Deliverable 5.3: Setting-up the digital co-working space

Deliverable 5.3 Setting-up the digital co-working space D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 1 1 Document Information Document Identification Status Final version Due Date 27 Sept 2024 Version 7.0 Submission Date 30 Sept 2024 Related WP WP5 Document Reference D30 Related Task(s) 5.2.1 Document Type R Related Deliverable(s) D5.3 Dissemination Level PUBLIC Lead Participant UNIBO Lead Author Valentina Gianfrate, Maria Claudia Coppola Contributors All Partners, IMCo Members Reviewers Pace Andrew Reviewers Penny Papageorgopoulou Reviewers Afroditi Andreou Reviewers Paloma Korycińska D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 2 Document History Version Date Modified by Modification reason 1.0 20 July 2024 Valentina Gianfrate, Maria Claudia Coppola First draft 2.0 23 July 2024 Valentina Gianfrate, Maria Claudia Coppola Feedback during online meeting 3.0 30 August 2024 Valentina Gianfrate, Maria Claudia Coppola Finalised draft 4.0 27 Sept 2024 Pace Andrew, Penny Papageorgopoulou, Afroditi Andreou, Paloma Korycińska Internal review by all reviewers 5.0 27 Sept 2024 Valentina Gianfrate, Maria Claudia Coppola Internal reviewer’s comments implementation 6.0 29 Sept 2024 Łukasz Pieczonka (JU) Quality Control 7.0 30 Sept 2024 Maria Claudia Coppola Integrated text corrections D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 3 Quality Control Role Who (Partner short name) Approval Date Deliverable leader Valentina Gianfrate 27.09.2024 Quality manager Łukasz Pieczonka 29.09.2024 Project Coordinator Żaneta Żegleń 30.09.2024 D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 4 2 Executive summary The Deliverable D5.3 provides the information about the process and the implementation of the collaborative space that will be adopted by IMPULSE partners and the IMPULSE Community of Practice along the duration of the project and during specific initiatives. The document introduces the main Objectives of the collaborative space, defining the scope and target audiences that will be supported with specific functionality according to three channels of action (Education: Teaching & Learning, Creation: Artistic Research, Connection: Creative Industries) connected to the development of futureoriented prototypes. Furthermore, the document explains how the collaborative space will support the hybrid setting in which the IMCo activities will take place: it is a digital working space, already presented in the D5.2 and it will help to monitor the participation of the IMCo throughout the duration of the project. Key words: Digital co-working space, hybrid community, co-creation, customization. D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 5 3 Table of Contents 1 Document Information .......................................................................................................... 1 2 Executive summary ................................................................................................................ 4 3 Table of Contents ................................................................................................................... 5 4 Abbreviations and Acronyms ................................................................................................ 6 5 Introduction ............................................................................................................................ 7 5.1 Objectives of the digital co-working space .............................................................................. 7 6 About the platform: why Discord for IMCo .......................................................................... 8 7 Setting-up the digital co-working space ........................................................................... 122 7.1 Target audience ........................................................................................................................ 12 7.2 Intended uses of the digital co-working space ..................................................................... 13 7.3 Designing the digital co-working space ................................................................................. 14 7.3.1 General information on the digital co-working space ................................................. 14 7.3.2 Categories and channels ................................................................................................. 15 7.3.3 Roles and permissions..................................................................................................... 22 7.3.4 Moderation processes and tools.................................................................................... 24 8 Anexes .................................................................................................................................. 26 8.1 Joining IMCo: a step-by-step guide ............................................................................................ 26 8.2 A quick onboarding .................................................................................................................... 28 D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 6 4 Abbreviations and Acronyms Abbreviation / acronym Description CCI Cultural and Creative Sectors and Industries DX.X Deliverable number X belonging to WP X EC European Commission GX Group X WP Work Package IMCo IMPULSE Community of Practice D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 7 5 Introduction The collaborative space foreseen for the IMCo is an open and easy-to-use digital working space, allowing synchronous and asynchronous text chat, resource sharing via hyperlinks and uploaded files (text and multimedia files), and integrating functionality for video and voice conferencing. As described in the project proposal, Mastodon would have been the platform of choice to build the digital collaborative space. However, after further research carried out by UNIBO consulting the NKUA and JU management Team, Discord has been identified as the most suitable platform to host the IMCo digital workspace as it presents built-in features that enable collaboration between its Users. Mastodon might be possibly adopted in the near future as a tool that serves the purposes of