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Collection Management Services

Information on Collection Management Services and Operations

Getting Started with UVicSpace

Creating an account

  1. Go to Log In --> Click here to register.
  2. Enter your @uvic.ca email address. Click Register.
  3. You will receive a confirmation email from uvicspacehelp@uvic.ca. Follow its instructions to complete your registration.

Navigating the site

From the Profile menu in the top right corner you can log in, log out, and view your profile. You can also view your submission and workflow items by clicking My UVicSpace.

A screenshot of the navigation menus in UVicSpace

From the pop-out sidebar menu on the left, you can add or edit new communities, collections, and items, and perform other administrative tasks depending on your permissions.

 

Items

Items can include multiple files. The files attached to an item are called bitstreams.

Items are added to Collections, which belong to Communities. In order to submit an item to a collection, you must first be added to its submitter group by a collection administrator

Workflows

Each type of submission (General/faculty publication, ETD, Graduate Project) has its own workflow through which an item is submitted, reviewed, and archived. 

You can see your submissions and any items in workflows that you’re a part of through My UVicSpace.

  • Click the profile icon --> My UVicSpace

The default view is Your Submissions, which shows all the items in your workspace and those you have already submitted. From the menu on the left, you can filter the list by StatusType, and Date and specify how you would like the items sorted and displayed.

Each submission has two tags. The Item tag is automatically applied to all items in the repository. Other tags indicate the workflow stage the item is at:

  • Workspace: the item has not yet been submitted and is still in your workspace (can be viewed, edited, or deleted)
  • Review in progress: the submission is being reviewed as part of a workflow (can be viewed but not edited or deleted)
  • Archived: the submission has been archived (can be viewed but not edited or deleted)

A screenshot of the My UVicSpace workspace, Submissions view

Workflow Tasks

To view items in your workflows, go to Show --> Workflow tasks.

This view shows all the items that are in workflows that you belong to. From the menu on the left, you can filter the list by StatusTypeDate, and Submitter and specify how you would like the items sorted and displayed.

The Item tag is automatically applied to all items in the repository. Other tags indicate the workflow stage the item is at:

  • Awaiting review: the item is ready to be claimed for review, editing, or approval.
  • Editing in progress: the item has been claimed and is being reviewed or edited.

Working with ETDs -- In Development

Overview

All UVic theses and dissertations are submitted electronically to UVicSpace, our institutional repository.

This guide reflects the policies of the Faculty of Graduate Studies (FGS) and Graduate Admissions and Records Office (GARO), revised May 2011 and updated April 1, 2013.

Anyone can find, read, and download the full text of the manuscripts from the ETD (Electronic Theses and Dissertation) collection from anywhere in the world, without passwords or paying a fee.

ETD Workflow

  1. Student registers in UVicSpace.
  2. Student emails GARO after their defense and let's them know that they are ready to submit.
  3. GARO staff assigns the student to the ETD collection.
  4. Student submits manuscript and supplementary files to GARO. The latter checks the submission based on the checklist.

Embargoed ETDs

  1. Find the list of embargoed ETDs that expired the previous month (see ETD email).
  2. Login to UVicSpace.
  3. Search for each ETD that expired the previous month in UVicSpace.
    1. Check that the lock doesn't appear.
    2. Go to the item record, and click "Show full item record." Scroll down to the bottom of the record. If the dc.description.embargo appears, click Edit this item on right navigation menu.
    3. Select Item Metadata tab, find the embargo field, click the check box and Update.
    4. Next, select Item Status and Authorizations. Check that Anonymous is used for all the bitstreams.
  4. Go to Current Lists app. Sort by Embargo Date to see a list of ETDs still embargoed. When they are released, the embargoed date will turn green.
  5. Lastly, move the ETD email to the Released folder.

