Documentation:Circle/Adding BCIRPU Publications to cIRcle Workflow

Overview

This is a user guide to help BCIRPU staff submit publications to cIRcle, UBC's digital repository, and to document decisions made during the initial project phase.

Changes to the workflow must be reviewed and approved by the BCIRPU Project Lead. Please notify cIRcle staff as well when there are changes to the workflow, and ensure proper consultation if it will have an impact on their processes.

How to Use This Wiki

This user guide provides a workflow for deposit of BCIRPU publications into cIRcle for long-term preservation and access via the publications search on the BCIRPU website.

Follow the steps to:

Identify materials for deposit
Check publisher permissions for posting an article online (for journal articles)
Request written permissions from publishers, as needed (for journal articles)
Fill out spreadsheet fields of publication information for cIRcle deposit (Author, Title, Affiliation, Topics, Abstract, etc.)
Complete a consistency check on Age and Topic values before submission
Complete license(s) for publications to be submitted
Submit spreadsheet, publication files, and accompanying cIRcle Non-exclusive Distribution License(s) to cIRcle

Roles and Responsibilities

UBC iSchool student

For the initial phase of the project, the iSchool student acts as liaison between cIRcle, BCIRPU, and BCIRPU's development team to define and communicate system and procedural requirements. The student is also responsible to document requirements in this wiki and provide general support to BCIRPU. This position was held by Karen Barrow until its termination in February 26, 2021.

BCIRPU Project Leads

The BCIRPU Project Leads are Samantha Bruin, Communications Director (on 1 year leave starting mid-January 2021), and Kate Turcotte, Researcher.

In the initial phase of the project, the BCIRPU Communications Director defines and coordinates internal processes to provide historical BCIRPU publications to cIRcle for deposit according to the workflow described in this wiki.

Project Leads also have responsibility/oversight for the following duties:

maintain the lists of Topics and Authors used as filters in the BCIRPU website publication search form; contact the Digital Lab to add or remove values from the BCIRPU website search form.
- Topic note: it was originally expected that Digital Lab could retrieve a list of Topics in use directly from cIRcle via the API; however, cIRcle automatically pulls some journal articles published by BCIRPU authors from BioMed and assigns subject keywords that should not appear on the BCIRPU publication search form. Therefore, it is necessary for BCIRPU to maintain a list of Topic values to show as filters in the search form.
- Author note 1: the author list contains current BCIRPU team members that have authored at least one publication deposited in cIRcle.
- Author note 2: the author list consists of a preferred name (Last, First) that is visible in the search form, plus any variations of each author's name under which they have published. For instance, the author list on the search form will include Beaton, Denise while also searching in the background for the variations provided (Beaton, M Denise and Beaton, Marie D).
create/maintain a one-page online user guide for the BCIRPU website publication search form with explanations of Age and Topic filters plus general info on how the form works; the Communications Director will assist in formatting and making this page available online
fill out Master List fields for cIRcle deposit (Author, Title, Affiliation, Ages, Topics, Abstract, etc.)
contact publishers when written permissions request necessary to deposit journal articles
create annual catalogues of citations & conference abstracts to submit to cIRcle (see Selecting Materials for Deposit section below for more info)
initiate future cIRcle submissions
perform consistency checks on Age and Topic values before submission
create cIRcle licenses
send items to cIRcle for deposit.

BCIRPU Support Staff

In the initial phase of the project, Anita Yau will assist in entering publication information into the Master List spreadsheet.

During Samantha Bruin's absence, also assumes responsibility for the following:

maintains an inventory of all new accepted BCIRPU publications, including tracking publication dates. This file will be tracked via a new Master spreadsheet, from 2021 onward. This spreadsheet is located in Injury 2017 > A BCIRPU Publications Database 2020
oversees collection of post-print copies of all new journal articles. Copies of these journal articles will be saved in Injury 2017 > A BCIRPU Publications Database 2020, sorted by the year of publication (Manuscripts subfolder).
oversees collection of final copies of all new unit publications. Final copies of the unit publications will be saved in Injury 2017 > A BCIRPU Publications Database 2020, sorted by year of publication, and type of publication (Unit Reports subfolder).