disseminating IMPULSE events and results and promoting engagement and participation to the IMCo. The idea is to organise the IMCo’s dedicated server on Discord in a general channel – a space dedicated to getting to know each other and connect by interests - along with specific multiple channels dedicated to the three focus areas (Education: Teaching & Learning; Creation: Artistic Research; Connection: Tech-Creative Industries). The server will work as a place to meet, collaborate, and share ideas, offering different engagement possibilities, e.g. news only, prototypes feedback, connection, and exchange). The digital working space is set-up by UNIBO with the help of NKUA and administrated/moderated by IMPULSE Partners. The Community Members when accessing the digital platform will have to adhere to community guidelines – included in a dedicated channel - to ensure that no misconduct occurs within the platform. The Community guidelines will ensure meaningful and respectful interactions between the Community Members. 5.1 Objectives of the digital co-working space The digital co-working space supports the IMPULSE project by fostering collaboration, feedback, and innovation among its diverse community. The key objectives are: 1. Fostering knowledge sharing and co-creation by enabling peer-to-peer learning across disciplines. By bringing together academia (researchers, professors, students), cultural heritage institutions, artists, and practitioners from the creative industries, the space allows for contributions from each perspective, encouraging the exchange of ideas and best practices. 2. Supporting IMPULSE’s pilot-prototype development. The digital co-working space will provide a platform to gather continuous feedback on the IMPULSE project’s prototypes throughout their development. Members of the community, including researchers, students, artists, and cultural heritage practitioners, D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 8 will engage with the prototypes at various stages, offering insights and suggestions that will help refine and improve these tools before they are finalized. Such feedback loop is valuable as it might contribute to inform prototypes with real-world needs expressed by the target audience. The feedback loop might also contribute to informing prototype development with best practices in the field. 3. Promoting interdisciplinary collaboration, which is central to the IMPULSE project's approach to digitised cultural heritage. The digital co-working space will provide an environment where Members from different sectors—academia, cultural heritage institutions, creative industries—can discuss common challenges and exchange practical insights. 4. Ensuring accessibility and participation to pilots stemming from a Europeanscaled project. The flexibility of the digital environment allows participation and inclusion of Members worldwide offers flexible, digital participation for a global audience, allowing members to engage synchronously or asynchronously. 5. Establishing a community to keep the conversation going. Establish a lasting network of professionals working on digitized cultural heritage coming from different areas – education, business, innovation - to facilitate continued collaboration beyond the project’s duration. 6 About the platform: why Discord for IMCo 6.1 Premise: Mastodon replacement As by the project proposal, Mastodon would have been the platform of choice to build the digital collaborative space. However, after further research carried out by UNIBO consulting NKUA and JU management Team, Discord has been identified as the most suitable platform to host the IMCo digital workspace as it presents built-in features that enable collaboration between its Users. Mastodon will be kept as a tool useful to disseminate IMPULSE events and results and to promote engagement. Discord has been established as a popular platform for communication and collaboration, especially among digital communities. To a Community of Practice (D5.2), Discord offers a unique variety of features that support collaboration, knowledge sharing, and sustained engagement. D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 15 7.3.2 Categories and channels Figure 1. Screenshot of the homepage of the digital co-working space. The digital co-working space on Discord is structured as illustrated in Figure 1.This layout includes dedicated channels for community rules and moderator-only discussions, along with sections for general information about the IMPULSE Community of Practice (IMCo) and the IMPULSE project. Key channels such as "announcements-andcalls" and "event-agenda" are designed to keep the community updated on important events and project activities. Furthermore, the workspace is divided into sections for each of the three main project prototypes—Education, Creation, and Connection—allowing focused discussions and collaboration within specific domains. D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 16 Figure 2. Screenshot displaying the house-rules channel in the “Community Info” category. The category “Community Info” is the very first category that Members encounter when visiting the digital co-working space. It is made of two channels: • #house-rules (Figure 2) contains the community guidelines and rules Members must follow. New Members will be automatically directed to this channel to review the community guidelines. • #moderators-only is a private channel for moderators to manage communityrelated tasks. The category “Welcome to IMCo” is designed to orient new Members and provide essential information about the IMCo. It includes several key channels: • #about-imco: offers an introduction to IMCo, explaining its purpose, goals, and the benefits of joining the community. • #announcements-and-calls: a space for important updates, announcements, and open calls related to the project. Only moderators are assigned the rights D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 17 of posting in this channel. However, Members can contact moderators and suggest events to be shared with the community. Particularly, this channel can be used to broadcast events about: o Project announcements: key developments within the IMPULSE project, including milestones