Possible automated workflows to check out!

I like your term the "Texas workflow". I believe the negative feedback at UT Austin was indeed from their decision to post the files without prior knowledge from the authors. That is one reason we at Texas Tech are using it as a point of outreach, as we have had similar issues in the past and generally allow take downs upon request. Additionally, there is limited awareness about the IR on our campus, which may not be the case at UT Austin.

Here is some information from 2013 about repository management staff from Portland State and Washington State: Bjork, Karen; Isaak, David; and Vyhnanek, Kay, "The Changing Roles of Repositories: Where We Are and Where We Are Headed" (2013). Library Faculty Publications and Presentations. Paper 84.

http://pdxscholar.library.pdx.edu/ulib_fac/84 

There may be updated information out there, but this seemed like a good summary for your questions about exact FTE. You many also want to check the library Publishing Coalition site/directory. It's not IR-specific but it may give you a feel for what institutions' staff size dedicated to 'library publishing'.

 At TTU, while there are about 4 FTE who actively have responsibility managing the IR, we do have many students who work on the digital collections (not publications necessarily). Our Digital Resources department trains students and faculty. I am assigned with outreach to faculty and students as well as making workflows user-centered. I am the primary person who deposits faculty work. I'm also working on hiring PT student (I'm in a different department).

Camille Thomas

Scholarly Communication Librarian

Texas Tech University

On Tue, Nov 22, 2016 at 9:28 AM, Claudia Holland <chollan3@gmu.edu> wrote:

Thanks very much for sharing this info, Shilpa. The Texas workflow looks very promising. I am curious about the reference to the “negative” feedback from faculty in the presentation. Do you know if this stems from IR Managers uploading content without permissions from author, or what?

Building off this conversation, I would like to ask about staff support for maintaining an IR. How many FTE and PT staff do you (the collective “you”) have to manage your IR deposits? Do you hire students, too? If so, how many hours/week? Who provides the training and supervises these students? Does the person in charge of the IR have other regular assigned duties? Who is assigned IR outreach to faculty and students? 

I am happy to compile this information if anyone is interested and there is enough response to this query.

Thanks,

Claudia

Claudia Holland, M.A., M.L.I.S.

Head, Scholarly Communication and Copyright

Mason Publishing Group

George Mason University Libraries

4400 University Dr., MS 2FL

Fairfax, VA  22030

703-993-2544

chollan3@gmu.edu

publishing.gmu.edu

From: Shilpa Rele <shilpa.rele@gmail.com>
Reply-To: Shilpa Rele <shilpa.rele@gmail.com>
Date: Friday, November 18, 2016 at 5:57 PM
To: "scholcomm@lists.ala.org" <scholcomm@lists.ala.org>

Subject: Re: [SCHOLCOMM] Best Practices : Checking copyright for authors

Sorry, the links didn't transfer over in my earlier email - I've added them below.

Shilpa

On Fri, Nov 18, 2016 at 2:49 PM, Shilpa Rele <shilpa.rele@gmail.com> wrote:

Hi - Until recently we followed similar practices for clearing copyright for faculty publications. Last month I read about Joy Perrin at Texas Tech on the DLF blog talk about a new workflow designed by folks at UT Austin that they are experimenting with.  We at LMU gave it a shot as well and have now begun to download faculty publication citations from Web of Science and using Google Sheets and Google Scripts for the purpose.

We’ve also been actively seeking out CVs from faculty. Once we get the CV, we’ve been adding citations to a Google sheet template that contains the scripts. We’re still working out the details of our workflow but loosely here’s what we’ve started to do: copy each citation into the first column of a Google Sheet template that contains the scripts.  In the second column, copy just the name of the publication. In the 3rd column, run a “VLOOKUP” that searches a database of contacts, information (i.e. ceased publications), and ISSNs to each journal we have ever researched as we built the IR. Then in the next column, run the Sherpa/Romeo Google Scripts based off of the ISSNs that the VLOOKUP receives. This will show the copyright permissions or contact information. Example: Brett Hoover. We track our progress  in excel sheets stored in Box because the scripts take forever to load if one edits the Google sheet too much.

In addition, we subscribe to 1Science and they’ve sent us their datasets with LMU faculty content that is openly available on the web. We have a script that downloads all the PDFs listed in the spreadsheet but we are also checking the permissions against Sherpa/Romeo since this is the first time we have received such a dataset from them.

 We make use of Illiad/Document Delivery Service to help us get copies of works that we have permissions for.

All in all, this new automated workflow has reduced our time considerably to clear copyright permissions. We use Bepress Digital Commons, so we are also exploring batch uploading tool. We are still working on documenting these workflows, so I’ll be happy to share documentation once they are ready.

If you would like further details or have suggestions for above workflows, please contact me and I’ll be happy to talk more about this.

Best,
Shilpa

Shilpa Rele | Digital Program Librarian
William H. Hannon Library | Loyola Marymount University
1 LMU Drive MS 8200 Los Angeles CA 90045
shilpa.rele@lmu.edu | 310.338.2792
More info: Digital Library Program | Scholarly Communications LibGuide

Clear cache, refresh, incognito?

Sometimes when a change is made to a DC page, it isn't obvious just by refreshing the page. Here are some tips and tricks shared by Lauren:


Whenever styling is impacted, like when I add this customization, I take care of it ahead of time, which is why I mentioned that you’d need to refresh your browser. You might try clearing your cache or using “incognito” mode. Incognito is odd! One of my colleagues always suggests this as an alternative to clearing the cache, which I also resist. If you want another cool trick, you can also clear the cache on an individual page. To do this, click your F12 key. Then right click on the “refresh” button and select “Empty cache and hard reload.” That will just clear the cache on that one page. I use this a lot!

