Notes from the 2018 site-wide update

OCT 17, 2018  |  10:36AM PDT
Angeline Hong replied:

Hi Kim,

Great questions and thanks again for your phone call! I am recapping our conversation in this reply.

1a. I think what you are currently doing (re-grouping departments to their new communities) sounds good. I mentioned that you can create new communities to reflect the new school names if you are concerned about the URLs.

1b. I recommended collecting the two Computational Science articles into the Earth Science publication so that it retains the download counts. Then, you can exclude the publication and School of Science and Mathematics community from the Collections page. You can also include a note in the introductory text pointing visitors to the new Earth Science collection.

For the old Science and Math school community, one option is I can delete this community. Or, you can keep this community and similarly exclude it from the Collections page and add a note in the introductory text pointing visitors to the new community. I would recommend excluding the publication rather than hiding it, as hiding will prevent updating of the series which you may need to do if you ever need to revise the articles. You can find these options in the “Community Visibility” or “Series Visibility” section in the Configuration page.

2. All the publications grouped under CMST Institute except for one just need to be updated so the sidebar link is removed. (I will run a site-wide update at the end of the day, so you do not need to update them.) The Lesson Plans series still has the CMST sidebar link in the Configurations, and this will need to be removed from the Configurations.

3. From your second email, the download counts will be reflected in the new communities. The new grouping and downloads may not be reflected in the Dashboard and readership map automatically, but should after a few days.

4. After changing the grouping, you may need to update at the publication, community, and site levels. You provided feedback (thank you!) that the language the system uses after updating the grouping isn’t clear when or where to update. I have noted your feedback on a feature request for including language that makes it more clear and obvious when to update.

5a. We discussed the Department of Health Science community and how this has become two new departments, the Department of Healthcare Studies and the Department of Public Health and Health Education. For the Faculty Publications, we discussed collecting or re-uploading the single work in the Public Health and Health Education Faculty Publications series into the “Health Science Faculty Publications” series. Then, you can rename the Health Science Faculty Publications to use the department name, note the department change in the introductory text, and exclude the other series. If you re-upload the article rather than collecting it, then I can also delete the Public Health and Health Education Faculty Publications series.

5b. For the student work (honors theses, master’s theses), we discussed renaming the publication so it includes the years the department were active and it will be clear the old department is no longer active. You could then re-group these publications into a new department community. You could also call it “Health Science Honors Theses (Archival)” Or “Archived Health Science Honors Theses”.

I also took a look around and found these two works from Iowa State University about academic restructuring in institutional repositories that may be of interest:
https://lib.dr.iastate.edu/digirep_conf/1/
https://lib.dr.iastate.edu/digirep_conf/2/

At the end of today I will run a site-wide update. This will not affect any submissions that are queued for update, but will update any grouping/introductory text/configuration changes. This should be complete by tomorrow and I will let you know when it is done. Please let me know if you have any further questions or if I can clarify anything.

P.S. I had the pleasure of meeting Mary Jo Orzech earlier this week and I hope she enjoyed her time in California. It was lovely getting to meet someone from The College at Brockport!

Angeline Hong
bepress
Consulting Services
510-570-3344
https://www.bepress.com/products/digital-commons/resources/
https://www.bepress.com/products/expert-gallery-suite/resources/

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OCT 17, 2018  |  07:01AM PDT
Original message
Kim wrote:

Hi Angeline,
We are doing an extensive site update to reflect two major events that have occurred at Brockport in the last few years.
1. Our college reorganized from six schools/colleges to three. Since Schools were a major community division, there were many departments that had to be moved. Any suggestions on how to deal with this? I probably should have asked in advance, instead of when I was halfway through. Here is what I have done so far:
a. The School of Arts and Sciences is new, and contains all of the old School of Arts, Humanities and Social Sciences, and well as the departments from the School of Science and Mathematics. I regrouped all the SciMath departments into the new school, and kept the URL from the old AHSS school and repurposed it for the new Arts and Sciences school.
b. What I am left with in the old Science and Math school is one department that no longer exists - Computational Science. How do I best deal with that? The two articles in that series belong to a faculty who is now housed in Earth Science. I could redirect them there, but should I then hide the old department and the old school?
2. Our college website crashed and had to be rebuilt from scratch, and they used a new URL naming protocol when they did it. That meant many of the links in our sidebar didn't work anymore. One such example is the CMST Institute - see our collection here: https://digitalcommons.brockport.edu/cmst_institute/. The web team has never created a new page for it, so I removed the sidebar link from the community page, but it contains 12 collections that inherited that sidebar link, and I can't seem to find where I go to remove the dead link from them. Perhaps that is something you have to do?
Thanks,