Commencement community ideas

Cedarville has a Commencement community:
http://digitalcommons.cedarville.edu/commencement/ Within this community they have a book gallery of “documents” that includes mostly programs:
http://digitalcommons.cedarville.edu/commencement_printed_materials/ as well as a book gallery of speakers which includes some cool metadata:
http://digitalcommons.cedarville.edu/commencement_speakers/ and a book gallery of video and audio files. They don’t use streaming media but link out to the files, for institutional reasons, but you could, of course, use streaming media:
http://digitalcommons.cedarville.edu/commencement_videos/
LaSalle has a book gallery of Commencement programs:
http://digitalcommons.lasalle.edu/commencement_programs/ They use the PDF viewer here to display the programs. I think that a flippy pages reader would also be very nice.

University of Georgia Law has their graduate addresses in a series with a nice content carousel at top:
http://digitalcommons.law.uga.edu/lectures_pre_arch_lectures_grad/ The videos are streamed in the content and then the programs are uploaded as supplemental content. 

Brockport Bookshelf

Thank you for your kind words. Neither the Systems Librarian or the Catalog Librarian are here today, and the process was a collaboration between the three of us. I’ll try and give you the overview of the process, and if anything doesn’t make sense you can ask specific questions that I’ll refer to Ken or Debby.

Over the years, Debby (our cataloger) has added a field in the 610 field (see example below)

61020

|a State University of New York College at Brockport |v Faculty publications |y 2000-

to indicate an item is a Faculty publication. Ken (our Systems guy) would then run a report in ALEPH for Debby of those bib records. I’m unsure, without talking to Debby, whether she crosswalked the data, using something like MarcXML or if she worked with the data in an Excel spreadsheet, choosing the records and fields she needed, and then added them to a batch upload spreadsheet. I believe that Debby also massaged the metadata at that point, adding where the item could be purchased, if available. I’ve attached a small portion of a batch spreadsheet to give you an idea of the metadata fields we use.

1.       We started the project during the summer, a slower time for Debby. Once the big upload was done, it just became part of her cataloging process to add them individually throughout the year as we acquired a new one.

2.       We started with the most recent 10 years, and did batch uploads to make it manageable

3.       We used the image that we had in our catalog, I want to say these came from Syndetics for the most part, but I won’t say that there aren’t some from Amazon or Google books, as well

4.       The Bookshelf is housed in a Book Gallery, and though you can add the full text, it isn’t required.

An important thing to consider is whether you will have just one big bookshelf for the whole college, or if you wish to (also) have departmental bookshelves. The bookshelf idea here was born out of my desire to get representation from each department in the IR. Faculty in the humanities tend to write more books or book chapters, rather than individual articles. So we added a metadata field called department; we gave bepress a list of the departments and they created a dropdown box for us. So all books were initially uploaded to the Brockport Bookshelf collection. As a department accumulated >3 books (preferably 5), I had bepress create a department bookshelf, and we “collected” them using the Collection feature and creating a filter based on Department is …. In that way, we were able to have representation from every department across campus within our first year.

Regarding the Honors theses: the Honors College has digitized theses dating back from 2008. They shared access to the drive they are in, and I have tracked down email addresses and contacted each student individually – using an email template. If I had access to the email addresses, I would just do a mail merge. Getting ahold of them is the hardest part. Once that is accomplished, very few have turned me down. I convert their response to a pdf and store that (either as a unshown supplemental file in Digital Commons, or in a folder in the Honors College drive).  This is what the email looks like:

Dear <Honor Student>,

My name is Kim Myers, and I am the Digital Repository Specialist for The College at Brockport. We recently began an institutional repository, and are adding Senior Honor theses, as time and permissions allow. The Honors Program has a collection online at: http://digitalcommons.brockport.edu/honors/. May I have your permission to digitize and add yours to this collection? I would then send you the link, and you would then receive monthly reports of how many downloads your thesis has received. If you are interested, please let me know what email address you would like associated with the thesis – where you would like to receive the reports.

I hope this helps, in a non-overwhelming way. Feel free to ask any follow-up questions you have!