 

Renewing Embargoed ETDs

  1. Renewals for the withheld ETDs can come via email (see ETD email) at any time during the month. It is important to do them right away.
  2. Login to UVicSpace.
  3. Search for the item by author's last name.
  4. Click Edit this item under Context on the right side menu.
  5. On the Edit item screen, select the Metadata tab.
  6. Scroll down to the dc.description.embargo or dc.description.expiry field.
  7. Change the date to the new expiry data. Click the Update button.
  8. Next, check that the date in the Authorizations tab is also updated.
  9. Now go to the current list app, and edit the embargo date to the new date.
  10. Finally, move the ETD email to the appropriate month in the ETD folder.

Managing Submitters -- In Development

Adding Submitters

  1. Login to UVicSpace.
  2. Navigate to the Faculty (e.g., Education) of your home department.
  3. Choose your department page (e.g., Exercise Science).
  4. Select the Graduate Projects collection.
  5. On the right navigation column you will see a section called Context.
  6. Click Edit Collection.
NOTE: If you don't see Context with the link to Edit Collection then you are not the Collection Manager for this collection. Contact the repository manager.
  1. Select Assign Roles.
  2. Next, click COLLECTION # SUBMIT.
  3. So that they can submit their project to UVicSpace, search by student's last name or email. (You may have to scroll through a number of screens before you find their name and email address.)
  4. Click Add when you see the student's name.
  5. The student's name will be added to the Member's list. The status will move to [pending].
  6. Click Save for them to become part of the Submitter's group.
  7. The screen will move back to the Edit Collection screen and you will see a notice that the group was edited successfully.
  8. Now notify the student that they have permission to submit to the Graduate Projects collection for your department.
  9. In the current items list, click the Map tab in the Actions column. That will move the entry to the second half of the list.

Removing an E-Person as Collection Submitter

  1. Login to UVicSpace.
  2. Choose the appropriate collection from which you want to delete the e-person.
  3. On the right navigation column you will see a section called Context.
  4. Click Edit Collection.
  5. On the Edit Collection page, select the Assign Roles tab.
  6. In the Roles column, find Submitters. Click the hyperlinked collection name.
  7. Find the name of the person and click Remove.
  8. Scroll down to the bottom of the page and select Save.

Submitting Items

Submitting items

  • Log in to UVicSpace by clicking Log In at the top right. When submitting items on behalf of someone else, log in with the ScholCom account.
  • From the left sidebar menu, select + --> New --> Item
If you do not have the option to add an item, you must first be added to the submitter group for at least one collection.

  • Select the collection for the item. The menu shows the name of the community and the collection in bold. This will open up the item submission form.
You can change the collection the item is being submitted to using the dropdown menu at the top of the page. The submission forms for ETDs and Graduate Projects have slightly different fields than the general submission form.

 

Describe the item

Author: This field uses the ORCID lookup tool to help disambiguate author names. Enter the last name of the author, then click Search. You can also enter the first name to limit the search results.

  • A list of possible matches will pop up. Some authors will have several matches, depending on how their information has been recorded previously. Choose the best match:
    • The author’s ORCID iD in the ORCID field (you may need to look at the ORCID record to confirm it belongs to the author)

  • The author’s ORCID iD in the In Solr Index field (you may need to look at the ORCID record to confirm it belongs to the author)

A screenshot of the ORCID lookup tool in UVicSpace, showing a character string in the SOLR field

  • A character string in the In Solr Index field (this indicates that the author doesn’t have an ORCID iD but does have items in UVicSpace already)

A screenshot of the ORCID lookup tool in UVicSpace, showing the SOLR index field

  • If none of the options are correct, enter the author’s name instead.
  • To add more authors, click + Add more and repeat these steps.

Title (required): Enter the title using sentence case.

Alternative Title: If the item has a translated title or another alternative title, enter it here in sentence case.

Date of Issue (required): Enter the year of publication (required). The month and day can also be added if necessary.

Publisher: If the item has been published, enter the name of the publisher. For journal articles, enter the name of the journal.

Citation: Enter the citation for the item in APA format. Note that the form does not support italics or hyperlinks.

Series/Report No.: Enter the series number or report number for the item, if applicable.

Identifiers: Select the type of identifier from the dropdown then enter the identifier string. For DOIs, select URI.

