provides an explanation for that process.

The Visual Resources policy of honoring student and faculty requests for the teaching and research collection, as well as the development of smaller topic-specific media groups as a subset, remains unchanged. In fact, it is our highest priority. As such, Visual Resources is unable to consider developing personal, as opposed to departmental, digital image collections. All collections must directly benefit the college. Slide and photo negatives are currently outside of our scope because of time and equipment constraints. The consideration of new digital image collections that are historical in nature will be referred to the Library Archivist or Library Director for review.

Visual Resources Commitment Statement

The CCS Library’s Visual Resources team recognizes the importance of managing digital material for the purpose of teaching, scholarship, review, and publication. There is a growing need to safeguard, organize, and enable easy, centralized access of digital material specific to a wide range of uses on campus, including academic and administrative departmental functions. For parties who approach Visual Resources for help establishing and building a collection, we commit to the following:

  • Make the digital preservation process understandable: explain common terminology, identify standards and best practices, help create specification guidelines for collection building, and list resources that will further inform on the benefits of the digitization process
  • Assist in identifying scope, purpose, function, and patron base for the digital collection discussed
  • Recommend appropriate strategies that result in the best long-term solutions pertaining to the specific character of the digital collection under consideration including: recommending the most logical storage and retrieval system, choosing the right metadata scheme, etc.
  • Depending on the amount of work hours required to manage the proposed digital collection, offer the use of the Luna software system and server, as well as function as Digital Asset Managers as described under “Roles and Responsibilities”

Roles and Responsibilities in Digital Collection Building

This section describes key stakeholders and their respective roles in the digital preservation and collection-building process in general terms. It is acknowledged that the stakeholders’ roles and responsibilities can overlap, depending on the project’s size and scope. However, if the digital collection development process is to go forward in partnership with Visual Resources, the following stakeholders listed below must be clearly identified and in agreement with said role. For image collections external to the library, the Visual Resources team will fulfill the role of Digital Asset Managers, with the partnering department(s) filling the roles of Content Specialist, Project Coordinator, and Metadata and Imaging Work Group; the role of Information Technology Administrator is already discharged by the Information Technology Department. Visual Resources shall provide initial guidance for external collections in the form of identifying appropriate strategies and supplying documentation for the technical specifications to guide the Content Specialist, Project Coordinator, and the Metadata and Imaging Work Group. Visual Resources must be informed of the identified partners:

Content Specialist(s) – determines the nature and extent of the collection, selects material for inclusion, defines purpose, function, scope and goals of proposed collection

Project Coordinator – meets with all parties involved to ensure that standards and best practices are followed, maintains a production schedule, coordinates communication, understands rights-based constraints and intellectual property rights pertaining to specific digital material being processed, collaborates with Digital Asset Manager(s) to design appropriate template and specifications for Work Group to follow

Metadata and Imaging Work Group – individuals responsible for creating metadata and making sure digital images meet specified standards for upload into the system

Digital Asset Manager(s) (established: Visual Resources) – creates template and header in Luna for collection, administrates settings and access levels for end users, uploads metadata and digital material, aids in the definition of standards for best practices, helps Project Coordinator educate and train all involved in metadata creation and image format requirements in order to meet designated collection outcomes, advises according to best practices on issues pertaining to intellectual property rights as they relate to the field of digitization at large

Information Technology Administrator (established: IT) – maintains server, monitors server space, offers technical advice as needed, ensures that campus network incorporates Luna software functions to its fullest capacity, initiates software upgrade process as revisions become available

Library Director (established) — monitors potential challenges in the partnership process, including the increasing volume of digital material to be maintained, Visual Resources staff limitations, the need to update Visual Resources staff expertise as technologies evolve, administrative complexities in ensuring cost-effective and timely action

College for Creative Studies Administration – commits to supporting an environment in which digital preservation is regarded as a critically necessary endeavor. This support includes providing adequate managerial and financial commitment to develop a digital preservation program

Introduction

After understanding the Visual Resources Policy for the Formation of New Digital Image Collections, interested CCS departments may proceed through the following steps. Please note that Visual Resources is unable to consider developing personal digital image collections that fall outside of the college’s overriding mission. The consideration of new digital image collections that are historical in nature will be referred to the Library Archivist or Library Director for review.