Dear Kim,

I am contacting you at the recommendation of my bepress CSR, but also because I am familiar with all the great work you have done with Brockport's IR.  Early on I was inspired by your "Brockport Bookshelf" and eventually wanted to do something similar for my own IR.

The time has come to move forward with this project, which I will actually be handing off to one of our catalog librarians.  So I need to prepare a workflow.  I was wondering if you might be willing to share the workflow you use, and any other tips that you think might be useful.

Here are some specific questions (which may see very basic, but I am very technically challenged and am learning as I go along):

1)   I liked the incorporation of some info from the MARC record.  Did you do that manually from each bib record, or did you use some sort of script? Are there standard scripts "out there" or would I need to create my own?  (Well, find some one who can - way beyond my expertise)

2)  where does the image of the book come from?

3) we are only putting up metadata, not book content.  I noticed you don't have a download but tin, or anything that says "this item not available for download"  Was that a custom request that bepress did for you?

Another question, unrelated to Bookshelf:

How did you get so many students to deposit their honors theses?  I present at the Honors colloquium and summer research  seminars, and get very little response.

Anyway, thank you so much for taking the time to read this.  I appreciate any guidance, advice, suggestions, or examples you wish to share.  Congratulations on such a successful IR.  You are an inspiration!

Have a  good day.

Lisa Villa

--

Lisa Villa '90

Digital Scholarship Librarian

Dinand Library

College of the Holy Cross

Worcester, MA 01610

lvilla@holycross.edu

From: Ellen Neuhaus [mailto:ellen.neuhaus@uni.edu] 
Hello Kim,

I recently attended the bepress webinar "Creative Staffing Solutions for Institutional Repositories" that you gave on November 13, 2014.  My institution (University of Northern Iowa) is developing a Digital Commons institutional repository, UNI ScholarWorks.  We are at the very beginning stages of the implementations; we are still waiting for the site to be built. I have started to identify a few seed projects for the repository.  I am interested in developing a Faculty Book Gallery.  

I have gone into the YBP GOBI system and identified several hundred books written by UNI authors and have saved the records to a folder.  

Can you provide me with information about your Faculty Book Gallery?

• What fields did you use for the metadata template?
• Where did you get the book cover image - did you request permission for use in your repository?
• Where did you get the book description?
• Did you include "Table of Contents"?

I interested in any information you can provide that would be helpful in setting up the Faculty Book Gallery.

II’ve attached a small section of a batch revision spreadsheet, which shows our metadata. We have about 1700 faculty publications in total, and the 365 newest are currently in the repository. We do batch uploads, use all the information we have in ALEPH, and our Collection Management/Head Cataloger then tweaks the information to include links to where the book can be bought. We also include links to the catalog record on a metadata page, but since we changed discovery systems from AquaBrowser to Summon this summer, that has caused a few problems. (Apparently, Summon doesn’t have permanent URIs for each book, so none of the Summon links work, and I’ll have to change them back to link to the ALEPH catalog.) You can link to the cover image, if you have Syndetics. There is a spot on the batch spreadsheet for that.

Other things to consider – upload to one, gather to many? I find that it is always a bit of a challenge when starting out, especially with theses and book collections in knowing whether to upload to one central collection, and create separate departmental collections or vice versa. We decided to upload all books to the Brockport Bookshelf collection, and then as soon as we got 4 or 5 books from a department to have bepress create a departmental collection, which we then used a filter to gather them there, as well. That was one of our goals in building the collection to begin with – to get representation from every department on campus in our IR. (Conversely, theses are uploaded by department, and then gathered to a central collection.) We also looked for opportunities to be able to add the full text of books, as well. We have 25 right now that are FT, and they have been downloaded more than 15K times.

That’s all that really comes to mind, but I am happy to answer any other questions that you may think of.

