Entering and Completing Items from a Spreadsheet, Full Procedure||Entering and Completing Items from a Spreadsheet, Full Procedure||Entering and Completing Items from a Spreadsheet, Full Procedure||Conference Paper||Cover Sheet||Mapping More Collections||Organizations that are Authors||Creative Commons License||Embargos

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 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 search to ensure that the item isn't already in ScholarWorks following the Duplicate Searching Procedure.
5. 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" 
6. 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.
7. Locate the 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.
8. Look for any contributors or advisers in your information sources. Copy and paste to enter them, entering names as described in the previous step.
9. Locate the title in your information sources. Copy and paste to enter it. Check for 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.
10. 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).
11. In your information sources, locate the date of issue and enter it.
12. Locate the publisher in your information sources, 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.
13. Usually a citation can be copied and paste 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."
14. Locate any series name and number in your information sources, and enter them.
15. Locate the publishers DOI on their record and enter it as an identifier.
16. 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.
17. In type of work, select the appropriate type. It is text for articles.
18. In format, enter the format(s) of work from the spreadsheet. 
19. In extent, indicate the length of the item. For articles it's the number of pages. 
20. In language, select English (United States).
21. Click next.
22. Copy and paste the abstract from your information sources in 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 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.
23. If 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..
24. Put any information on funding agencies, grants, etc. in the sponsor field.
25. Put any additional rights statements in the rights field. 
26. In the description field, include conference information if the work is a conference paper.
27. Click next.
28. If 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.
29. Click next.
30. Check your work. Records must include all of the above information, and should be without any errors at all. Ensure that everything given in column J, publisher's requirements, is included. 
31. Click next.
32. 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. 
33. Click next.
34. Click I grant the license.
35. Click "Complete Submission".
36. Highlight the item you just completed in the spreadsheet so that you've entered it.

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

Make Corrections and Approve Submissions

1. Login 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".

Map to the additional collections and add additional collections to the metadata 

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".

1. Organizations that are Authors

1. Enter this into a new author field by going to the top of the Edit Item Metadata screen, selecting dc.contributor.author, and pasting the organizations into the value field.
2. Be sure to click "Add New Metdata."
3. When you've finished with the metadata, be sure to click "update".

1. Creative Commons License

1. On the Edit Item Metadata screen scroll down to the dc.rights fields.
2. Open the link in the spreadsheet to the correct creative commons license.
3. Copy the license name from the Creative Commons license, and paste it over the incorrect license name in the dc.rights field.
4. Copy the URL of the Creative Commons license, and paste if over the incorrect link in the dc.rights field.
5. When you've finished with the metadata, be sure to click "update".

Embargoes

1. On the Edit Item Metadata screen, add a rights statement  to the metadata that states "Access to this item will begin on date."

2. When you've finished with the metadata, be sure to click "update".

3. Click on "Item Status"
4. click "Authorizations".
5. Find the bitstream with the file name on it. Check the box next to it. Scroll to the bottom and click "Delete Selected."
6. Find the bitstream with the file name on it again. Use the "create new bitstream" button next to t it to create a new bitstream.
7. Select "Read"
8. In Select a group, Select "anonymous"
9. In the start date field, fill in the date after the embargo ends.
10. Click "save".

Extra Licenses

1. Click on "edit item"
2. Click on "Item Bitstreams"
3. Click on "Upload a new bitstream"
4. Under "Bundle" select "License".
5. Click choose file and select the extra license file
6. Click "upload"

Corrections After Approval

1. Click on "edit item"
2. Click on "Item Metadata"
3. To add a new field, use this chart: MetadataChart.docx to determine the correct Dublin Core element to use (these are in bold in the 2nd column), then use the drop-down to select it.
4. To edit an existing field, scroll down to it then make your change.
5. To delete a field, check the "remove" box next to it.
6. When finished, be sure to click "update."