The digital project proposal process precedes the grant application process for projects involving the resources of Digitization, Digital Access Services, Library Systems, or Technology Integration Services. Obtaining approval for the digital project before preparing and submitting the grant application ensures commitment from the UT Libraries for technical resource allocations as well as more detailed and accurate grant application information.
Any UT Libraries staff member (student, classified, or professional) may propose a project provided their supervisor(s) and the Associate Director for their division approve the idea. Faculty and staff outside the UT Libraries may work with a library staff member to develop a proposal, but the UT Libraries staff member must submit the proposal.
Project proposers must complete a Digital Project Proposal Form and have it reviewed and signed by their supervisor and Associate Director (AD) before submission. Completed proposals are routed to DPOC and evaluated for technical requirements. The results of DPOC's technical review for Collections projects are passed to the Digital Projects Review Committee for a content review. The DPRC evaluates proposals based on the content evaluation criteria and forwards evaluations for all proposals to the AD Council. The technical review for Operational projects will not go to the DPRC because a content review is not necessary; those evaluations will go directly to the AD Council. The AD Council will determine which projects should be approved for implementation and will rank them in priority order.
Fast tracking projects creates delays in other projects. In the rare cases where fast tracking is necessary, the AD giving approval for submission of a project proposal may route the proposal for fast tracking anytime throughout the year. DPOC members will evaluate the technical requirements of the project and detail the negative impact on the scheduling of other approved projects. This report from DPOC is submitted directly to the AD Council rather than passing through the DPRC for evaluation of research value. The AD Council gives final approval and prioritization for fast track projects, determining which existing projects will be delayed to focus on the fast track project.
All digital projects are subject to an annual review. Even once complete, most digital projects entail care and maintenance which require ongoing technical resources. The purpose of the annual reviews is to ensure that digital projects remain in scope, within the allocated resources, and relevant to the priorities of the UT Libraries. Digital project reviews assess whether the library should continue to devote resources to a project. Reviews take place in the Summer and follow Steps 3, 4 and 5 of the DPOC Proposal Process.