All the best,

Kim L Myers

Digital Repository Specialist

2014 bepress IR All Star

http://digitalcommons.brockport.edu/

44K, Drake Memorial Library

The College at Brockport, State University of New York

585-395-2742

Speaking to the Academic Affairs Leadership Team

Last week I was invited to speak to the AALT about Digital Commons. I was excited to get a chance to tell the Digital Commons story, and planned what to say. I decided I would explain about Digital Commons, talk about some of the highlights from the most recent annual report, and answer questions.

Then Mary Jo stopped in, and told me she had gotten an email from JSmith with serious concerns. Okay...now I'm worried. But I planned my talk, and went prepared to answer what I thought might be their concerns.

I thought they would want to talk to me for 10-15 minutes, but they kept me nearly an hour, asking questions about all sorts of subjects related to Digital Commons. In the end, Jeff did bring up brand management, and other publishing issues. I assured them we worked closely with Marketing and Communications, and suggested perhaps an Advisory Board for the press might be a good idea.

Overall, it went well and they applauded at the end, so ....

Thomas Jefferson University’s Reader Survey Captures IR’s Value

NOVEMBER 17, 2015

tags: Thomas Jefferson University

Dan Kipnis, Education Services Librarian at Thomas Jefferson University, has come up with an ingenious way to capture hard-to-find reader feedback on publications in their IR, The Jefferson Digital Commons. Dan explains that the results “will be used in quarterly reports and for demonstrating value to administrators and the entire community at Thomas Jefferson University.”

Dan explains the process below, in his own words and images:
How does one measure value in an online environment? Do you count downloads, hits, or page views? Quantitative data is helpful, but words still matter. Anecdotes and stories can demonstrate value and reflect a humanity that data cannot always demonstrate. The Jefferson Digital Commons, in an effort to capture human feedback, has created a link that has generated numerous value-driven comments from around the world.

The feedback link appears on cover pages throughout the JDC, so that even readers who find the materials through search engines have access to the feedback form.

We also have created buttons that are included in capstone presentations, which link to the same feedback form.

The online form prompts researchers to check for permission to reuse their comments in promotional materials for the JDC. Using Google forms is an easy alternative to the form that we have developed.

All feedback is emailed to the two Editors of the JDC and the archivist at Thomas Jefferson University. The comments are then added to a web page that we have titled: What People are Saying about the Jefferson Digital Commons and this page is linked from the JDC homepage.

Feedback received and posted on our feedback page include:
1. Student gratitude for posting a post-print article on a hard-to-find topic
2. Family members who are researching alumni who attended Thomas Jefferson University
3. A researcher locating relevant scholarship for their topic
4. A historian preparing a presentation and locating historical assets from our archives and special collections

Check out the resulting page “What People are Saying about the Jefferson Digital Commons.” Dan welcomes questions at dan.kipnis@jefferson.edu, and your bepress Consultant can help you set up similar links in your repository.

Jigsaw, the new year

Thanks so much for the information! Our student editors, I believe, have chosen to work via email submissions again this year (and I tend to keep a pretty hands-off approach to their editorial choices). That said, I’d really prefer for us to move to using this platform on Digital Commons for submissions next year and will advocate for it if I’m still the faculty sponsor. I think it will really help to professionalize the journal and streamline the process. 

One more quick question related to this year since we’re still in a transition stage: is there a permission form available (other than the one on Digital Commons) that we should send to students whose work is accepted *this spring* to ensure that we can also upload it to Digital Commons?  Just want to be sure students are aware that their work may be accessible via the internet, which I’m sure most will be delighted about! 

Thanks,

Kristen

On Nov 16, 2015, at 8:39 AM, Myers, Kim <kmyers@brockport.edu> wrote:

The original plan was for the students to use Jigsaw online as a real journal, using the same processes a professional journal would. For example, students would submit to the journal through the online submission link found in the sidebar: http://digitalcommons.brockport.edu/cgi/submit.cgi?context=jigsaw. Then the student editor would assign the article for review to one or more reviewers. The reviewers would submit the reviews back to the editor, who would send a decision letter to the author. In theory, they have 3 choices: Accept for publication, Request revisions, or Reject. The accepted articles remain together in the back end of the software, until such time as they are ready to publish. Part of the submission process includes clicking through a digital permission form.