Process

  • Meet with the Library Director and Visual Resources team in order to determine scope, purpose, function, and patron base of proposed image collection, recognizing that Luna software may not be the best option for storage, organization, and retrieval, at the time. Permission limitations and access levels will be discussed. See also the “Visual Resources Commitment Statement” in the Policy for the Formation of New Digital Image Collections.
  • If the use of Luna software and an arrangement with Visual Resources is agreed upon, determine a desirable metadata scheme allowing for cataloging in Excel or Open Office, image specifications and formatting, naming conventions, and a clearly written guide that spells out expectations for your Metadata and Imaging Work Group. The Visual Resources team will steer you through the process and provide examples used by other digital collections.
  • Identify the project participants: Content Specialist, Project Coordinator, and Metadata and Imaging Work Group members. Provide their names, and contact information, to the Visual Resources team. If the collection is small, it is acceptable for individuals to function in more than one role.
  • Determine a timeline, deadlines, and meeting dates with the Visual Resources team. Material will not be uploaded into Luna unless agreed upon specifications are met.

References

University of Massachusetts Amherst Libraries. Digital Preservation Policy,

https://www.library.umass.edu/dmsdocument/144-digital-preservation-policy

Dartmouth College Library, Digital Preservation Policy

https://www.dartmouth.edu/~library/digital/about/policies/preservation.html

Institute of Museum and Library Services, Nisco, A Framework of Guidance for Building Good Digital Collections, https://www.niso.org/publications/framework-guidance-building-good-digital-collections

Library Circulation Policies for Faculty

CCS Main Library Hours – Academic Year (September-April)

Monday through Thursday: 8:00 a.m. – 10:00 p.m.
Friday: 8:00 a.m. – 6:00 p.m.
Saturday: 10:00 a.m. – 5:00 p.m.
Sunday: 1:00 p.m. – 7:00 p.m.

CCS Main Library – Summer Hours

Monday through Friday: 8:00 a.m. – 6:00 p.m.
Weekends: closed

You must show a current CCS ID in order to check out library materials; in order to have library privileges, adjuncts must be currently teaching at CCS. In addition, adjunct faculty must leave a current e-mail address and/or telephone number with library staff. Click the following link to access the CCS library’s online catalog; access is also available through Blackboard. From the catalog’s main menu, you can access your patron record to see what books you have checked out, what their due dates are, and if you have overdue books; faculty can also request online that items be placed on course reserve.

Faculty are strongly encouraged to contact the library prior to the start of the semester in order to ensure the library has the materials you need for class, whether textbooks, books, or movies. If you are going to show a movie in class or want to ensure that books and/or movies are available to all students throughout the semester, please contact the library to request the material(s) be placed on course reserve. These items will then be available to students in four hour periods for use solely in the library.

If you wish to make recommendations for materials not currently owned by the Library, please email ccslibrary@collegeforcreativestudies.edu or fill out the Suggest a (Library) Purchase form. All lost or unreturned items will be charged the replacement cost plus a $30.00 processing fee.

Resources Available

The library provides instructional sessions that can either be tailored to a specific class assignment or, more generally, focus on how to use the library’s resources, particularly the electronic databases. Sessions are typically held in the library’s computer lab (I-004) in the basement of the building and must be scheduled in advance to ensure that librarians are available and equipped to help with specific assignments.

Digital images are provided via Luna, a digital tool for teaching and research that allows users to create presentations within the software. Students and faculty are both strongly encouraged to use Luna for high quality images with detailed information; however, students are not able to download full-size images (although they can create flashcards with thumbnail images). After signing an agreement stating that the images will be used solely for pedagogical purposes, faculty are able to download individual images or entire presentations into PowerPoint.

Faculty have borrowing privileges with Wayne State University via the InfoPass system; please come to the CCS library to obtain the form from a staff member before going to Wayne’s libraries. After receiving the form from CCS, present both your CCS ID and the form at Wayne’s libraries in order to borrow materials.

The library is equipped with seven Macs and eight PCs; only staff, faculty, and registered CCS students may use the computers. The library subscribes to numerous databases that can be found via Blackboard; the majority of these databases can be accessed from any location, on campus and off, although a couple require using a computer physically connected to the CCS internet network. The library has two large flatbed scanners equipped with Photoshop (Macs) and two smaller scanners suited for document scanning (PCs).

