UBC Wiki - User contributions [en]

Documentation:Student Librarian Orientation (MRAi)

2026-08-29T03:16:28Z

KendallWilber: /* Selecting Content for cIRcle's Consideration */

== Introduction to this Wiki ==
The Student Librarian Orientation (SLO) Wiki page is intended to give incoming MRAi Student Librarians a basic overview of all the many different aspects of this position. It introduces the major tools and interfaces frequently used in the role, as well as general guidence for day-to-day workflows. It is also useful for those new to the MRAi in general, and will be a great reference point when incoming MRAi team members are finding their feet in the early days of their new position. The SLO Wiki and/or its attendant Wikis should be updated in accordance with the [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]] when relevant tools/guidelines/workflows are added, eliminated, or modified.

As you read through this SLO Wiki, do keep in mind that there are a lot of moving parts that make up the MRAi and it takes time for new folks to learn what they are and how they all interact with one another. We encourage all incoming team members to be graceful with themselves as they learn about the work of this initiative. Please feel free to ask any questions!

== Reference Tools ==
'''MRAi Resources'''
* [https://wiki.ubc.ca/Sandbox:MRAi_Orientation_Documents MRAi Orientation Documents]: Higher-level information about the MRAi's purpose, how we work, what we accomplished last year, and our annual work plan.
* [[Documentation:MRAi DTES RAP Metadata Style Guide|MRAi DTES RAP Metadata Style Guide]]: Definitions of, and stylistic guidelines for, each metadata field in Downtown Eastside Research Access Portal (DTES RAP) item records. ''This one is especially helpful!''
* [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit# MRAi Style and Content Guide (Draft)]: This working document is meant to be used by MRAi team members (referred to as users) who create or edit content for the DTES RAP that is not part of the collection. Created by Nick Ubels and Geoff D'Auria.
* [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]]: Read about how the Wiki is structured and how and when to add/remove content.
* [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv subscribers]: This document was created in 2023 to track correspondence with authors, creators, and other folks in the MRAi network regarding the DTES RAP. Information about who currently is a subscriber to the MRAi Listserv is also recorded in this document.
'''cIRcle Resources'''
* [[Library:Circle/Adding faculty publications to cIRcle|Adding Faculty Publications to cIRcle''':''']] This is a general workflow guide maintained by the cIRcle Office. [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Section 3: Check Copyright Permissions]] is the section relevant for identifying if research articles are eligible for deposit in an institutional repository and under what conditions.
*[[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]: This page is maintained by the cIRcle Office and provides guidance on preferred and accepted file formats. ''This one is especially helpful!''
*[https://circle.ubc.ca/ cIRcle website:]: Search the repository, find all up-to-date guidelines, policies, sponsorship webforms and licenses.
'''Other UBC Library Resources'''
*[https://scholcomm.ubc.ca/open-access/ ScholComms@UBC] Website: Has up-to-date information about Open Access, Open Scholarship and Author Rights.
*[https://open.ubc.ca/access/ Open UBC]: Has toolkits to support open access.
*[https://about.library.ubc.ca/contact-us/ejournal-help/ UBC Library IT]: Use this form to report technical issues with the RAP. Please update Aleha if you experiencing any issues with the RAP.

== Roles and Responsibilities ==

==== MRAi Student Librarian ====
The MRAi Student Librarian works within the MRAi to support collection development and maintenance for the Downtown Eastside Research Access Portal (DTES RAP), communicate with both authors and staff alike, adhere to publishing permissions, and contribute to the greater task of writing and compiling metadata. This position currently works with and reports to the MRAi Community Engagement Librarian DTES RAP Project Lead for day-to-day library projects and is guided by the Academic Director of UBC's Learning Exchange for broader MRAi projects and goals. Student Librarians are also in regular communication with cIRcle staff to facilitate adding new material to [https://circle.ubc.ca/ cIRcle], UBC's institutional repository. All items to be added to cIRcle go through a workflow process, where the Student Librarian records possible items for cIRcle on a shared documentation tab (see cIRcle Candidates tab on the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). The cIRcle Specialist then communicates with the authors and creators, writes and collects pre-populated PDF licenses, and submits these for publication. Once items are published in cIRcle, the Student Librarian will be notified to then add these items to the RAP. Further details about this workflow process can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

