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28054046||Conference Paper||

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Mapping More Collections

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||Creative Commons License||Embargos

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Quantity Standard: 2 items per hour if there are character corrections; 3 items per hour if there are many authors a lot of variation in coversheets; 4 items per hour when there are few authors and the coversheets are mostly all the same.

For areas where normal mouse functions don’t work, a double click of the mouse will select a single word or name, and an additional click will select the entire contents of a box. You can also use the shift+ctrl+arrow key to select a section to copy and paste. You can also use the double click then extend the highlighting using the shift+ctrl+arrow key

1. Log in to MD-SOAR.
2. Work through the spreadsheet in order. If you don't like the order, you can sort it differently, but you must provide Michelle with add your differently sorted version by uploading it to Workast and work through it in order. She'll use it to check your work, and to know when you're running low on work.
3. Open the work and any websites which might provide information that can be copied and pasted. The spreadsheet is also an important information source.
4. Duplicate file to your "check work" subtask in Workast.
5. Open the URL(s) from the URL to get PDF and/or Publisher’s URL. If there is one, download the file named in the File name if loaded to Workast. You’ll be copy/pasting information into MD-SOAR from these sites, the downloaded publication, and the spreadsheet.
6. Following the Duplicate Searching Procedure, duplicate search to ensure that the item isn't already in ScholarWorks following the Duplicate Searching Procedure.
7. Find the collection to add the item to in column B of the spreadsheet. You can also use the links in the Collections Excel File to find it's proper name.  Once you've found the collection, click "new submission" 
8. For entering data, you can use this chart which tells what you what information to find, and where to put it when you find it.
9. Locate the.
10. Download the Collections spreadsheet. Click the link in the Collections spreadsheet to open the collection from the Collection column in the original spreadsheet.
11. Hover the cursor over the green icon at the top left of the home page to open the Management menu. Click New > Item. Select the collection you opened, which will be at the top of the collections list.Image Added
12. If the What to submit column in the spreadsheet indicates that you should submit a PDF, add a cover sheet to the work:
    • Edit the default cover sheet to include requirements listed in the Additional rights statement to add, Publisher requirements, Creative Commons License, and Link to Creative Commons license
    • In Adobe Acrobat, add the cover sheet to the PDF by clicking Combine Files. Click Add Files and select the cover sheet and then the PDF. Click the bright blue Combine Save the newly created file using the original file name of the PDF, overwriting the original file.
13. Upload the new PDF to ScholarWorks by dragging the file onto the Submission page or locating it using Browse.

    Anchor
    Authors Authors

    Authors in your information sources. Copy and paste to enter them in ScholarWorks. The last name is entered in the last name field. The first name, middle name, and any suffixes are entered in the first name field, e.g. Last name: Abrams First name: Jasmine A. Authors must be given in the order they appear on the work. UMBC authors must be input using the ORCID form of their name. If any authors are organizations, companies, universities, etc. rather than a person, enter them in administration after completing the submission. Also enter et al in administration after completing the submission. If the item has more than 50 authors, do not enter them all. Instead, enter: 1. the first 4 authors. 2. All UMBC authors. 3. Copy and paste the full author list into the description field. 4. In administration enter et al. as the final author to indicate that the item has other authors.
14. Look for any contributors or advisers in your information sources. Copy and paste to enter them, entering names as described in the previous step.
15. Locate the title in your information sources. Copy and paste to enter it. Check Copy and paste the Authors from the spreadsheet into the Author(s) Each author must be added individually.
    1. Format authors’ names as “Last, First Middle Suffix” (e.g.: King, Martin Luther Jr.). Middle names, middle initials, and suffixes should follow the first name.
16. Add anything listed in the Authors that are et al, organizations, companies or universities column on the spreadsheet to the Author(s) fields after regular authors have been entered.
17. Copy and paste the ORCIDs from the spreadsheet into the Author ORCID(s) Each ORCID must be added individually.
18. Copy and paste any contributors or advisors into the corresponding fields. Enter names as described above.
19. Copy and paste the Title from the spreadsheet into the corresponding field.
    • Alt titles should be entered into the Other Titles field.
    • Check for problems with line breaks or with subscript
    or
    • , superscript,
    and
    • or other unusual characters. Problems can sometimes be
    resolves by downloading, opening with Adobe Acrobrate
    • resolved by:
      • Opening a PDF of the work in Adobe Acrobat, switching to edit mode, and copying from there.
      If there are still character problems, search
    • •  
      • Searching for the correct character in the unicode tables
    , here: 
    • • (https://unicode-table.com/en/
    . If you can't find it or it doesn't display correctly, search the web for the unicode character. If you find it, or something you can use in it's place, use what you find. When you find the character, copy and paste or find and replace it in the title.
    • • ) or copy/pasting it from the internet.
      • If you don't find the character, consider alternatives to use instead
    , and if
    • • . If you can’t think of
    something, go with it, if not
    • • one, ask Michelle.
20. If the title appears different elsewhere, or if two or more titles are listed in the titles column in the spreadsheet, enter the other form(s) of the title into Other title(s).
21. In your information sources, locate the date of issue and enter it.Locate the publisher in your information sources, publication date and enter it . A publisher provides services that add value to the work, such as peer review, copy editing, and proofreading. Note that pre-print services such as ArXiv and Semantic Scholar are not publishers because people simply self-submit their works and these sites add no value. Also, academic social media sites such as Research Gate and Academia.edu are not publishers, and national repositories such as PubMed are not publishers. Also, UMBC websites are not typically publishers. If you can't find a company or organization that is the publisher, and the item is a journal, magazine, or newspaper article, enter the name of the journal, magazine or article as the publisher.Usually a into the Date of Issue field.
22. Copy and paste the publisher from the spreadsheet into the Publisher
    