The library’s holdings feature over 60,000 books, with new additions weekly, as well as a selection of over 250 journals, magazines, and periodicals that can be perused within the library. The library also has a group study room and six individual study rooms suitable for one to two individuals.

Faculty Loan Periods

Books
One semester. Faculty may have up to 20 books (total) checked out to them at one time. Books may be returned to either library.
Videos and DVDs – Documentaries and course reserves
Four hours. Movies that are located behind the circulation desk may be checked out by faculty for use in class and are due back immediately after class. Please contact the library to reserve the video or film at least two days prior to when you will be showing it in class; this is to prevent double-booking with other faculty members. If you wish to preview a film and it is not booked by another faculty member for use in class, you may check it out overnight and return it to the library by 10 am the next day.
Videos and DVDs – Feature film collection
Three days. The TV series and general collection DVDs are located on the shelf behind the Reference section.
Periodicals
One day. This includes both current and back issues.
Closed Reserve Books
One day. Closed Reserve books are permanently shelved behind the circulation desk; many photography books are on Closed Reserve.
Open Reserve Books
Two days. Open Reserve books are shelved on the row next to the reference desk and have red tape on the spine above the call number label. These materials are accessible in the general stack area and only need to be checked out if you take them out of the library.
Vertical File Materials
Two weeks. Vertical File materials are housed in the filing cabinets in the far right corner of the library. In general, these materials are filed alphabetically by the name of the artist and include brochures and small exhibition catalogues.
Reference Books
Reference books may not be taken out of the library.

Library Circulation Policies for Students

CCS Main Library Hours During the academic year (September-April)

Monday through Thursday: 8:00 a.m. – 10:00 p.m.
Friday: 8:00 a.m. – 6:00 p.m.
Saturday: 10:00 a.m. – 5:00 p.m.
Sunday: 1:00 p.m. – 7:00 p.m.

CCS Main Library – Summer hours:

Monday through Friday: 8:00 a.m. – 6:00 p.m.
Weekends: closed

You must show a current CCS ID in order to check out library materials. Click the following link to view the CCS library’s online catalog; access is also available through Blackboard. Students can search for books, periodicals, and materials placed on reserve by your instructors. From the catalog’s main menu, you can access your patron record to see what books you have checked out, what their due dates are, and if you have overdue books, as well as put holds on books that are currently checked out.

Fines for overdue books are $0.20 per book per day and $1 per DVD per day. Other materials have varying fines; please check at the circulation desk. All lost or unreturned items will be charged the replacement cost plus a $30.00 processing fee. No borrowing is allowed for accounts owing $15 or more. Accounts must be paid in full in order to receive grades and transcripts.

Resources Available

The library is equipped with seven Macs and eight PCs; only staff, faculty, and registered CCS students may use the computers. The library subscribes to numerous databases that can be found via Blackboard; the majority of these databases can be accessed from any location, on campus and off, although a couple require using a computer physically connected to the CCS internet network. The library has two large flatbed scanners equipped with Photoshop (Macs) and two smaller scanners suited for document scanning (PCs).

The library’s holdings feature over 60,000 books, with new additions weekly, as well as a selection of over 250 journals, magazines, and periodicals that can be perused within the library. The library also has a group study room and six individual study rooms suitable for one to two individuals.

Student Loan Periods

Books
Two weeks. Books may be renewed once if no one has requested a hold be placed on them. Students may have up to 20 books (total) checked out to them at one time. Books may be returned to either library.
Course Reserves
Four hours, in-library use only. Materials placed on reserve by faculty for their classes as well as some course textbooks are shelved behind the circulation desk.
Periodicals
In-library use only; this applies to all periodicals, both current and back issues.
Videos and DVDs
Three days. Students are allowed to check out the TV series and movie DVDs that are located on the shelf behind the Reference section for use outside of the library. Movies that are located behind the circulation desk may only be viewed in the library. There are three Macs equipped to view DVDs, in addition to all the PCs.
Closed Reserve Books
In-library use only. Closed Reserve books are permanently shelved behind the circulation desk; many photography books are on Closed Reserve.
Open Reserve Books
In-library use only. Open Reserve books are shelved on the row next to the reference desk and have red tape on the spine above the call number label. These materials can be found in the general stack area.
Vertical File Materials
One week. Vertical File materials are housed in the filing cabinets in the far right corner of the library. In general, these materials are filed alphabetically by the name of the artist and include brochures and small exhibition catalogs.
Reference Books
In-library use only.