The principal responsibility of the Student Librarian role is to support the collection development activities of the DTES RAP. New research articles, as well as community and scholarly works, are discovered through a variety of sources, including email alerts, word of mouth, internal recommendations, and self-archiving. Part of the Student Librarian’s regular tasks is to sort through and identify prospective works that can be self-archived in cIRcle and/or curated on the DTES RAP. To determine an item's eligibility for inclusion, the Student Librarian uses best judgement, remembering that all new material should reference and be specific to the DTES community. If in doubt, reach out to the MRAi Community Engagement Librarian DTES RAP Project Lead for clarification and confirmation. As well, a substantial amount of this role involves compiling and writing metadata for items that will be added to either cIRcle and/or the DTES RAP. The Student Librarian uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] and [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] for drafting all metadata. These Google Sheets are intimidating at first but new Student Librarians will get the hang of them in no time!

Communication is a big part of this role, all with the leading purpose of growing the DTES RAP collection and building a wider network of scholarly and community-based relationships. The overarching goal of the DTES RAP is to function as a useful stand-alone resource for knowledge dissemination, as well as encourage and facilitate knowledge exchange activities for UBC and the broader community. There are lots of little bits to this position, many of which new Student Librarians will learn in the first few weeks, and after this learning curve, the finer details start to seem much more straightforward.

The Student Librarian works closely with the Community Engagement Librarian/DTES RAP Project Lead, the Community-Based Research Assistant, the Community-Based Research Coordinator, the cIRcle Specialist, and the MRAi cIRcle Project Lead. Details about these working relationships can be found below.

==== MRAi Community Engagement Librarian DTES RAP Project Lead ====
The Student Librarian coordinates with the cIRcle MRAi Community Engagement Librarian Project Lead to ensure clear and consistent expectations, workflows, and deliverables. This position oversees the work of the MRAi Student Librarian to ensure deliverables are met and processes are executed accurately. This position is permanently held by [http://directory.library.ubc.ca/people/view/744 Aleha McCauley] (she/her), the Community Engagement Librarian based at the Irving K. Barber Learning Centre (IKBLC).

==== Community-Based Research Assistant ('''currently vacant)''' ====
The Student Librarian coordinates with the Community-Based Research Assistant, another student position within the MRAi team, to aid the input of researcher contact information into the DTES RAP [https://dtesresearchaccess.ubc.ca/directory Directory page], as well as the input of project information into the DTES RAP [https://dtesresearchaccess.ubc.ca/projects Projects page]. Further details about this process can be found in the [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Adding_Researchers_to_the_Directory_and_Projects_Pages Adding Researchers to the Directory and Projects Pages]. The Community-Based Research Assistant is predominantly based out of the UBC Learning Exchange, and the Student Librarian may hold standing virtual and/or in-person meetings with the student working in this role.

'''Community-Based Research Coordinator (currently vacant)'''

The working relationship between the Student Librarian and the Community-Based Research Assistant is further supported by the Community-Based Research Coordinator, a position that supports community-university knowledge exchange activities out of the UBC Learning Exchange. As one of the supervisors for the Community-Based Research Assistant, the Community-Based Research Assistant supports and, where necessary, provides guidance on the shared work of the Student Librarian and the Community-Based Research Assistant, especially with respect to the ongoing development and maintenance of the DTES RAP Directory and Projects Pages. The Student Librarian also works alongside the Community-Based Research Coordinator on a semi-annual basis to facilitate and support the work of the ASTU 100 Project. Details about this specific workflow process can be found in the [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#ASTU_100_Infographic_Submission_Process ASTU 100 Infographic Submission Process] section. This position is currently held by [https://learningexchange.ubc.ca/about-us/our-team/ Katherine Cheng] (she/they).

==== cIRcle Specialist ====
The Student Librarian coordinates with the cIRcle Specialist to deposit materials for the MRAi project to cIRcle and apply metadata enhancement practices to pre-defined materials. The cIRcle Specialist and the MRAi Student Librarian work closely to coordinate the deposit of materials to cIRcle as well as track archived/metadata-enhanced materials in shared MRAi and cIRcle workflow tracking documentation (see the cIRcle Candidates tab of the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). This position is currently held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin] (she/her), Digital Repository Specialist.

