XANEDU ORDER GUIDELINES AND PROCEDURES

Transcription

1 XANEDU ORDER GUIDELINES AND PROCEDURES Overview: XanEdu Support and Contact Information Pg. 1 Online Access Highlights / Helpful Terminology Pg. 2 CoursePack Procedures & Guidelines Pg. 3 Submitting Articles Guidelines Pg. 4 Updating Your CoursePack: Offline & Online Pg. 5 Dedicated Account Team: Below is the contact information of the account team for the University of Chicago Booth School of Business. Please feel free to contact Kevin Woodman or Donna Robbins with any questions regarding your course materials. Kevin Woodman Donna Robbins Senior Account Executive Account Service Manager Phone: Phone: Ext kwoodman@xanedu.com drobbins@xanedu.com 1

2 HIGHLIGHTS & TERMINOLOGY Many faculty members use a CoursePack for their courses, especially if copyrighted materials are being used for teaching purposes. CoursePacks commonly include business cases, newspaper and journal articles, lecture notes, unpublished papers, and occasionally a chapter of a book or an entire out of print book. Online Access Highlights & Benefits Online Editing - XanEdu enables you to conveniently update your CoursePack online each quarter (Username/Password are required and have been provided to you in this memo). Research & Accessing Content - Free access to a robust archive of pre-cleared content from scholarly journals, business cases, magazines, and text book chapters o Sample Content - HBSP, IVEY, Darden, NACRA, Stanford, Babson, California Management Review, many more. Student Online Access - You can choose the Digital + Print delivery format to give your students access to your CoursePack online in addition to the print version. Security - by using content found in XanEdu s archives, you can feel confident that copyright permission will not be a barrier because XanEdu has pre-cleared rights to reproduce this content. Quality - XanEdu scans and cleans all copies provided to us, ensuring the highest quality CoursePack possible. Digital Storage - You only need to provide the hard copy of an article the first time it is used. XanEdu will scan and store that document for future use, quality and convenience. XanEdu will return all original copies to you because we will store them in this digital format. Helpful Terminology & Definitions: XanEdu s Pre-Cleared Online Archive Online archive of pre-cleared content consisting of full text articles, book chapters, and business cases. The GSB has been provided free access to this content allowing you the ability to conveniently research the latest content in your discipline and update your CoursePacks online (Please Note: The pre-cleared online archives do not include CoursePacks from other instructors). Digital Plus Print CoursePack Similar to the traditional Print CoursePack but includes a great benefit: Students will purchase a Print CoursePack from the bookstore and inside of this they will receive an access key code giving them access to an identical CoursePack at a password protected website. They will be able to read and view your CoursePack from any computer with internet access. Print Only CoursePack Traditional Print CoursePack sold at bookstore. 2

3 COURSEPACK PROCEDURES & GUIDELINES The amount of time allocated for CoursePack preparation includes just enough time to complete citation entry, copyright submittal, receive copyright permission, scan, clean, reproduce, bind the CoursePacks, package, and ship materials to the bookstore for students to purchase them before the first class meeting. Failure to meet the deadline or any unforeseen delays (i.e. problems with copyright permission) may mean that students will be unable to purchase their materials on time. GSB Copyright Policy: All copyrighted material needs to be bound in a CoursePack. These materials cannot be posted or stored electronically. It is a violation of copyright law to electronically store or post copyrighted materials on faculty web-sites. The fair use clause allows only articles being used the same day for teaching purposes to be handed out that same day - at no cost to the student and copied only by the person teaching the course. CoursePack Order Procedure: 1. Review Guidelines - Please review the following guidelines and complete the order form: i. Submitting New and Revised Articles ii. CoursePack Order Form & Permission Request Form It is very important that you fill out this form completely. You may complete and submit this form as a soft copy ( to Donna Robbins) or hard copy. iii. XanEdu Contact Information 2. Two Options for Updating Your CoursePack You have two options for updating your CoursePack: 1) Online or 2) Follow the traditional hard copy procedure of changing the content list provided in this letter. Please see Updating your CoursePack: Online or Offline for details. 3. Submitting Order - Completed order forms are due back to XanEdu before or during office hours by the dates listed on CoursePack letters. Both hard and soft copies are accepted. Plan to meet with Kevin Woodman to review your order prior to submitting it, especially if this is your first time submitting a CoursePack to XanEdu or if you have any production requirements. 4. Proof List Following the submittal of your order and hard copies, a proof list will be created and ed to you. The time of the proof list depends on where you are located in the queue. Any changes in your CoursePack are required at this point. Contact Donna Robbins within 5 working days if you find any discrepancies or follow the instructions provided in the proof list to make changes online. Because time is limited, if we have not heard from you after 5 working days, we will assume the list is accurate and proceed with production. If the CoursePack is accurate "as is" please reply to the indicating your approval. If you have last minute additions, please include these requests and understand that time for copyright clearance may not be available - copyright clearance can take 6-7 weeks. Please verify the following in your proof list before responding: i. Correct citations (syllabus, articles, class notes, etc.) ii. Correct numerical order iii. Correct course number 5. Evaluation - XanEdu will evaluate your order to ensure that all the necessary citation information and hard copies are included and meet the criteria described in this memo. You will be contacted by /phone if additional information is required. 6. Sample Lists - If you would like to see other instructors CoursePack lists, please Donna Robbins at drobbins@xanedu.com with the specific instructor s name, class number and quarter you would like to review. 3