Academic Facilities

Academic Facilities currently includes the Metalshop & Foundry, Model shop & Digital Fabrication Lab (CNC/rapid prototyping, and laser cutting), and the Wood shop. These are a group of individually budgeted & managed shops or departments that operate under the Academic Facilities umbrella. The Director reports to the Provost of the College. There is a lateral reporting structure for the technical staff for the departments of Craft and Foundation.

Academic facilities maintain consistent open shop hours to facilitate the needs of the students, faculty, and staff. Hours are posted at the beginning of each semester and are aligned with the building hours posted by Campus Safety.

Currently the educational structure for students to be able to work in the shops is to complete the Foundation course – DFN 116 – 3D Design Techniques. Students who pass with a C (2.0) or better are allowed access to the shops during their tenure at the college. This provides for entry-level access and does not mean they can use every tool in the shop. Permission to use certain tools must be obtained from the Director or shop manager(s).

  • The Digital Fabrication Lab, Foundry, Metalshop, Model shop, and Woodshop are not instructional facilities. All faculty are responsible for teaching their students how to utilize the tools and techniques they expect their students to use in the construction of finished projects.
  • Faculty must notify the shop managers if they wish to instruct their classes in any of the shops at the beginning of each semester. An Academic Project Form is required with a copy of the course syllabus, a complete timeline, and support materials. These forms are necessary for any class project that needs to utilize the shop and will help us to schedule and communicate more effectively. These documents need to be turned in to your Department Chair and to the appropriate Academic Facility Manager at the same time syllabi are due. The reason for this is three-fold;
    1. Timelines & appointments let the shop be better prepared for your class and identify potential overload. There are usually 12+ classes that are scheduled in the shops as a classroom and have priority.
    2. Identify potential training, supplies, equipment, staff & budget needs.
    3. Faculty Training. Because faculty understand how to use the shop equipment does not mean they are teaching consistent and proper safety techniques to students or know the limitations and requirements of our individual facilities.
  • Classes that wish to be held in the classroom within the metalshop or wood shop for the entire semester need to be scheduled appropriately through Colleague.
  • If faculty are not capable to teach the techniques needed to complete an assigned project the project should be modified to accommodate the skills of the instructor, or the instructor should give themselves ample time to learn the skills they wish to pass on to the student.
  • Shop technicians and work-study are not necessarily qualified to teach faculty and students how to use equipment. Nor are they allowed to complete work for students or faculty during working hours.
  • Mandatory Safety Orientation for each individual shop area is required for all faculty and staff of the college that would like to use the shops in their course curriculum or would just like to utilize the shops. There is at least one orientation session at the beginning of each semester. Contact the appropriate shop manager for scheduling.
  • Forms are required for: Academic projects, Individual projects, & Independent student projects. Hold Harmless Waivers are required for any visiting artist or any one that is going to be in the shop working in any capacity that is not enrolled or in the college payroll system as they are not covered by any liability insurance.

Thank you in advance for your cooperation and we look forward to working with you!

Book and Art Supply Stores

The main College bookstore is located on the ground floor of the Taubman Center. It is open Monday through Saturday during the academic year. Throughout the summer months, it is open on a limited schedule. A smaller College bookstore is located on the Ford campus in the Yamasaki Building on the ground floor. It is open Monday through Friday during the academic year and limited hours during the summer. Textbooks and other supplies are stocked each semester based upon the faculty’s needs. The bookstore sends out a request to all academic departments in May (for the following fall semester) and in October (for the following winter semester) for information regarding required texts. Based upon these requests, the bookstore will carry the necessary textbooks and supplies.

Audio Visual Services

Audio Visual Services provides equipment check-out and support for faculty, staff, and students. In addition, Audio Visual Services manages the reservations for and supports the Stage, Photography studio area and Wendell W. Anderson Jr. Auditorium and supports academic events on campus. The Audio Visual Services Center is located on the first floor of the WBFII Building, room W109. You may contact the Center on the Ford Campus at 313.664.7647.