==== MRAi cIRcle Project Lead ====
The MRAi cIRcle Project Lead supports the working relationship between the cIRcle Specialist and the Student Librarian, as well as provides guidance on cIRcle-related matters (e.g., copyright, self-archiving, etc.). This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian ([https://directory.library.ubc.ca/people/view/1020 Amber Saundry], Digital Repository Librarian, served as cIRcle Project Lead during Tara's sabbatical [July 2025-June 2026] and will continue to consult as needed).

'''Other MRAi Team Members'''

The Student Librarian also interacts with other team members working within and/or for the MRAi and, depending on the individual interests and/or capacity of the Student Librarian, may work on special projects with them. The following roles are standing members of the MRAi team:

* '''Communications Specialist, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBR%24KG0%40T%20%0A Geoff D'Auria] [he/him]).
* '''Director, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBS%24%5BA1PH%20%0A Kathleen Leahy] [she/her]).
* '''Academic Director, UBC Learning Exchange''' (currently vacant)

== Discovery and Selection of Items ==
The MRAi simultaneously pursues both academic research and community materials (what we refer to as grey literature, or "grey lit" for short) for both archiving in cIRcle and for curated links to in the DTES RAP. Some items are better suited for linking directly to the DTES RAP, such as an open access thesis from a non-UBC repository or a non-profit report from an organization's website, while others are suited for archiving in cIRcle, such as a restricted access scholarly article by a researcher who is interested in sharing a permissible open access version in cIRcle.

=== Academic articles through search alerts ===
The MRAi discovers the bulk of its academic research using pre-set search alerts. So far, the MRAi has three primary search alerts: Mendeley, Google Scholar and Read by QXMD. At intervals, the alerts deliver newly-indexed articles, filtered by MRAi’s specified search terms, to the shared MRAi e-mail account (mrai.info@ubc.ca). The search alerts are automatically sorted into the email folders that correspond to the database they came from. On a weekly basis, the Student Librarian reviews each set of results for relevancy to the MRAi's criteria for inclusion. Once the Student Librarian deems an item eligible for inclusion, they make a new entry for the item in the rapTracker and/or RAP Workspace.

Using [https://unpaywall.org/ UnPaywall], [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder], [https://shareyourpaper.org/ ShareYourPaper], [https://resources.library.ubc.ca/page.php?id=41 UlrichsWeb] (a database accessed through the UBC Library and requires a CWL), [https://circle.ubc.ca/ UBC cIRcle], and a Google search of the title, look for an open access (OA) version of the item. If the item is not OA, note the [[Documentation:Student Librarian Orientation (MRAi)#Checking Copyright Permissions|embargo period]] in the rapTracker in the appropriate column. Previous Student Librarians found the use of the [https://unpaywall.org/ UnPaywall browser extension] to be one of the most helpful tools in their work and recommend that future Student Librarians use it, too.

OA can sometimes look slightly different based on different publisher permissions, so take your time to familiarize yourself with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. This is an ever-evolving landscape to navigate! Based on previous Student Librarian experiences, this part of the role took a bit longer to get the hang of, so ''be patient with yourself'' as you learn the specifics of copyright permissions. Bring questions to your check-ins.

=== Community-generated materials/grey literature ===
Community materials or grey literature—such as community reports, newsletters, and working documents—often offers flexible, grounded, and process-oriented insights that differ from the conventions of traditional academic publishing. Within the DTES RAP, grey literature includes either UBC-affiliated materials eligible for archiving in cIRcle or curated, externally linked content created by community or government organizations working in or on the Downtown Eastside (DTES).

As of '''May 2025''', '''only materials with an explicit UBC affiliation are eligible for deposit in cIRcle.''' cIRcle defines UBC affiliation as content that is authored or co-authored by, created in affiliation with, contributed by, or hosted by a UBC student, staff, faculty member, department, or official UBC location (e.g., Learning Exchange). '''Materials that do not meet this affiliation requirement may still be''' '''curated on the DTES RAP through external links,''' offering visibility and access to the public, though they cannot be archived in UBC’s institutional repository.