BCIRPU Authors

For journal articles:

inform Anita when articles have been accepted; include copy of license if available
send Anita an editable copy of the post-print version or place this file on the BCIRPU shared drive in the folder located at Injury 2017 > A Publications Database 2020, sorted by year of publication, and type of publication (Manuscripts subfolder).
inform Anita when article publication date has been determined. This will be a standing item on the staff meeting, to review on a monthly basis with the BCIRPU team.
prior to cIRcle submission, verify that all unit publications presented for their approval can and should be deposited.

For reports published by BCIRPU:

place a PDF copy of the final accepted version on the BCIRPU shared drive in the folder located at Injury 2017 > A BCIRPU Publications Database 2020, sorted by type of publication (Unit Reports subfolder).

Selecting Materials for Deposit

cIRcle Requirements

cIRcle policies preclude the deposit of metadata-only records. That is, items such as citations or conference abstracts without accompanying poster/slides/full-text article/audio/video files are not accepted on their own. BCIRPU will collate these types of items into annual catalogues and deposit these catalogues into cIRcle.
Publications must have at least one author/creator affiliated with UBC.

BCIRPU Policies [BCIRPU to finalize this section]

Apart from the requirements above, BCIRPU determines what materials it will submit to cIRcle.

The following types of BCIRPU publications have been selected for ongoing deposit into cIRcle:

Documents without individual authors such as Annual Reports, Injury Insights or other fact sheets, etc.
Non peer-reviewed research and evaluation reports authored by BCIRPU-affiliated staff and students
Journal articles authored by BCIRPU-affiliated staff and students
Conference posters authored by BCIRPU-affiliated staff and students
Webinars by BCIRPU-affiliated staff and students

The following types of publications will NOT be deposited into cIRcle:

Conference presentations
Internal reports
Webinars by individuals unaffiliated with UBC and with BCIRPU

Confirming Self-Archiving Permissions

Checking Deposit Permissions for FUTURE Publications

For future publications, review the license conditions as forwarded by the authors.

If license details are unclear or unavailable, you may try the workflow for historical publications below or contact either Colleen Pawliuk, BC Children's Research Institute librarian, or circle.repository[at]ubc.ca for assistance.

Checking Deposit Permissions for Historical or Recently Published Publications

This workflow describes steps to determine if and how publisher permissions permit an individual journal article to be deposited in cIRcle.

The key point to remember is that being able to view or download an article in full-text does NOT automatically guarantee permission to deposit this article into cIRcle. Likewise, a lack of full-text online does not necessarily mean that authors cannot deposit the article into cIRcle.

Step 1: Check journal status

Search for journal name in the Journal Permissions spreadsheet. This list describes publisher rules for deposit into an institutional repository (i.e. cIRcle). If the journal appears in this list, review its status and any details provided. If the spreadsheet provides a definitive answer (e.g. contact publisher for permission/can deposit published version immediately/can only deposit post-print), the workflow below can be skipped--except for post-prints, in which case see Step 3 below for more info.

Otherwise, note the conditions indicating when deposit of the published version is allowed. The workflow below covers the majority of journals but may need to be adapted in a few cases where a Creative Commons license is not the indicating factor that an open access fee was paid for the article.

Step 2: Search for article license info online

If the article is available online:.

a) Search the page for words such as Creative Commons, license, rights or permissions. A link may be provided to view this information in a certain location on the page or it may be part of the article text. If a Creative Commons license is declared, the published version of the article can be deposited; DONE.

b) If the page does not provide explicit license/rights & permission information, download the PDF version of the article and search the file for the same terms such as Creative Commons, license, rights or permissions. If a Creative Commons license declared, the published version of the article can be deposited; DONE.

c) If a publisher provides a link or tool to check permissions rather than an explicit declaration, try using this tool. Identify yourself as the author and indicate that the desired use is to "post in an institutional repository" or "post on a website." In the unlikely scenario that a clear answer is provided, DONE.

Step 3: Assume that the published version cannot be deposited

If no clear permission can be found to reproduce and redistribute the published article, go back to the Journal Permissions spreadsheet to review the embargo period for post-prints (more info in following section) and check for any boilerplate text or other conditions set by the publisher.

