Inputting a Record in MD-SOAR#Authors||Conference Paper||Mapping More Collections||Creative Commons License||Embargos

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 add your sorted file to your "check work" subtask in Workast.
3. 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.
4. Following the Duplicate Searching Procedure, duplicate search to ensure that the item isn't already in ScholarWorks.
5. Download the Collections spreadsheet. Click the link in the Collections spreadsheet to open the collection from the Collection column in the original spreadsheet.
6. 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.
7. 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.
8. Upload the new PDF to ScholarWorks by dragging the file onto the Submission page or locating it using Browse.
9. 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.
10. 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.
11. Copy and paste the ORCIDs from the spreadsheet into the Author ORCID(s) Each ORCID must be added individually.
12. Copy and paste any contributors or advisors into the corresponding fields. Enter names as described above.
13. 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, superscript, or other unusual characters. Problems can sometimes be resolved by:
      • Opening a PDF of the work in Adobe Acrobat, switching to edit mode, and copying from there. 
      • Searching for the correct character in the unicode tables (https://unicode-table.com/en/) or copy/pasting it from the internet.
      • If you don't find the character, consider alternatives to use instead. If you can’t think of one, ask Michelle.
14. In your information sources, locate the publication date and enter it into the Date of Issue field.
15. Copy and paste the publisher from the spreadsheet into the Publisher
    
16. Copy and paste the citation from the spreadsheet into the Citation of Original Publication
    • Fix problems with line breaks or special characters as described above.
17. Locate the publisher’s DOI on the publisher’s record and enter it as an identifier.
18. Copy and paste the URL from the Publisher’s URL column on the spreadsheet into the External Link. If that column is blank, use the URL from the URL to get PDF column.
19. 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.
20. Copy and paste the Format of work from the spreadsheet into the format. Each format must be added individually.  
21. In extent, indicate the length of the item. Examples: Pages for articles, slides for presentations.
22. In language, select English (United States) or other language as needed.
23. Copy and paste Keywords from the spreadsheetin to the Subject Keywords. Each keyword or phrase must be added individually.
24. Copy and paste the abstract or summary from your information sources into the Abstract.
    • Fix problems with line breaks or special characters as described above.
25. Copy and paste funding agencies, grants, etc. from your information sources into the Sponsors
26. 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.
27. Copy and paste any text in the Description column on the spreadsheet into the Description field. If the work is a conference paper or 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.
28. 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.
29. Under Deposit license, tick the checkbox next to I confirm the license above.
30. Check your work. Records must include all of the above information, and should be without any errors at all. Ensure that everything listed in the Publisher Requirements column on the spreadsheet is included in the metadata and on the coversheet.
31. Click the +Deposit.
32. In the spreadsheet, change the row background color for the item you just completed to indicate that you've entered it.

Approve Submissions

1. Log in to MD-SOAR.
2. In the dropdown menu under the User Profile icon at the top right of the page, click My MD-SOAR.
3. In the Show dropdown menu at the left of the page, select Workflow Tasks.
4. Locate your submission in the list of results and click the Claim button.
5. Click the Approve button.

Add additional collections to the metadata 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.

Creative Commons License

1. 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, scroll down to rights and click the Edit (pencil) icon.
   4. Update the values using the text from the Creative Commons License and Link to Creative Commons License columns on the spreadsheet.
   5. Click the Confirm (check mark) icon.
   6. Click the Save button

   Note: dc.rights.uri doesn’t appear on the rights section in the simple item view. Go to full item page to see dc.rights.uri.

Embargoes

1. Open the record in MD-SOAR.
2. Select the Edit (pencil) icon to the right of the record title.
3. On the Bitstreams tab, click the Edit (pencil) icon next to the PDF name.
4. Click Edit bitstream’s Policies.
5. Click the Edit (pencil) icon.
6. Under Start Date, select the date the embargo will expire.
7. Click Save.
8. On the Metadata tab, add a rights field containing the statement, “Access to this item will begin on MM-DD-YYYY.”
9. Click Save.

Corrections After Approval

1. Open the record in MD-SOAR.
2. Select the Edit (pencil) icon to the right of the record title.

1. Use the Metadata Chart from the Wiki to determine the correct Dublin Core element to use (the terms beginning “dc.” in bold in the 2nd column).
2. To add a new field, click +Add. Enter the value, and click the Confirm (check mark) icon.
3. To edit an existing field, click the Edit (pencil) icon next to the field, make the changes to the text, and click the Confirm (check mark) icon.
4. To delete a field, click the Remove (trash can) icon next to the field.
5. When finished, click Save.

Extra Licenses

1. Open the record in MD-SOAR.
2. Select the Edit (pencil) icon to the right of the record title.
3. Select the Bitstreams tab.
4. Click on the Upload icon.
5. In the Bundle dropdown menu, select LICENSE.
6. Drag the extra license file onto the page or find it using Browse.
7. Click Save.