In 2023, we began informally collecting newsletters from DTES-based community organizations through the MRAi shared email (mrai.info@ubc.ca). These are stored in a designated "Community Organizations Newsletters" folder and reviewed periodically by the Student Librarian as a source for discovering relevant community content. As new organizations are identified, we encourage Student Librarians to subscribe to their newsletters using the shared MRAi email and update the Outlook rule to ensure consistent organization and tracking. If you identify materials that are at risk becoming inaccessible please discuss with our MRAi contacts.

=== Suggested items ===
For a period of time, members of the MRAi team would input suggested items via a Google form '''but as of 2023 this is no longer in use.''' This now-defunct Google form, however, can still be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Google%20Form?csf=1&web=1&e=XpKmyk Teams > Collection Work].

When the Google form was in use, the Student Librarian could access the content of the Google form using the MRAi Gmail account (mrai.shared@gmail.com). An alert would come to the MRAi shared inbox when a response was submitted. If the suggested item was deemed urgent and the suggester wanted it added to the portal within a specific timeframe, the suggester would also email the MRAi inbox to flag the item for urgent inclusion. Suggested items would then be entered into the rapTracker and RAP Workspace to later undergo the usual workflow of an item.

== Pursuing Items: Our Working Criteria ==
The following offers some guidance to determine whether the material is representative of the goals of the MRAi project. Scope may change as the initiative matures, so this criteria is often revisited by our Steering Committee and various stakeholders. Please keep up-to-date with our [https://infohub-2019.sites.olt.ubc.ca/files/2020/07/Curatorial-Statement-2020-Final.pdf public curatorial statement] to ensure items being considered for inclusion to the DTES RAP and/or cIRlcle are consistent with current MRAi practices.

=== Current Working Criteria ===
When determining an item’s eligibility, consider:

==== 1) Geographic location relevance ====
Look for keyword frequency, the appearance of terms such as “Vancouver” and/or “Downtown Eastside” in the title, subject headings, and/or body text of an item. The contributors or affiliations may also have a connection to the DTES community. However, as this may not always be apparent in a keyword search, always do a little digging on the creators and organizations mentioned in the item. Double-checking internal MRAi documentation, like the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=xQsodi Master List - Student Librarian Engagement Notes and Listserv Subscribers], can be helpful for this, too.

Note: When we refer to the DTES, we are referring to the [https://guidelines.vancouver.ca/policy-plan-downtown-eastside.pdf Local Planning Area] per the City of Vancouver's definition. This definitions comprises seven sub-areas: Chinatown, Gastown, Industrial Area, Oppenheimer District, Strathcona, Thornton Park, and Victory Square.

==== 2) Timeliness ====
We typically only curate and upload items that have been published from 2010 onwards, however, there are always exceptions to this rule. Be sure to run any item with an earlier date that you think may be of interest to the DTES RAP collection by the MRAi Community Engagement Librarian DTES RAP Project Lead for confirmation.

As well, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from creators. To learn more about and/or get a refresher on post-prints, see the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Checking Copyright Permissions]] section.

==== 3) Institutional affiliation ====
As of '''May 2025''', only items with a clear UBC affiliation are eligible for inclusion in cIRcle. This means the creator must be a UBC student, staff, faculty member, or affiliated with a UBC unit or host location—and must be named as an author, co-author, contributor, or institutional affiliate. Because of this requirement, materials created solely by non-UBC affiliates are no longer eligible for cIRcle deposit, though they may still be curated on the DTES RAP via external links.

==== 4) Language ====
At this time, we only work with items written and published in English.

==== 5) Stakeholder recommendations ====
We aim to prioritize materials where there is an identified DTES community interest in the topic and subject matter. We also take recommendations from many stakeholders, including current MRAi affiliates, the general public via our contact us form, and the UBC community.

=== Exceptions to the Working Criteria ===
As we seek to grow the DTES RAP collection, exceptions can be made, especially when an item offers:

* Information and/or insight into an under-represented topic and/or subject matter.
* Historical significance.
* Diverse representation.
* Research that is conducted outside of the DTES that is nonetheless of importance to DTES.
Items that are frequently cited by other works in the DTES RAP collection may also be exceptions to our standard working criteria.

=== '''cIRcle vs. DTES RAP Candidacy''' ===
There are several factors that Student Librarians can keep in mind when searching for and/or discovering potential material to include in the DTES RAP collection, especially when it comes to whether an item should be pursued for cIRcle ''in addition to'' being curated in the DTES RAP.