While highlighted student work was one goal of having Jigsaw online, I believe there were other equally important goals. These include making the process more efficient, and most importantly giving students the opportunity to work with professional publishing software. Digital Commons is the product of bepress, formerly Berkeley Electronic Press, and publishing real world journals is what they did before branching into IR software. 

I am happy to help train the student editors in how to make the best use of Digital Commons.

Kim L Myers

Digital Repository Specialist

2014 bepress IR All Star

http://digitalcommons.brockport.edu/

44K, Drake Memorial Library

The College at Brockport, State University of New York

585-395-2742

   

From: Prince, Wendy 
Sent: Sunday, November 15, 2015 10:38 PM
To: Myers, Kim
Subject: FW: Jigsaw

Hi Kim,

Kristen, faculty advisor to Jigsaw, has a few questions. 

               

                Do we need to think about anything for our next issue in order to ensure a smooth process about uploading to Digital Commons? Do we need to have students sign permissions forms or anything like that? I’ve cc-d Emily here in case there’s anything she needs to know about that, too.

Emily is the English Club president.  

Well is there a way to create a smoother process?  Is there a formal permission process before posting?

What do we want to tell her?

  

From: Proehl, Kristen 
Sent: Friday, November 13, 2015 10:38 AM
To: Prince, Wendy <wprince@brockport.edu>
Cc: Emily Blackwell <eblac3@u.brockport.edu>
Subject: Re: Jigsaw

This is so great to see Jigsaw online! I’m going to include a link to it when we ask for new Jigsaw submissions again (via email) from students later this semester. Is it okay if we include it in a Daily Eagle announcement, too?

A few quick questions: do we need to think about anything for our next issue in order to ensure a smooth process about uploading to Digital Commons? Do we need to have students sign permissions forms or anything like that? I’ve cc-d Emily here in case there’s anything she needs to know about that, too.

Thanks,

Kristen

On Nov 12, 2015, at 11:03 PM, Prince, Wendy <wprince@brockport.edu> wrote:

Hi Kristen,

My apologies, I sent an email to the English Club but forgot to include you.  Jigsaw is finally uploaded to Digital Commons.  Here is the link:  http://digitalcommons.brockport.edu/jigsaw/

The next edition should upload quickly compared to this issue. 

The book

I met with Cesar today, to show him the first draft of the book. He had a lot of good feedback, including discussion of header (Left page: Book Title, Right page: Authors). He likes the idea of a one page layout, rather than facing pages. Hmm. Drop case the first letter of each article? Indent 2nd and following paragraphs of each article. Add more white space. For page numbers, he's thinking centered, but is open to whatever we think. He is going to look into a small graphic to put at the end of each article (a soccer ball, perhaps?)

Table of Contents: Center each section name - use small caps for TOC, section names, etc, if desired. Change 1) to 1. Change: César R. Torres, Honrar el juego o la falsa dicotomía entre atacar o defender to two lines, so it would be

1.  Honrar el juego o la falsa dicotomía entre atacar o defender,

     César R. Torres ..............................................................................................p#

Overall, he was very happy with how it is coming. 

He showed me the mock-up of the cover, which will add the press logo on the front, as well as some illustration by a famous cartoonist. He is going to give the illustrator until 11/15 to get the cover image done, or look elsewhere. He wants to meet again during the week of 11/16, preferably on M,W, or F. Times are listed in my calendar. We'll plan our next meeting at that time, but the last time we'll be able to meet in person is 12/14th, because he will be on sabbatical for the spring and summer semesters. During that time, he will be abroad for most of the spring semester. He is meeting with his co-author early in January, so he hopes to have something to show him then.

I will need to proofread carefully, as the formatting does not carry over from Word into InDesign.

Meeting with Carole Pelttari

Carole Pelttari wrote and asked if I could help her with some documentation for her APT portfolio. We met, I showed her Scopus, helped her set up Google Scholar, her bepress dashboard, and we talked a little bit about Web of Science that we do not subscribe to, but how she might get information she needed (through her affiliation with Northern Illinois University, or another colleague who had access).