    Anchor
    Citations Citations

    citation can be copied
23. Copy and paste the citation from the publishers record. Look for a citation feature there, and once located, copy and paste into the Citation of original publication field. If you don't find a citation on the publisher's record, follow an example in this Quick Guide. When entering authors into a citation, note that only 3 should be included. If there are more than 3, only put the first author followed by et al, for example, "Rachel A. Bay et al."
24. Locate any series name and number in your information sources, and enter them.
25. Locate the publishers DOI on their spreadsheet into the Citation of Original Publication
    • Fix problems with line breaks or special characters as described above.
26. Locate the publisher’s DOI on the publisher’s record and enter it as an identifier.
27. Copy and paste the publisher's record URL into the external link field. This can also be the URL for the work on a lab or departmental page, or from another source.
28. In type of work, select the appropriate type. It is text for articles.
29. In format, enter the format(s) of work from the spreadsheet.the URL from the Publisher’s URL column on the spreadsheetinto the External Link. If that column is blank, use the URL from the URL to get PDF column.
30. The Type field is automatically populated with “text,” which is appropriate for articles, conference papers, and other text-based works. Select a different Type from the drop-down menu for other types of works.
31. Copy and paste the Format of work from the spreadsheet into the format. Each format must be added individually.  
32. In extent, indicate the length of the item. For articles it's the number of pages. In languageExamples: Pages for articles, slides for presentations.
33. In language, select English (United States).Click next or other language as needed.
34. Copy and paste Keywords from the spreadsheetin to the Subject Keywords. Each keyword or phrase must be added individually.
35. Copy and paste the the abstract or summary from your information sources in into the abstract box. An abstract is a summary of the work, so a summary can be put in the place of an abstract. Check for Abstract.
    • Fix problems with line breaks or
    with subscript or superscript, and unusual characters. Problems can sometimes be resolves by downloading, opening with Adobe Acrobrate, switching to edit mode, and copying from there.  If there are still character problems, search for the correct character in the unicode tables, here: https://unicode-table.com/en/. If you can't find it or it doesn't display correctly, search the web for the unicode character. If you find it, or something you can use in it's place, use what you find. When you find the character, copy and paste or find and replace it in the title. If you don't find the character, consider alternatives to use instead, and if you think of something, go with it, if not, ask Michelle. AnchorLink-OnlyLink-OnlyIf the item is link-only, copy and paste keywords or subjects from your information sources in the keyword box one at a time. If there are no keywords in your information sources, find a few in the abstract that indicate what the work is about and enter them. When loading a pdf, entering keywords isn't necessary as the full text will be searchable. If the work is from a UMBC lab, always add a lab keyword, starting the keyword with UMBC (e.g UMBC High Performance Computing Facility). If the work is a student work produced for a class, always add the class as a keyword, starting the keyword with UMBC..
36. Put any information on funding agencies, grants, etc. in the sponsor field.
37. Put any additional rights statements in the rights field. 
    • special characters as described above.
38. Copy and paste funding agencies, grants, etc. from your information sources into the Sponsors
39. If the Additional rights statements column in the spreadsheet is populated, replace the default text in the Rights Statement field with the Additional rights statements from the spreadsheet.