Type: Select the item type from the dropdown.An infographic showing differences between preprints, postprints, and published versions of publications

  • Article: published articles, including editorials and case studies, etc.
  • Learning Object: syllabi and other learning materials
  • Honours thesis: should only be sued for Undergraduate Honours Papers collections
  • Preprint: the submitted version of an article, before peer review
  • Postprint: the accepted version of an article, after by peer review and author revisions
  • Thesis: should only be used in ETD and Graduate Projects collections

Language: Select the main language of the item from the dropdown.

Keywords: Enter the subject keywords for the item, each as a separate entry. Use lowercase unless keywords contain proper nouns (check the item for capitalization)

Abstract: Enter the abstract for the item. Note: the field does not support special formatting or hyperlinks.

Sponsors: Enter any funding sources identified in the item.

Description: Enter any other descriptive information for the item, e.g., acknowledgments.

Peer Review Status: Select the appropriate option from the dropdown.

  • For preprints, select Unreviewed
  • For postprints and published articles, select Reviewed

Scholarly Level: Select the appropriate option from the dropdown.

You can save the form at any time by clicking the Save button at the bottom of the screen.

Upload files

  • Files can be added to the item via the floating window at the top of the page. You can either drag and drop files to attach them or click Browse and select the files to attach.

A screenshot of the upload files window in the submission form

You can attach files at any time as you’re completing the submission form.

 

  • To download an uploaded file, click the Download icon. If you need to delete an uploaded file, click the Delete icon.
  • Select the Edit icon to edit the file’s properties. The Edit bitstream form will open.

A screenshot of the edit bitstream buttons

Title: edit the filename of the uploaded file, if necessary

Description: enter a description of the file, if necessary, e.g., if you are uploading an article an an associated dataset.

Access Condition Type: Embargos and other access conditions are applied at the file/bitstream level.

  • If the file is not embargoed, select open access.
  • If the file is embargoed, select embargo
    • Enter the date that the embargo expires in the Grant access from window using the Calendar tool (this date is required when embargo is selected).
  • In the rare case that the file should be visible to administrators only, select administrator.
  • Click Save.

 

Creative Commons license

If the item has a Creative Commons license, select that license by answering the questions.

Only select a CC license when the item has one already or the author has chosen one.
  • CC BY: select Yes; Yes
  • CC BY-SA: select Yes; ShareAlike
  • CC BY-NC: select No; Yes
  • CC BY-NC-SA: select No; ShareAlike
  • CC BY-ND: select Yes, No
  • CC BY-NC-ND: select No; No

A screenshot of the Creative Commons license options

Ensure that the selected license is correct, then click I grant the license above.

In the rare instance that the item is in the public domain, select CC0, then click I grant the license above.

 

Deposit license

Click I confirm the license above.

The Non-Exclusive Distribution License must be applied to all items deposited in UVicSpace.

 

Complete the submission

When the submission form is complete, click + Deposit. The item will proceed to the next step in the workflow.

  • If you need to complete the form at a later time, click Save for later.
    • To retrieve the draft submission, Go to My UVicSpace
    • Select Show --> Your Submissions
    • Find the draft submission and click Edit

Adding Items from Databases -- In Development

The CSCO actively recruits content to include in UVicSpace. There are two primary workflows for this:

  • our mediated deposit service, where faculty send us their CV and we deposit the publications listed
  • database search, where we search for publications by UVic authors in a variety of databases for deposit

Instructions for Department Admin

  1. Register in UVicSpace with a role based email. Email UVicSpace admin that this is in place.
  2. UVicSpace admin will assign a collection for submissions.

 

Preparing the project

  1. Create a working subfolder for yourself in W: drive.
     
  2. Download a copy of the TEMPLATE-DatabaseWorkingList from the Scholarly Communications channel in Teams.
     
  3. Go to sciencedirect.com.
    1. Click Advanced Search.
    2. Under Author Affiliation, type University of Victoria.
    3. From the menu on the left, select the year you are working on. Then scroll further down and under Access Type, select Open Access.