Calendar of events

February - Fair Use Week - plan some events to publicize what Fair Use means for Education. See: http://fairuseweek.org/resources/ for resources, including a great fair use poster.

April -
Sokol High School Literary Awards, sponsored by Friends and Foundation of the Rochester Public Library. Contact: Rebecca Fuss <Rebecca.Fuss@libraryweb.org>

Director of Programming & Outreach

Friends & Foundation of the Rochester Public Library

115 South Avenue, Rochester NY 14604

585-428-8350
Brockport contacts the winners (with information provided by Rebecca), congratulating them and asking their permission to publish their winning entry in Digital Commons. We also send them a release form, (these documents are in the Sokol folder of the DC FC2 drive), attend the ceremony, present them with a certificate (also in DC FC2 Sokol folder) with their name, the name of their entry and the URL where it will be posted. I create the metadata record first and add the presentation after I get the release form (usually at the ceremony). Rebecca usually sends me the pdfs in the week following the ceremony.

Batch uploads using UB Box & Geolocate information & Batch Revision

Upload the files you wish to share to an open shared drive (google drive, dropbox or UB box are some examples).

Open file you wish to share, Choose: Share with people who have the link;
Advanced Settings: Allow downloads, this generates a static IP address

To add files (i.e. combine the batch upload function with the batch revise function):

To add an image to the works, you’ll use column R: fulltext_url. You mentioned you had a hard time pulling in images from an external server, but if you have one that you can use (not password protected, open access), that’s where you’d put the link to the image. You can certainly revise a row to add that link and change other cells at the same time.

Please do not touch the four grey columns on the left that you mentioned: calc_url, context_key, issue, and ctmtime. (There is a new column, as well, original_import_rownum- please feel free to delete that or leave it alone.)


Geolocate_zoom is the column I mentioned above that will make the sidebar map more usable: The default is 5, so if all of your items are in one place, you will want to update your zoom level so that the zoom is higher (up to 18). This will make your map look better.

Live linking an event for an event community

Problem: When you want to refer to a Related Website in an event community, the link works on the Schedule page. It doesn't work on the related metadata page, however.

Example: http://digitalcommons.brockport.edu/dcglug/ 
Ask the Experts event works fine on the schedule - it takes you to: https://padlet.com/kmyers20/pfq43sp4oegj, but on the actual metadata page, it does not. 

Solution: Bepress can add a WYSIWYG field - here are instructions from Lauren:
I’ve made the change for you. Take a look at the submission form:
http://digitalcommons.brockport.edu/cgi/ir_submit.cgi?context=divconf&edbypass=1
You’ll see there is now two “Event Website” fields. The first one is the one that was already there. I’ve added some instructions- “Enter the URL that should display on the schedule page. Do not use HTML.” This field will pull the URL straight onto the track:
http://digitalcommons.brockport.edu/divconf/2016/
The new field also called “Event Website,” is a WYSIWYG field. The instructions read “Enter the URL that should display on the article information page. Use the WYSIWYG field to link the URL.” You should enter the same URL, then use the little chain icon to link it. This field will pull the URL into the article information page, here:
http://digitalcommons.brockport.edu/divconf/2016/schedule/21/ Because you’ve used the link feature, the item will be hot linked, as you requested.

Ta-da!

Diversity and other conferences - making the schedule appear main page

For years now I thought that Support had to work the magic that made the schedule appear on the front page of an event community. Nope, it turns out it is as simple as embedding the Introductory Text on the schedule track page (duh). Of course, then you have to run both a tract level (schedule) and a theme level (year) update to get it to show up.

From the correspondence files:
I think what we’ve got here is another case of the introductory text in the theme configurations instead of the track configurations. If you look at the configurations for the track from 2015, you’ll see that it’s <h3>:
http://digitalcommons.brockport.edu/cgi/user_config.cgi?context=divconf/2015/schedule
The track level for 2016 is still showing the h2:
http://digitalcommons.brockport.edu/cgi/user_config.cgi?context=divconf/2016/schedule
You’ll want to update the track level configurations to match that <h3>, then run a track level update and a theme level update.

I might also suggest removing the theme level (2016) introductory text from this year (and maybe 2015) so you don’t run into this again next year.

Another new discovery - if you want to keep text in the coding, but hide it from view the way to do that is - <!-- text to be hidden -->.

Digital Commons User Group planning

6/14/2016: Met with Monica Dailey from C & E, and Jules over at LAB to look at our space needs. We decided on the McCue Auditorium for most of the day, with the workshop to be held in Rm206A/B, lunch on the second floor lounge and English conference room, and breaks on the first floor.

I filled out the Visitor Parking Pass request and spoke to Dave in Parking, and will drop that off today. Parking will be requested in the T lot - no charge.

I updated the online schedule with room assignments (though the DC website appears to be down at the moment).

I will meet with library colleagues today to plan a Thursday night event - ideas include:
Wine & Cheese reception (maybe without the wine)
Tour of the library and archives
Dine Arounds
Tour of downtown
Pick up registration packets

Talked to Patty Sorel (2379), confirmed our arrangements for the User Group meeting, and our reservation for the NY Room for 9/30. (6/21/2016)

Talked to Susan Vasquez, building coordinator for LAB about air conditioning and use of TV. She referred me to Facilities (2408) for the HVAC, and said the process for using the monitors is to get them approved by the building (deans, etc.) and then it goes to Kurt for uploading. They would need to be pdf. Very cool! I can send her a sample of the slideshow next week for approval, and then the final product can go directly to Kurt. (6/22/2016)