==== '''1) Hyperlink stability and availability''' ====
Is the item hosted on a stable, well-funded website and/or archived in a repository like PubMed Central or BioMed Central? If so, then just linking to the item (or, curating) on the DTES RAP is sufficient.

Is the item only hosted in one location online and/or is vulnerable to loss and deletion? In other words, will you be able to reliably access or download a PDF copy of the work? If there is no reliable source and you suspect the link is not stable, then the item is a good candidate for linking on the DTES RAP and/or depositing to cIRcle.

As a general rule, if the link is seemingly unstable and is a good fit for the DTES RAP, then it is a good idea to also archive the item in cIRcle so that access to it will remain both possible and stable in the long term. If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== '''2) Organizational need''' ====
Does the creator and/or organization have a need for free support in order to help preserve their work, or do they have the capacity to archive or preserve their own work? This is especially important to keep in mind when engaging with community-based organizations and non-profit societies working within and around the DTES who may not have the funding, staff time/expertise, and/or digital infrastructure to preserve their valuable materials (e.g., annual reports for community organizations). If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== 3) Relationship ====
This is where our internal tracking documents come in great hand. Check the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] to see whether the MRAi has an existing relationship with a certain creator. If so, has the creator been previously willing and able to work with us to self-archive their work in cIRcle? Take note of any capacity issues that this person may have expressed during previous correspondence. Our goal is to make the work of creators easier - the last thing we want to do is overburden them with requests. For instance, would it be best to hold off on pursuing an item for cIRcle for the time being and return to it at a later date when the creator is less busy?

If the creator of an item is someone who the MRAi has not connected with previously (to the best of your knowledge and by the notes retained in our internal tracking documents, at least), then can accurate and up-to-date contact information for this person be readily found online? If not, then this may not be a reliable creator to reach out to at this time.

==== 4) Level of description ====
Do we have adequate information to describe the item appropriately and fill out our mandatory metadata fields (e.g., title, publication date, creator names, topic, category, genre, type? If working with community-generated material, can the creator help us to describe the item appropriately?

=== '''Saving Citations''' ===
The MRAi uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] to track item citations and the status of requested materials. The MRAi Student Librarian saves citations for viable candidates to the DTES RAP by using the appropriate columns of the spreadsheet. Each new entry receives a "Data Created" status and initially includes the item's title, its creators, a publisher DOI, a full citation, and a creator point-of-contact (i.e., the article's designated corresponding author). The Student Librarian fills other fields in the entry as the item progresses through the relevant processes.

= Checking Copyright Permissions =
The starting place for discovering and understanding publisher self-archiving policies is [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder] (formerly SHERPA/Romeo). Although the Policy Finder is a good place to get a quick policy digest, each entry includes links to the journal's self-archiving policy page. Use these links to verify and clarify policies and conditions on the publisher's website.

A term that Student Librarians will become familiar with as they understanding publisher self-archiving policies is "embargo." An embargo is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals and/or those with institutional affiliation(s). If an article is currently under embargo, it can still be archived to cIRcle, but access to the article on the repository will be restricted until the embargo end date. Folks interested in items currently under embargo must make a special request to cIRcle in order to access it.

=== Understanding Article Versions ===
cIRcle has a Wiki page for [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Adding Faculty Publications to cIRcle]] which includes a section on [[Library:Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Identifying Permitted Self-Archiving Versions]]. Please review carefully, and revisit as needed.

The Student Librarian first needs to identify which version of an item is permitted for self-archiving, and then work with the item's author to apply any conditions such as a version statement, citation, and/or embargo. Many authors need coaching on identifying the permitted self-archiving version; they frequently assume you are asking for the published version and permitted version terminology serves to add to that confusion. For this reason, you may want to include a brief description and example of the version you are asking for: "...the accepted post-peer review version without publisher formatting (i.e. Author's Accepted Manuscript)."

In many cases, creators will need clarification from the Student Librarian to understand the differences between the version types. For more information and examples regarding identifying and communicating version types, see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki or the [https://wiki.ubc.ca/images/f/fe/CopyrightcIRcle_AuthorsGuide.pdf Author's Guide to Self-Archiving].
=== Strategies for Checking Journal Copyright Permissions ===
The Student Librarian can generally go through the following steps to check the copyright permissions of a scholarly article:

'''1)''' As mentioned above, first search for the journal in the JISC Open Policy Finder for an at-a-glance view of their self-archiving policies. Then, visit the website of the journal and double-check their open access policy to ensure the information found on the JISC Open Policy Finder is up-to-date.