There are several ways you can go about doing this project. You can either dedicate some time at the beginning of your work to find, check, and download all the articles and their corresponding citations at once, or you can download them in batches as you upload.

  1. Downloading articles
    1. Whether you download all the articles at the beginning of the project or download as you upload, you will need to check each article individually to ensure that the “University of Victoria” ScienceDirect is locating is the right University. Searching for this affiliation will also pull articles with researchers from, for example, Victoria University, Melbourne. Using Boolean Operators does not appear to solve this issue.
    2. Bulk downloading:
      1. Click the box beside the articles you will be downloading (or "select all" at the top of the page).
      2. Click Download selected articles (at the top of the page).
    3. Individual downloading:
      1. Click on the hyperlinked article title from the search page.
      2. Once you are in the article, click the blue View PDF button.
      3. Once the PDF opens, click the Download icon.
         
  2. Downloading citations
    1. Bulk downloading:
      1. Click the box beside the citations you will be downloading (or "select all" at the top of the page).
      2. Select Download and then Export --> Export to text.
      3. Open the file in NotePad and copy this information into your working spreadsheet.
    2. Individual downloading:
      1. Click on the hyperlinked article title from the search page.
      2. Click Cite (below the author's names) -->Export citation to text.
      3. Open the file in NotePad and copy this information into your working spreadsheet.
         
  3. Work through the list of ScienceDirect publications
    1. Check whether the article is already archived in UVicSpace by searching its title in the repository.
    2. Check whether the Creative Commons license appears on the first page of the article. In rare cases there is an issue and the CC license does not appear. If this happens:
      1. Double check that the article is indeed Open Access.
      2. Download a copy of TEMPLATE-UVicSpace-CoverPage-OA
      3. Modify the template to create an OA cover for the specific article.
      4. Attach PDF cover to the PDF of the article by Combining the files.
    3. Determine and record what collection the article will be uploaded to (the primary faculty of the first UVic author).
    4. Determine and record whether the article must be mapped to another collection (i.e. for faculty members who are cross-listed; when they are are multiple UVic authors from different faculties, et cetera).
    5. Determine whether any of the UVic authors are not faculty members (i.e. graduate students, postdocs, affiliate researchers, et cetera) and record this in the Notes section of your spreadsheet.
    6. Upload the publication to UVicSpace (see below).
    7. When the item has been approved:
      1. Transfer the item record in your working spreadsheet to the "ScienceDirect - UVicSpace Master List", ensuring the UVicSpace handle is recorded there.
      2. Delete the working files.

Formatting and uploading publications in UVicSpace

Example: Glickman, J. A., Frank, B., D'Amico, D., Boitani, L., & Ciucci, P. (2023). Sharing the land with bears: Insights toward effective coexistence. Journal for Nature Conservation, 74, 126421. https://doi.org/10.1016/j.jnc.2023.126421

  1. Save the document to be uploaded as a PDF using the following naming convention:

lastname-firstname_journalabbreviation_publicationyear

e.g. glickman_jenny_JNatConserv_2023

  1. Upload the publication into UVicSpace under the faculty member's home department/Faculty.
    There are two ways to submit an item to the appropriate collection:
    1. In the left sidebar
      1. Click New --> Item.
      2. Type the collection you are looking for and select it when it appears.
    2. In My UVicSpace
      1. Click the grey box with a white plus sign in it at the top right of the screen.
      2. Type in the collection you are looking for and click on it when it appears.
         
  2. Upload files: You can do this at any point in the submission by dragging an dropping a file anywhere on the page. At the top of the page, there is also a hyperlinked browse button you can use to find the file in your working folder.
     