reached, updates on ongoing activities, or significant news. o Open calls: invitations for community Members to participate in events, workshops, hackathons, or feedback sessions related to the project’s prototypes. Calls may also extend to more general events, but still resonant with IMPULSE’s themes, providing additional opportunities for engagement and collaboration within the broader context of cultural heritage digitisation and creative industries. o Updates and deadlines: notifications about upcoming submission deadlines, and other time-sensitive information, allowing Members to stay informed and plan their participation accordingly. • #event-agenda: the channel displays details on upcoming events, workshops, and other scheduled activities within the community. D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 18 Figure 3.1. Screenshot of the #event-agenda channel. D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 19 Figure 3.2. The “Add to calendar” option available in the #event-agenda channel. The #event-agenda channel not only provides detailed information on upcoming events but also includes a convenient "Add to Calendar" feature (Figure 3.2). This allows Members to seamlessly add events to their preferred calendar platforms, such as Google Calendar, Yahoo, or Outlook, or download an ICS file for manual import. This integration ensures that participants can easily schedule and keep track of important community activities. • #about-the-project: provides a comprehensive overview of the IMPULSE project, ensuring that all Members are informed about the project's objectives and scope. "The Plaza" is the category working as a central hub for community interaction and casual engagement. This category helps create a sense of community, fostering both professional and informal interactions, which is key to maintaining an active and engaged digital co-working space. It includes the following channels: D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 20 • #general: A space for open, project-related conversations where Members can discuss various topics, ask questions, and share ideas. • #introduce-yourself: a welcoming channel for new Members to introduce themselves, share their background, and become acquainted with the community. • #impulse-manifesto: this channel has been set-up as part of an internal initiative involving WP5, with a focus on engaging the entire project's work packages (WPs). This channel is dedicated to collaboratively shaping the vision and guiding principles of the IMPULSE project. As IMPULSE taps into creativity to explore new perspectives and meanings through the design of experiences with and for digitised cultural heritage, the manifesto embodies the community's collective aspirations in such a direction. As such, the manifesto is more likely to be co-designed with input from the IMCo. It invites Members to contribute their ideas, inspirations, and visions on how digital cultural heritage can evolve through creativity. This participatory approach ensures that the manifesto reflects a diverse range of perspectives and fosters innovation, aligning with the project's goal of creating immersive, user-centered experiences. Through this channel, the community becomes an active part of the project's narrative, contributing to its evolving identity and shared mission. • #off-topic: a casual space for non-project-related conversations, allowing community Members to engage on different levels and build relationships. A document sharing server will be further implemented to better support content sharing and uploading. The “Repository” is a dedicated category designed to house essential resources and materials for the community. It serves as a central repository for documents, links, and other important content relevant to the IMPULSE project. The key channel under this category is: • #imco-resources-and-links: this channel is used to share and store valuable resources, such as documents, reports, research papers, and external links that are pertinent to the community's activities and goals. It acts as a reference hub where members can easily access the materials needed for ongoing discussions, project work, and collaboration. The following categories “Education Prototype”, “Creation Prototype” and “Connection Prototype” are specifically designed to organize and focus discussions, resources, and activities related to the three main pilots of the IMPULSE project, as detailed in D29. • Education Prototype: Aligned with the Teaching & Learning pilot described in D29, this category facilitates discussions on immersive educational practices and the integration of digitized cultural heritage into modern educational frameworks. It provides channels for feedback and collaboration on prototypes related to educational content and methods. D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 21 • Creation Prototype: tied to the Artistic Research pilot referenced in D29, this category focuses on the artistic re-interpretation and speculative reframing of digitized cultural assets. It offers a space for artists, researchers, and practitioners to explore and collaborate on how digital heritage can inspire new forms of artistic expression, as outlined in the IMPULSE project’s goals. • Connection Prototype: corresponding to the Creative Industries pilot in D29, this category is dedicated to discussions on digital asset integration, platform interoperability, and the broader connection of cultural heritage to creative industries. It focuses on how IMPULSE's prototypes can facilitate new collaborations between digital heritage and creative industries. These categories have been designed to support the hybrid workshop events that will be organized to launch each prototype and engage the audience, as outlined in D29. To facilitate this, each category includes both text-based and voice-based channels (Figure 4), allowing for flexible, real-time discussions and collaboration. Additionally, Stage channels are available for broadcasting live plenary sessions, making it easy to host large group events and presentations. An additional feature that might be adopted in these categories is the Forum channel, a structured space designed for more in-depth, asynchronous