Note: If these cannot be determined, the cIRcle team at circle.repository[at]ubc.ca can assist in determining permissions and/or preparing the post-print. Colleen Pawliuk, BC Children's Research Institute librarian, is also available for consultation.

Though not all publishers provide specific boilerplate text, it is generally required to acknowledge and/or link to the published source so ensure that a full citation for the published version including a DOI link is added to the post-print article sent to cIRcle for deposit; use Generic citation text below if the publisher does not provide a template.

Insert the full citation and any other required text (e.g. some publishers will also require that a license be embedded in the post-print manuscript) at the bottom/into the footer of the first page of the post-print (see https://hdl.handle.net/2429/73803 for an example). Create a PDF copy.

Generic citation text

This is a post-peer-review, pre-copyedit version of an article published in [insert journal title]:

[insert complete citation information here; usually copy from online article page on publisher’s website]

The final authenticated version is available online at: http://dx.doi.org/[insert DOI here]

Embargo

If an article has an embargo (see section below) following publication, it can still be deposited in cIRcle. The cIRcle software will restrict public access to the article until the embargo has passed. If an article has an embargo period, note its length in the Master List spreadsheet in the Can post published version column.

Understanding Article Versions

Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the pre-print version.

Publisher's versions are the editions of articles that have undergone final text correction and layout. These are typically downloaded from the publisher's website.
Post-prints have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary. See examples at https://hdl.handle.net/2429/73803 and https://eprints.mdx.ac.uk/28708/. Post-prints may also be called the "(author's) accepted manuscript" or "final peer-reviewed manuscript".
Pre-prints are versions initially sent to the journal. These versions have not been subject to peer review.

Pre-print or post-print versions of an article must be acquired from the author. If the author is submitting in order to comply with the Tri-Agency Open Access Policy on Publications, only publisher version and post-print copies are acceptable. Publishers typically require post-print versions to include a full citation and link for the published version, sometimes within a boilerplate paragraph. Verify these requirements in the Journal Permissions spreadsheet.

An embargo is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals or institutions. If an article has an embargo, it can still be deposited in cIRcle where public access to the article will be restricted until the embargo has passed.

Completing the Publication Information Spreadsheet

BCIRPU staff looking for more detailed information on how to assign metadata values for columns in the BCIRPU Master List spreadsheet not mentioned below, see _Filling Out the cIRcle Spreadsheet v2.docx in the Instructions and Additional Files subfolder.

Affiliations

Other UBC	indicates BCIRPU affiliation; use when no individual author(s) or no specific UBC faculties/dept identified
Non UBC	for anyone outside BCIRPU & UBC
UBC faculties/dept	as identified for faculty, staff and students

For journal articles, include affiliations noted in the publication.

For unit publications, include affiliations for named individuals at the time of publication; see _BCIRPU Staff Authorship Affiliations.docx in the Instructions and Additional Files subfolder on the shared drive.

Values for Topics and Ages

**In order for the publications search on the BCIRPU website to function optimally, it is VERY IMPORTANT to use only the values listed below, and to match them exactly (sentence case, no extra commas, spaces, etc). Both Ages and Topics will be stored as Subject Keywords in cIRcle.

Ages

Children and youth (0-19)
Adults (20-64)
Older adults/seniors (65+)

Ages should be assigned to a publication if the publication reports data for a specified age group(s).

This field can be left blank. It should be left blank for publications about the general population that do not provide breakdowns by age group.

As a special case, an age group can be assigned in the absence of reported data if the publication is about a specific age group; e.g. the title or abstract indicates the topic of a publication is child safety but the data reported comes from a survey of adults.

For instance, articles studying parenting practices and/or perceptions should be tagged for both children and adults.

Topics

This field is left blank when the publication is not injury related.