  3. Describe item:
    1. Authors: List the authors in order of their appearance on the article. Use the convention [Family name, Given name]. In terms of author metadata, follow the convention of the article itself. If the authors are listed with initials, enter the last name and initial; if with full names include full names (e.g. Proverb, L.; Proverb, Lucie). Do not correct the metadata from the source document.
      1. ORCID: The ORCID Authority Lookup tool is operational in DSpace. When inputting an author's name, click the grey circle in the Last Name box to pull up a drop down list of indexed authors. For UVic authors, find their ORCID (through a Google search or through their faculty profile), and click on the record in the drop down list that has their ID attached.
    2. Title: Enter the full title, with the subtitle, in sentence case.
    3. Alternative Title: If applicable. The article may have a translated title, for example.
    4. Date of Issue: Only enter the year.
    5. Publisher: Enter the journal title.
    6. Citation: Use APA style.
    7. Series/Report No.: Skip this section.
    8. Identifiers: Choose URI and enter the article's DOI.
    9. Type: Choose Article.
    10. Language: English.
    11. Keywords: Enter any subject keywords, one by one, in the order in which they appear in the article. Enter them exactly as they appear on the source document.
    12. Abstract: Provide the abstract exactly as it appears in the article. 
    13. Sponsors: List any sponsors of the research (e.g. NSERC, SSHRC, the B.C. Ministry of Development). Sponsors may not be readily apparent; good places to look are the beginning or end of the article (at footnote/endnote, just before the bibliography). Copy and paste the funding statement verbatim from the article. It is important to include all the information, especially grant numbers.
    14. Description: Include any non-financial support to the project (e.g. lab support, data, et cetera).
    15. Peer Review Status: Choose Reviewed.
    16. Scholarly Level: Choose Faculty.
       
  4. Upload File: You will not need to an embargo, as we are only uploading Open Access articles in this workflow. Move to the next step.
     
  5. Creative Commons license: you do not need to add the CC license. Move to the next step.
     
  6. Deposit License: click I confirm the license above.
     
  7. Review the metadata for the submission and correct any errors.
     
  8. Click Deposit.

Reviewing and Editing Items

Reviewing & editing items

Claim the item

To review or edit an item, click Claim. A few things will happen:

  • The item’s tag will switch from Awaiting review to Editing in progress.
  • You will see four new buttons:
    • Approve: add the item to the collection.
    • Reject: remove the item from the workflow and notify the submitter.
    • Edit: edit the item’s metadata.
    • Return to pool: return the item to the pool where it can be claimed by another team member.
    • View: view the item’s metadata and download its files.

A screenshot of the Workflow tasks workspace

Review the item's metadata

  • Click Edit to open the submission form. This form contains the item’s metadata as entered by the submitter as well as all the files they uploaded.
  • Open the uploaded file by scrolling down to Upload files and clicking the Download icon.
  • Review the metadata for a specific file, including embargo dates, by clicking the Edit icon.
  • Verify the filename and description, if any.
  • Verify the embargo details, if any.
    • If the file is not embargoed, the Access condition type should be open access.
    • If the item is embargoed, the Access condition type should be embargo. The Grant access from date should be the date that the item becomes available (e.g., if the embargo lasts until January 15, the Grant access from date should be January 16). Once a date is selected, a tag will appear that reads embargo until YYYY-MM-DD. Confirm that this date is correct.

A screencap showing the edit icon and embargo date

  • Review for the item’s other files, if necessary.
  • Click Save to return to the submission form.

 

  • Verify the Creative Commons license.
NOTE: CC licenses should only be selected when a published item already has one or when an author has selected one for an unpublished item.

A screenshot showing the chosen CC license

After you have reviewed and edited the metadata, click Save for later. This will return you to the Workflow tasks list.

 

Approve or reject the item

  • Locate the item in the Workflow tasks list and select Approve, Reject, or Return to pool.
    • If you Approve the item, it will be archived in UVicSpace and the submitter will be notified.
    • If you Reject the item, enter the reason for rejection in the popup box and click Reject item. The reason entered in the box will be sent to the submitter and the item will return to their workspace.
    • If you return the item to the pool, it will be available for others to claim and edit.

