managing a doctoral training partnership with google apps · google apps script - automatic routing...

Caryn Douglas, WRoCAH Manager

Managing a Doctoral Training Partnership with Google Apps

16-18 March 2015

all the way

!  Background to WRoCAH

!  Studentship applications via Google

!  Google database?

!  Google Sheets, Sites and Awesome Tables

Block Grant Partnerships – Round 1 (2009-2013)

!  Allocated studentships per institution, per department

!  No consumables

!  Limited amount of money to allow uptake of training opportunities (£600/student)

!  Funding cut during the award in spending review

Block Grant Partnership – Round 2 (2014-2018) !  Collaboration

!  sharing expertise and facilities

!  Bids encouraged from consortiums

!  No ring fencing for subject areas

!  Higher expectations → better funding !  Less money to go around

Cohort&Development&fund&

Student&Development&fund&

Track record for White Rose collaborations

£ AHRC + £ Uni match funding

Arts&&&Humani8es&Research&Council&(AHRC)=&£19.2m& Consor8um&£4m&

270&fully&funded&doctoral&studentships&per&annum&over&&

5&years&plus&funds&for&an&enhanced&training&and&events&programme&

Running&costs&+&an&addi8onal&24&fully&funded&doctoral&studentships&and&96&Masters&fee&waiver&

scholarships&over&5&years&

35 Units across three universities LEEDS SHEFFIELD YORKSchool of Design Department of Archaeology Department of Archaeology

School of English School of Architecture Department of English and Relative Literature

School of Fine Art, History of Art & Cultural Studies School of East Asian Studies Department of History

School of History School of English Department of History of Art

School of Media and Communications School of Languages & Cultures Department of Language and Linguistic Science

School of Law Information School Law School

School of Music School of Law Centre for Medieval Studies

School of Performance and Creative Industries Department of Music Department of Music

School of Philosophy, Religion & the History of Science Department of Philosophy Department of Philosophy

School of Politics & International Studies Department of History School of PEPSchool of Modern Languages, Cultures and Societies Department of Politics Department of Politics

Department of Theatre, Film and Television

Centre for Women's Studies

Seven academic subject Clusters

1.  History

2.  Thought (Philosophy, Law, Politics, Theology)

3.  Creative Arts (Design, Music, Dance, Drama)

4.  Media (Film, TV, Comms Studies, Journalism, Library & Info Studies)

5.  Heritage and Material Culture (Art History, Archaeology, Classics, Cultural & Museum Studies)

6.  English & Cultural Studies

7.  Modern Languages & Linguistics

Lots of extra funding for training Researcher&Training&Mobility&

To&support&travel&to&WRoCAH&and&other&universi8es&for&training&events&and&to&support&aPendance&at&longer&training&opportuni8es&(eg.&summer&schools)&in&the&UK&and&abroad.&

Researcher&Employability&Projects&(REP)

Month=long&projects&to&allow&students&to&explore&the&contexts&in&which&employers&operate&and&may&be&for&applied&research,&commissioned&research,&next&step&research&or&interna8onaliza8on.&

Knowledge&Exchange&Projects Suppor8ng&funds&to&allow&students&(singly&or&in&groups)&to&profile&their&research&to&private&and&public&sectors&in&the&UK&or&abroad&and&pursue&the&impact&poten8al&of&their&work.&

Student&led&forums& Cohort&training&ac8vi8es&organised&by&students&for&students.&

WRoCAH&Associate&Status A&further&two&months&s8pend&available&for&students&who&have&par8cipated&in&REP&and&other&training&ac8vi8es.

16 core partner organisations

Carm Productions and Strategy Ltd

!  Background to WRoCAH

!  Studentship applications via Google

!  Google database?

!  Google Sheets, Sites and Awesome Tables

all the way

AHRC Competition Studentships: No subject or institution ring fencing !  Funding for 54 fully-funded studentships

!  Best students from all applications to WRoCAH

!  Subject and institution independent

!  Open and transparent recruitment process

!  Co-ordinated across three institutions

Three institutions, three application processes What we wanted

"  One system

"  Clear process

"  Controlled access

What we didn’t want

!  No sensitive student information on email

!  No paper until unavoidable

!  No lost information

Very tight timeline for system development

9"Sep"2013"

15"Oct"2013"

All"systems"go!"