Label	Notes
Alcohol and drugs	includes cigarettes and vaping
Burns, scalds and fire
Concussion/traumatic brain injury
Drowning
Economic burden of injury
Fall-related injury
Home injury	injuries that occur in the home such as consumer product-related injuries. *Not much use at present (only 3 unit publications as of Feb 4/21)
Indigenous injury
Injury indicators	use for indicators in the sense of formalized measures used in injury research
Injury inequities	differences in injury risk/rate/outcomes based on socioeconomic factors; assign when disparities reported or groups compared
Injury methods	use for publications about injury research methodology (e.g. spatial analysis), research instruments or research concerns such as privacy
Injury outcomes	immediate results of injury such as hospitalization or death as well as long-term effects on quality of life
Injury policy and prevention	use for evaluation/effects of existing laws, organizational policies and prevention programs. NOT for recommendations for future interventions.
Injury risk perceptions
Injury risks
Outdoor/risky play	includes independent mobility
Poisoning
Road injury	includes pedestrian, cyclist and other vehicular/transport injuries
Self-inflicted injury	includes self-harm, suicide
Social marketing
Sports and recreation-related injury
Violence and abuse-related injury	includes physical bullying, Shaken Baby Syndrome and Abusive Head Trauma
Workplace injury

Checking Age and Topic Values Assigned in the Spreadsheet

As noted in the previous section, it is very important to submit Age and Topic values that exactly match the options above. Any variations will prevent the publication search from finding the desired publications.

Before submitting a new spreadsheet to cIRcle, perform a consistency check on these columns to make sure there are no typos or invalid values and that all values are in sentence case.

Completing License(s)

The BCIRPU Master List spreadsheets will identify the BCIRPU team member required to sign a license for each publication to be submitted. The director signs for BCIRPU publications without individual authors.

Note: It is not necessary to sign a license for each individual publication PDF being submitted; one license file can cover multiple publications listed in a spreadsheet attachment.

All BCIRPU publications will be submitted with the most restrictive Creative Commons attribution license disallowing commercial use or modifications (CC-BY-NC-ND).

For each person to sign:

Copy their rows from the Master List spreadsheet into a new spreadsheet; place Journal Articles and BCIRPU Reports in separate worksheets.
*If BCIRPU Reports are being submitted and there is any doubt as to whether these should be deposited, ask the person signing to review and confirm. Remove rows as necessary.
Create a new license file (a blank license PDF is located in the same folder as the Master List spreadsheet).

Enter the following into a new cIRcle license file:
- Page 1, Submission Information section:
  - Name: BC Injury Research and Prevention Unit
  - Description: See Attached File: [enter name of spreadsheet]
- Page 2, Terms of Access:
  - Put an "x" in the first and last boxes (that is, No commercial use and No modifications)

Send the license to individual for a signature at the bottom of p2.

Create a new folder at Injury 2017 > A BCIRPU Publications Database 2020 > cIRcle Submissions for the licenses, spreadsheets and accompanying PDFs/videos.

Once completed licenses are returned, the package(s) can be submitted to cIRcle.

Submission Process

The Project Lead or Support Staff:

forwards the approved metadata spreadsheet(s), completed license(s) and associated PDFs/video files to the cIRcle Office (circle.repository[at]ubc.ca)
updates the Master List spreadsheet to indicate the cIRcle submission date

cIRcle responds by e-mail once the content is available in cIRcle. The notification will include the URIs for the content.

After deposit is confirmed by cIRcle, the extra file copies can be deleted from the cIRcle submissions area of the shared drive.

Notes for cIRcle Staff

BCIRPU submissions will not include a Contributor field. However, it is understood that for all BCIRPU materials, either the Creator or the Contributor field will be assigned the value "B.C. Injury Research and Prevention Unit". This enables a search tool on the BCIRPU website to retrieve relevant items from cIRcle via the API.

BCIRPU submissions will provide Age and Topic values. These will both be stored in the Subject Keywords field. Please apply sentence case to these values. Please also include all Subject Keywords submitted, even if these appear to be redundant given the article title. BCIRPU is using the Topics as a subject heading system of sorts that drives the publication search on their website.

Some BCIRPU peer-reviewed materials may have existing records in cIRcle. In order to make these records visible to the search on the BCIRPU website, additions are needed to the Contributor field and to the Subject Keywords. For these records, BCIRPU may submit metadata updates without accompanying licenses and source files.