A screenshot showing approve and reject options

Switching Out ETD Files

Sometimes it is necessary to switch out files after an ETD has been archived in UVicSpace. Usually, the new file will be sent to you via email by one of the GARO clerks. If it is sent by the student, check with GARO (garo@uvic.ca) or FGS before making the switch.

  1. Open the file and check that it matches the data in the submission form.
  2. Save the file to your desktop or an appropriate folder temporarily.
  3. Login to UVicSpace.
  4. Find the submitted ETD in UVicSpace.
  5. Click Edit this Item.
  6. On the Edit screen, click Item Bitstreams tab.
  7. Check the box Bundle: ORIGINAL, then click the button Delete bitstreams.
  8. Confirm delete by clicking the Delete button.
  9. Back on the Edit Item screen, select Upload a new bitstream.
  10. Browse for the file and click Upload.
  11. On the Edit screen there will now be a new file under Bundle: ORIGINAL.
  12. Click Return, and on the item page click View/Open.
  13. Check that the new file is available.

Managing Item Locations

Overview

There are two collections referenced in these procedures:

NOTE: ETDs will always have a withholding form designating the withhold start and end dates. A copy is available in the ETD email --> EDT! --> Withholding Issues --> ETD Withholds Embargoed or ETD Withholds Restricted subfolders.

NOTE: Only a UVicSpace Administrator is able to perform these tasks.

Moving a Restricted ETD to ETD Collection

  1. Login to UVicSpace.
  2. Search for the item. Under the Context menu, click Edit this item.
  3. Click Authorizations. Check that the item is read only for Collection_148, which is the collection restricted to campus only by IP address.
  4. Click Return to go back to the Edit Item screen.
  5. Select the collection you want to move to: Faculty of Graduate Studies - ETD (Electronic Theses and Dissertations) from the drop-down menu.
  6. Check the Inherit policies box.
  7. Click Move.
  8. A Notice appears to let you know that the action was successful.
    1. Click the Authorizations tab.
    2. Check if the item's policies have changed to Anonymous READ.
  9. Metadata
    1. Click the Metadata tab,
    2. Find the dc.description.expiry field and copy the date.
    3. Under Add new metadata, select dc.description.embargo field from the drop-down menu.
    4. Paste the withhold date which you copied.
    5. Click Add new metadata. Click Update.
    6. Make sure that the dc.decription.expiry field has been deleted.
  10. UVicSpace Current Items List
    1. Change the expiry date to embargo date. Add a Date Available, if it was an embargo date change.

Mapping ETDs

Since 2006, the ETDs in UVicSpace have been mapped to their home department theses collections. Only UVicSpace administrators can map items to other collections. Use the following procedures to map ETDs:

  1. Login to UVicSpace.
  2. Then login to the UVicSpace current items list.
    1. The first half of the list includes items that need to be mapped. After the Metadata staff archives the ETD, they will add the handle number to the list.
    2. Click the Department tab to sort the items alphabetically.
    3. Look at the first department.
  3. Find that department in UVicSpace.
  4. Click the thesis collection link (e.g., Theses (Anthropology).
  5. Under the Context menu, choose Item Mapper.
  6. Look in the current items list for the handle number (e.g., 4135).
  7. In the search box, type the full name of the author (last name, first name), the item number, OR the title.
  8. If it matches, click the checkbox next to the item and select Map selected items.
  9. UVicSpace will let you know that the items were successfully mapped.

 

Un-Mapping ETDs

If you make a mistake when mapping an ETD, follow these steps to correct it:

  1. Go to the item page and click the edit icon.
  2. Select the Collection Mapper tab.
  3. Under the Browse mapped collections tab, select the collection to remove the item from.
  4. Click Remove item's mapping for selected collections.
  5. To confirm that the item was removed from the collection, click Back to return to the item page. The removed collection should no longer appear under Collections.
ETDs must always remain part of the ETD collection under the Faculty of Graduate Studies in addition to any other collections they are mapped to.
Creative Commons License
This work by The University of Victoria Libraries is licensed under a Creative Commons Attribution 4.0 International License unless otherwise indicated when material has been used from other sources.