11"Nov"2013"

Started"talking" Award"of"funding"Live"for"applicaBons"

2"Feb"2014"

Closing"date"

Google Apps Script - automatic routing to institution folders

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&Form&applica8on&

Google&docs&Google&docs&

pdf&11"Nov"2013"

Live"for"applicaBons"

Very tight timeline for selection

2"Feb"2014"

28"Feb"2014"

21"March"2014"

Closing"date" Unit"evaluaBons"2"independent"reviewers"

w/c"31"Mar"2014"

7"Cluster"meeBngs"

9"April"2014"

Studentships"CommiMee"

Filtering down application numbers throughout

35"Units"reviewing"applicaBons""at"3"insBtuBons"

70"reviewers"blind"reviewing"and"scoring"2"applicaBons"each"

ModeraBon"of"Cluster"scores"and"rank"

25N30"reserves"

468"applicaBons"

432"eligible"

126"forwarded"

Closing"date" Unit"evaluaBons"2"independent"reviewers"

126"moderated"

7"Cluster"meeBngs"

54"selected"

Studentships"CommiMee"

forms, docs, Apps script sidebars

9"April"2014"

Studentships"CommiMee"

w/c"31"Mar"2014"

7"Cluster"meeBngs"

ApplicaBon"document"plus"2"reviews"

2"Feb"2014"

Closing"date"

""""""""""""""doc"template"pulling"from"form"data"

28"Feb"2014"

Unit"evaluaBons"

Direct"entry"into""""""""""""""""""""""""""""""""""doc"and"Apps"Script"sidebar"for"Unit""

21"March"2014"

2"independent"reviewers"

""""""""""""""Apps"script"side"bar"bringing"up"addiBonal"form"for"reviewers"

!  Background to WRoCAH

!  Studentship applications via Google

!  Google database?

!  Google Sites and AwesomeTables

all the way

What we wanted from a database

!  Single source data

!  Secure (controlled access)

!  Safe from potential corruption

!  Saves us time / Makes our job easier

!  Easy to use

… but Google doesn’t have a database

Functions and Apps are our friends

=CONCATENATE To create unique fields for matching

=INDEX To lookup information

=IMPORTRANGE To maintain data integrity when sharing

plus Data Validation Awesome Tables

=index(Sheet1!I:I,match(M5,Sheet1!A:A,0))

1."Unique"reference"created"using"=CONCATENATE"in"Sheet1"

2."Data"validaBon"from"unique"values"list"in"Sheet1"Column"A"

3."Report"supervisor"email"in"Sheet2"using"=index"funcBon"to"look"up"in"Sheet1"

=index

=IMPORTRANGE

=importrange(“<URL of sheet>", ”<Tab in Sheet>!A3:S80")

!  Mirrors database data

!  Keeps original data safe / managed access

!  Accessible by

!  Background to WRoCAH

!  Studentship applications via Google

!  Google database?

!  Google Sites and Awesome Tables

all the way

Use Awesome Tables in Google Sites

Access managed

Sortable

Searchable

Data"drawn"directly"from"Google"Sheets"database"via"=importrange"

Awesome"Tables"is"a"gadget"for"Google"Sites"

Really easy to configure

Simple to adjust

Can achieve sophisticated results

The way data shows in the table is managed in Row 2 of the Google Sheet

Confiden8al&columns&Hidden&

Category&or&String&Filters&&

Can make the data interactive Financial&administrators&at&3&universi8es&can&access&and&enter&costs&claimed&

Link&takes&administrators&directly&to&the&original&applica8on&form.&They&update&and&the&data&feeds&directly&back&into&the&database&against&that&award&

!  Data sharing across three universities !  Smooth application management process !  A database we understand and can work with

!  A way of maintaining the integrity of data while sharing it selectively

all the way

Why do we like Google Apps so much?

Anyone

can learn

to use it

Simple access control

Safe, single source data

It’s free

Three institutions, one system Awesome

feedback

Scalable for our needs

Thank you!

16-18 March 2015