discussions. The Forum channel would allow members to post topics and receive threaded responses, making it ideal for ongoing debates, detailed feedback, or brainstorming sessions that can continue beyond live events. This would provide another layer of engagement, fostering both real-time and ongoing interaction within the community. Based on the activities that are planned to be delivered in presence-only, hybrid mode, or digital-only (via Discord), each workshop organizing institution can customize the category to fit the specific needs of their event. For instance, institutions can decide which channels to emphasize or create, such as prioritizing Stage channels for live streaming during hybrid workshops or using text-based channels for digital-only discussions and collaboration. Customizations could include adding channels for in-person events, such as logistical discussions or venue-specific information, or enabling Forum channels for asynchronous discussions where attendees can engage before, during, or after the event. This flexibility allows each institution to tailor the co-working space to effectively support their specific workshop activities, ensuring a seamless experience regardless of the mode of delivery. D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 22 Figure 4. Screenshot displaying the sub-structure of the “Education Prototype” category, which serves as a template applied to each of the prototypes (Education, Creation, and Connection). 7.3.3 Roles and permissions The Roles feature in the digital co-working space allows for the effective organization and management of community members by assigning specific permissions and access levels. D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 23 Figure 5. Screenshot displaying the roles of the IMCo. The roles include: • Admin: This role grants full administrative privileges to manage server settings, channels, and moderation activities. It is typically assigned to the Core Team responsible for overseeing the server's operation. This role is restricted to Project Coordinator and WP5 Leaders (UNIBO). • IMPULSE Core Partner: Members with this role are members of the IMPULSE project’s core partnership. They are assigned moderating permissions, including broader access to various channels and more input in decision-making processes. • Education Prototype Expert: this role is designated for experts actively involved in the Education Prototype, both during and after the hybrid event. These Members will guide and inspire the digital audience with their expertise, contributing to discussions on immersive educational practices. Additionally, they will facilitate sessions in the digital space, ensuring productive engagement and knowledge sharing within the community. D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 24 • Creation Prototype Expert: Just like the Education Prototype Expert, this role is designated for experts involved in the Creation Prototype, during and after the related hybrid event. These Members will guide the digital audience, offering their expertise in artistic research and digital heritage creation. They will facilitate discussions and sessions in the digital space and act as the primary contacts of reference for any inquiries or activities related to the Creation Prototype. • Connection Prototype Expert: Members with this role engage in the Connection Prototype, focusing on bridging cultural heritage and creative industries. Similar to the previous “Expert” roles, Connection Prototype Experts will support and facilitate digital activities and interactions in matters connected to the pilot. • IMCo Member: This role is for general Members of the IMPULSE Community of Practice (IMCo), granting them standard access to participate in discussions and activities. Since Discord allows multiple roles per member, IMCo Member can be seen as an introductory role, that may be paired with additional roles to customize one’s own profile. These roles help ensure a structured environment where Members can collaborate efficiently based on their area of expertise and involvement within the project. Additional labels can be designed along the way to ensure a more customizable profile for each Member and smoothen the networking and matchmaking withing the digital coworking space. Examples of labels may look like the following: • Expertise-wise: student, professor, researcher, facilitator, tutor, practitioner, manager, enthusiast. • Country-wise: Greece, Germany, France, Italy, Malta, Poland, Spain, etc. • Affiliation (Organisation / partner institution): this will facilitate people who want to reach out or have a specific question. 7.3.4 Moderation processes and tools The server’s moderation framework is overseen by Admins and IMPULSE Core Partners, who ensure that all interactions and content shared within the digital coworking space adhere to the community guidelines and ethical standards. These measures are crucial for maintaining a safe-for-work (SFW) environment that is respectful, inclusive, and aligned with research ethics. Key aspects of the moderation process include: • Oversight by Admins and IMPULSE Core Partners (moderators): administrators and designated core Members are responsible for monitoring content, resolving disputes, and ensuring that the community's code of conduct is respected. They actively intervene if inappropriate content or behavior arises, ensuring that the space remains professional and conducive to productive collaboration. • Content moderation: all content shared within the channels is subject to review to ensure it is research-focused, respectful, and free of any offensive or harmful D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 31 o Copy the invite link: once the invite link is displayed, you can copy it by clicking the "Copy" button. You can then paste this link in a message or email to share with others. o Additionally, the invite links can be customized with specific permissions, expiration dates, or a limit on the number of times it can be used, offering greater control over how new members are invited into the server. D5.3 – Setting-up the digital co-working space IMPULSE IMmersive digitisation: uPcycling cULtural heritage towards new reviving Strategies| 32