40. Anchor
    Conference-paper Conference-paper

    In the description field, include conference information if Copy and paste any text in the Description column on the spreadsheet into the Description field. If the work is a conference paper .
41. Click next.
42. AnchorCover-sheetCover-sheetIf column C in the spreadsheet indicates that you should submit a PDF, fill in and add a cover sheet to the work.  To add the cover sheet to the PDF, in Acrobat click “Combine Files.” Then click “Add Files” and find and add the coversheet. Click “Add files” again, and find and add the work. Click the bright blue “Combine” button. Save the new file named “binder1”using the original file name of the work and overwrite it.  Then upload into ScholarWorks.Click nextor presentation or poster presented at a conference, add conference information to the Description field. (formatted as “name; location; date”).
    • If you need to enter more than 1 value (i.e., an authors list and conference information) into the Description field, edit the record after approval to add additional values.
43. If the Creative Commons license column in the spreadsheet is populated, select the appropriate option from the Creative commons license dropdown menu. Select CC0 if the work is on a Public Domain license.
44. Under Deposit license, tick the checkbox next to I confirm the license above.
45. Check your work. Records must include all of the above information, and should be without any errors at all. Ensure that everything given listed in column J, publisher's requirements, is included. 
46. Click next.
47. If column L indicates if the item is on a Creative Commons license, select Creative Commons license, then choose the options to best match the information given in column L. If there is nothing in column L, choose no Creative Commons License. 
48. Click next.
49. Click I grant the license.
50. Click "Complete Submission".
51. Highlight the item you just completed in the spreadsheet so the Publisher Requirements column on the spreadsheet is included in the metadata and on the coversheet.
52. Click the +Deposit.
53. In the spreadsheet, change the row background color for the item you just completed to indicate that you've entered it.

Wait for Michelle to give you corrections, or for her to ok your submissions.

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Approve Submissions

1. Login Log in to MD-SOAR.
2. Click on "Submissions"
3. Scroll down to Workflow Tasks, and below that, Tasks in the Pool.
4. Take only the item you just entered. Click "Take Selected Tasks."
5. Scroll down to Workflow Tasks and Tasks You Own. Click on the title of the item.
6. Make any corrections that Michelle gave you by clicking "edit metadata." When you've gone back through the submission process, you'll return to the actions screen. 
7. Scroll to the bottom and click "Commit to archive"In the dropdown menu under the User Profile icon at the top right of the page, click My MD-SOAR.Image Added
8. In the Show dropdown menu at the left of the page, select Workflow Tasks.
9. Locate your submission in the list of results and click the Claim button.
10. Click the Approve button.

Anchor
Mapping-collections Mapping-collections

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Add additional collections

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to the metadata

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1. Find each additional collection on the collections speadsheet and open it. Click "Item Mapper." Using the item mapper search box, search for the item. Locate the item in the search results list and click the box next to it. Click "Map Selected Items"
2. After the items are mapped to all the additional collections, go to the Edit Item Metadata screen.
3. Enter each additional collection into a new dc.relation.ispartof field by going to the top, selecting dc.relation.ispartof, and entering the additional collection into the value field (copy and paste from the collections speadsheet) then clicking "Add New Metadata". 
4. When you've finished with the metadata, be sure to click "update".

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 and map

1.  Search for and open the record in MD-SOAR.
2. Select the Edit (pencil) icon to the right of the record title.
3. On the Metadata tab, click +Add.
4. In the Field column, type relation.ispartof.
5. In the Value column, copy and paste the name of the collection from column B in the Collections
6. Click the Confirm (check mark) icon.
7. Repeat these steps for any additional collections.
8. Click Save. 

Mapping

1. Select the Collection Mapper
2. Click on Map new collections.
3. Search for the collection in the search box, using the full name of the collection in quotation marks (“ ”).
4. Tick the checkbox next to the collection in the search results and click the Map item to selected collections button.