4 SUBMITTING ARTICLES New and Revised Articles: Electronic Copies Electronic copies are accepted. They provide higher quality production results. When is Hard Copy Required? - Any article that has not been produced by XanEdu for your course in the past should be considered a new article and requires the submittal of a hard copy. Required Citation Information - Complete bibliographic citations are required. Please include author, article title, publication title, copyright year, publisher, page numbers from original source and the ISBN. Also whenever possible, please include the title/copyright page indicating the above information. Revised articles/notes - Please indicate if articles/class notes are revisions of previously used material and provide one new hard copy. HBSP Cases & Articles - Please include the HBSP reprint number as many cases have the same title. If the case is out of print, Harvard will only allow it to be included as a Print-only item. Please provide a hard copy for duplication purposes. Submit 1 copy of each new article. These copies will be returned to you. The copies must meet the following criteria: 1. 8 ½ X 11 and Single-Sided 2. The quality of the print should be as good as the quality of this page to ensure quality production. 3. Number all pages of class notes consecutively beginning with #1. 4. Taped pages cannot be accepted as they tend to jam the scanning machines Hand Delivers, Exam, Exercises, TBD Cases: Hand Delivers and Exam Cases (HD) - Indicate articles and/or cases you wish to handout in class with "HD" (hand-deliver). These articles will be delivered to you and will not be included or mentioned in the CoursePack. Students will pay for these through their CoursePack purchase. Exercises/Roles (ROLE) - If you plan to use an exercise (i.e. DRRC) in class that requires special production requirements, please indicate this on the list by marking each role as ROLE and indicate production requirements on order form (i.e. each role needs to be printed on a different color paper). To Be Determined (TBD) - If you plan to use a case from XanEdu s pre-cleared archive but will determine which case at a later date, please indicate the publisher of the case you intend to use and write TBD next to the number in your content list. An average cost will be determined and included in the price of the CoursePack. When you determine which case you will use, please /call Donna Robbins to provide the citation (title, case number, publisher). Please allow 10 days for producing and shipping. Copyrights and Citing Material: How much will a publisher allow to be reproduced? - Publishers tend to grant permission for portions of any book that is currently in-print (usually 10-15%). Requesting copyright permission on more than 10-15% of a book that is in-print will likely be denied permission. Publishers will commonly allow an entire out-of-print book to be reproduced. Class Notes & Charts/Graphs - Materials requiring copyright permission should not be submitted as part of your class notes. They should always be listed separately. This includes charts, graphs, pictures, poems and comic strips if you are using one of these items, please provide the full bibliographic citation. Special Production Requirements: If your CoursePack includes any special production requirements (i.e. slip sheets/divider pages (color); color printing; binding other than comb; single sided printing (double sided is default); inclusion of handwritten notes XanEdu cleans all pages for quality if you require some notes or writing to remain please indicate page numbers) please note them in the Additional Production Requirements field on the CoursePack Order Form. It is recommended that you submit your order directly to Kevin Woodman during office hours. CoursePacks and Hand Delivers are printed in black and white, unless otherwise requested. 4

