Incremental set-up:

• Initially set up only departments that have materials that can be mapped from the ETD’s and Faculty Publications (easily mapped).
• Begin all Communities and Collections with UMBC

When setting up communities or collections, use the following websites documenting UMBC Departments to find and use official names. You can also Google for the Department’s page and use what it calls itself.

• UMBC Organizational Structure: http://msa.maryland.gov/msa/mdmanual/25univ/umbc/html/umbc.html
• College of Arts, Humanities and Social Sciences  Community Programs:  http://cahss.umbc.edu/academic-programs-table/
• College of Arts, Humanities and Social Sciences  Community Centers: http://cahss.umbc.edu/research-centers-institutes/
• College of Engineering and Information Technology Departments: http://coeit.umbc.edu/departments/
• College of Engineering and Information Technology Centers: http://coeit.umbc.edu/labs-centers/
• College of Natural and Mathematical Sciences Departments from here: http://cnms.umbc.edu/departments/
• College of Natural and Mathematical Sciences Centers from here: http://cnms.umbc.edu/departmentcenters/centers/]
• Grad School Programs: http://www.umbc.edu/gradschool/programs/all_programs.html
  
  
• Programs are not generally set up unless cross-departmental.except Scholars Programs. All Scholars programs may have a collection.
• Other departments would be set up in accordance with these rules when they request that it be set up because they want to add materials, or when we receive materials that go in them.
• When department’s names change, change the names of their communities to reflect this change.
• When a department or program ceases to exist, state when it ceased in the community description, but don’t remove it or it’s materials
• When departments or programs split or merge, note the change in their community descriptions, and re-do their structure and move their materials as time allows (consult with Michelle as this require DSS help).

To determine where a department should be placed with the structure, use the attached Full Potential Set-Up Document.

Steps:

1. Login to the system.
2. Navigate to the location where the new collection goes--If the community where the collection goes is not present, create it.
3. Click "create collection."
4. Fill in any values provided by the department or unit.
5. Copy and paste the text of our license agreement into the license box. License text is as follows:
   

   By signing and submitting this agreement, I grant The University of Maryland, Baltimore County (UMBC) a no cost, nonexclusive, right and license to include the scholarly material identified below in the Digital Repository at UMBC, a part of MD-SOAR (The Maryland Shared Open Access Repository), or another Digital Repository system that UMBC may in the future utilize in the place of MD-SOAR, and through the Digital Repository at UMBC, to reproduce, publicly display and distribute the material at no cost to users world-wide provided UMBC does not alter the content of the material. I understand that if I wish to publish the material with a third party that requires me to assign to it all my rights in the material, I may direct UMBC to remove the material from the Digital Repository at UMBC. In such an event, I understand that a bibliographic reference to the material will be retained in the Digital Repository at UMBC, but the material will be removed to a "dark archive" that is not publicly accessible. I represent that I am the sole or joint owner of the entire copyright in the material or, to the extent that I do not hold copyright in any part of the material, that I have written authority from the owner of copyright to grant this license to UMBC. If the material is based on work that was sponsored or supported by an agency or entity other than UMBC, I represent that I complied with any requirements the sponsor may have imposed on publication including a right of review or inclusion of an acknowledgement of its support.

   This agreement will be interpreted and governed in accordance with applicable Federal law and the laws of the State of Maryland without reference to its conflict of laws rules.

6. Click save updates, then click "Edit Collection."
7. Click the Item Template "Create" button.
8. In the name box drop-down, select "dc.relation.isAvailableAt." Copy and paste "The University of Maryland, Baltimore County (UMBC)" into the value box. Click "Add New Metadata."
9. In the name box drop-down, select "dc.relation.ispartof." Type in the name of the collection, with the word collection at the end. For example, for the UMBC Dance Department, you would type in "UMBC Dance Department Collection." Click "Add New Metadata."

10. In the name box drop-down, select "dc.rights." Copy and paste this into the value box:"This item may be protected under Title 17 of the U.S. Copyright Law. It is made available by UMBC for non-commercial research and education. For permission to publish or reproduce, please contact the author."

11. Click "Update," and then click "Return."

12. Click on the "Assign Roles" tab.

13. In the Accept/Reject step, click "create."

14. In the search members to add box, search for UMBC.

15. Click "Groups."

16. Click the "Add" button next to UMBCIRWG

17. In the Edit Metadata step, click "create."

18. In the search members to add box, search for UMBC.

19. Click "Groups."

20. Click the "Add" button next to UMBCACQ.

21. Click save.

22. Notify the department that a page has been created using this wording: A page for your department has been created in ScholarWorks@UMBC, a digital repository system. The page that has been created is available for you to review here: {past the URL of the new page here). You can provide text, a logo, and/or news for it. Additionally, you may appoint an administrator from your department who can change this page. If you have any questions or concerns, please e-mail scholarworks-group@umbc.edu or call Michelle Flinchbaugh, Digital Scholarship Services Librarian at 56754 or Library Associate Director Robin Moskal at 53812.