Through Audio Visual Services, faculty may request equipment such as cameras, projectors, tablets, and DVD/TV carts for class purposes. The Center also has cables and adapters available for loan. All staff/faculty are required to pick up reserved equipment (with the exception of TV carts, which are generally delivered to your class). Equipment is limited, so please submit all audio/visual requests at least two (2) weeks in advance to ensure that the equipment you need is available. Rental is free for faculty and staff; daily rentals are free for students, but students are charged a fee for any equipment returned late. Faculty may also make reservations for using the sound or video editing suites, and the Stages located in the WBFII Building. Reservations can be made in the Audio Visual Services Center or by emailing avc@collegeforcreativestudies.edu

Checkout

  • AVC / Photo equipment checkouts are free for current CCS students, staff, and faculty.
  • Patrons must present a current CCS ID in order to check out equipment. No ID = No Checkout.
  • Equipment can only be checked out in person and only during checkout desk hours. All checkouts are video recorded and monitored.
  • Students may keep equipment for no more than 72 hours for each check out and renew the items up to three times if not reserved.
  • Students can check out equipment over spring break and Thanksgiving break.
  • Students cannot check out equipment between semesters.
  • To ensure student supply, Staff and Faculty can only check out equipment for 24 hours during the active winter and fall semesters.
  • The patron is fully responsible for the care and safeguard of all equipment that they check out.
  • The patron must pay close attention to all items being checked out to them. Read and sign the check out agreement to avoid mistakes.
  • The patron must check for equipment damage before they take it. Test and report any faulty equipment and return it immediately.
  • The centers do not supply AA, AAA, or 9V batteries or media cards. We are not responsible for damage to your card by our equipment.

Reservations

  • Equipment can be reserved two weeks prior to pick up. Patrons may reserve in person, by phone or email.
  • AVC/ Photo staff is not responsible for miscommunication during phone in reservations or voicemail.
  • A reservation confirmation email will be sent to the patron.
  • Patrons are responsible for ensuring the information is correct on the reservation confirmation email.
  • Reserved equipment will only be held for 30 minutes after your initial reservation. After 30 minutes, equipment not picked up will be available for normal checkout by other patrons.
  • Equipment may be held longer for patrons who call to inform of a late pick up.
  • The patron who reserved the equipment must pick up equipment.
  • Consecutive reservation “No shows” (more than 3 times) may result in the semester suspension of check out privileges.

Returns

  • All equipment must be returned on time.
  • All equipment must be returned in the condition in which it was checked out (cords wrapped, cases packed neatly and clean).
  • A $20.00 fee will be charged if AVC/Photo staff has to repack a disheveled equipment case or clean the returned equipment.
  • It is encouraged that the patron stays and observes the AVC/Photo staff while they check in the returned equipment.
  • Someone other than patron who checked the equipment out may return equipment but the patron is still responsible for the condition of the returned equipment and any fees associated with a late return.

Late fees, fines, and suspensions

  • Students, Staff, and Faculty are subject to late fines and replacement fees.
  • Emails are sent by the system to notify the patron of due equipment and overdue equipment (Read your system emails).
  • Late fees begin to accumulate 30 minutes after items become overdue.
  • Overdue fees accrue by the hour, including up to 5 hours after the checkout center closes.
  • Different equipment items have different fine rates. Fines for individual items are calculated independently up to $5.00 per hour.
  • Equipment overdue by more than 24 hours will result in accumulated fines and the suspension of checkout privileges.
    24 hours late = 2 week suspension plus fines
    48 hours late = 3 week suspension plus fines
  • A late return that adversely affects another student’s reservation and project will result in an automatic 4-week suspension.
  • Equipment overdue by 72 hours will result in a replacement fee, and indefinite suspension of check out privileges. Students will have a hold placed on their academic account. Staff’s and Faculty’s superiors will be notified.
  • Equipment overdue by one week will be considered stolen by the patron. A police report and arrest warrant will be issued.
  • Overdue fines may be forgiven due to a patron involved in a automotive accident, injury requiring hospitalization, or death.
  • Lost, stolen, or damaged equipment will result in a mandatory, non-negotiable, full replacement or repair charge.
  • An official police report must be submitted for stolen equipment or we will assume that you, the patron, stole the equipment.
  • Consecutive overdue returns and late fees may result in the semester suspension of check out privileges.
  • Threatening or rude conduct toward any AVC/Photo checkout employee will result in the permanent loss of your check out privileges.
  • Fines may be paid with a SmArt card in the AVC or with other forms of currency at the CCS business office.
  • Only the Equipment Checkout supervisor or Manager can override policy terms.

ITS_AVC CONTRACT