5 UPDATING AND VIEWING YOUR COURSEPACK ONLINE Option #1 (Recommended for first time users): Update your CoursePack the traditional hard copy way - Offline A Sample CoursePack list is attached. If you have any questions about the lists or articles, please contact Donna Robbins at XanEdu. A. Numerical Order - Number all articles, old and new, to represent the order in which you want the article to appear in your CoursePack. If you do not number the articles, it will delay the processing of your CoursePack. B. Adding Content - Each item that is not found on the list must be entered on the Additional Articles Form. Please complete all of the required information, including date and page numbers. If you plan to use a text book chapter, please indicate the ISBN in your citation. Please review the requirements for copy quality and copyright compliance on the Submitting Articles page. C. Removing Content - Cross out any articles on your previous list that you do not wish to use. Option #2: Update your CoursePack - Online A. Home Page 1. Login Login to your online XanEdu account: a. Go to using a web browser and login. (We strongly recommend that you use the latest versions of the supported Microsoft Internet Explorer and/or Netscape Navigator browsers). B. My XanEdu - Account Management Page: 1. Overview - You are now at the My XanEdu page where you will manage your XanEdu account and individual CoursePacks. a. Recommendations: i. Change Your Password It is recommended that you modify your password. 1. Click My Account. 2. Type your new password in the fields titled Password and Confirm Password then click Submit. 3. You have successfully changed your password. ii. Install Plug-In (FileOpen) FileOpen is a Digital Rights Management (DRM) system required by some publishers (HBSP, Darden) to view their content. DRM is an umbrella term for the concepts and supporting technology needed to protect the ownership rights of print and digital publishers on the Web. 1. Click Plug-Ins on the My XanEdu page to install FileOpen. 2. Follow the on-screen instructions to install the plug-in. 2. Select a CoursePack to View/Modify: a. Under the Drop-Down Box, Show, choose All CoursePacks. b. Click on the title of the CoursePack you would like to view/edit to highlight it. c. Click Save As once the title is highlighted to open the Editor tool. d. Rename your CoursePack title. 5

6 C. CoursePack Editor Online Editing Tool: 1. Overview - You are now in the CoursePack Editor. This tool allows you to update your CoursePack by moving, deleting, and adding content. a. Take a moment to acclimate yourself to the Editor and explore the Help button for more information. 2. Modify Your CoursePack: a. The Editor allows you to: i. Add content from our pre-cleared archives or by requesting copyright permission. Please note that you cannot upload your own content directly into the online CoursePack. If you would like to use content not found in XanEdu s archives please provide a copy either as a.pdf or hard copy. ii. Move, add and delete topics iii. Update course information iv. Add internet links to web pages v. Insert text boxes and attach notes to individual item 3. Adding Content - Searching XanEdu s Pre-Cleared Archives: a. Click on the Add New Content button. b. Click on Search Articles, Cases and other documents from the pull down menu. i. XanEdu Collections search tool will open in a separate window - XanEdu Collections houses our business case collection, book chapters and numerous scholarly journals. c. Perform a search. d. Click on the title of the article/case to read the text. e. Click on the ADD button to add the article into the CoursePack. The article will be added to your CoursePack still open in the original window. f. If you are not able to find a specific item that you are requesting, please click on the button titled Request Copyright Clearance. Enter the required information and provide a hard copy of the item you have requested when you place your order with Kevin Woodman during office hours. D. Completing Your Order: 1. Once you have completed the update to your CoursePack click on Student Preview. This will take you to the student view of your Online CoursePack. 2. Please review the Student Preview page to verify that all items are present and are in the appropriate order. 3. Print this screen and save your CoursePack. 4. Take the printed Student Preview along with your completed Order Form to Kevin Woodman during his office hours to review and submit your CoursePack order - OR - your completed Order Form to Donna Robbins (drobbins@xanedu.com). Please indicate on the Order Form in the designated field that you have finalized your CoursePack online. 6