'''2)''' Use tools, such as the [https://unpaywall.org/ Unpaywall] browser extension and [https://shareyourpaper.org/ Share your Paper], to see if there is an open access version of the article somewhere online.

'''3)''' Try searching for the article in the UBC catalogue to see if it's a part of the UBC Library collection already.

'''4)''' Search [https://resources.library.ubc.ca/page.php?id=41 Ulrichs] to see an example of record confirming where the journal is made available online, as well as if it is open access.

'''5)''' As a final step, contact the journal's editor for more information. If this needs to be done, please contact the MRAi cIRcle Project Lead and the MRAi Community Engagement Librarian DTES RAP Project Lead first.

= Requesting Creator Permissions =

=== Email Templates and Preparing Correspondence ===
The MRAi team has drafted a number of templates to streamline and standardize the process of requesting creator permissions for articles identified for inclusion to the DTES RAP. The email templates are located in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Email%20Templates?csf=1&web=1&e=XKKlmj Teams > Collection Work > Email Templates]. To make it easier for the Student Librarian to use and copy the email templates, they are also held in a folder of the same name in the shared MRAi email inbox. The Student Librarian will select the appropriate template based on whether or not the MRAi team has contacted the creator before and at what stage engagement with this creator is at (e.g., self-archiving request sent, providing next steps for self-archiving in cIRcle). A helpful tool here is the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listerv Subscribers]. Use this document to not only check whether the MRAi team has previous and/or current engagement with certain creators but also to keep track of the engagement currently happening with the creator regarding self-archiving requests.

Unsure of which co-author/co-creator to contact about an article/item? Most scholarly articles will have a designated author that correspondence can be directed to. This information is often found in the author field at the top of an article or, in some cases, it may be found in the article's footnotes or endnotes. Sometimes this information is indicated by the presence of an envelope icon next to an author's name.

==== When drafting correspondence from the MRAi shared email account, please keep the following in mind: ====
* For every email, use a descriptive subject line. Each email template has a descriptive subject line for the Student Librarian to use.
* Always cc: the MRAi Community Engagement Librarian DTES RAP Project Lead.
* If requesting more than one article from the same creator, send only one e-mail with a numbered list of all the relevant articles. For each article, include a full citation and a description of the publisher's stipulations for archiving the article (i.e., the permitted version, embargo period, date of embargo expiry if applicable).
* <s>When sending out a self-archiving request ('''Template 1A''' or '''Template 1B''') be sure to also include a pre-populated PDF of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. Always download the cIRcle License directly from the cIRcle website to ensure you have the current version.</s>
* <s>Depending on correspondence and the individual style of each Student Librarian, the cIRcle license can also be passed along to the creator when providing next steps ('''Template 3''').</s>
** <s>Reminder: At least one co-creator must fill out the license form online for the article to be uploaded to the repository. It is expected that the creator signing the cIRcle License will make co-creators aware of their agreement to archive the article in cIRcle. The creator who fills out the form assumes license permissions responsibility on behalf of all co-creators. If the creator chooses to notify others affiliated with the paper, they may do so by inserting their e-mail addresses into the cc: field.</s>

* If an article already has a Creative Commons (CC) License and it is permissible to distribute freely in things like institutional repositories, it is still best practice to notify the creators that their work is now also accessible in cIRcle ('''Template 5''').
* For consistency, please use Calibri font, size 11, and Canadian spelling.
* Use custom links when referring to the DTES RAP so that the MRAi can track the portal's traffic (e.g., academic audiences vs. community-based audiences).
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation academic audiences].
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation community audiences].

=== Version Statements ===
Version statements help alert users what version of academic research they are reading (e.g., the preprint or postprint), as well as where they can find the published version of the article. As a general rule, Student Librarians apply the version statement to an item on behalf of creators. Even if the publisher does not require a version statement, it is very helpful to cIRcle to include one.

Some publishers will have a version statement template to apply to an article's submitted manuscript or accepted manuscript, and this can often be found in the publisher's open access policy or somewhere on their website.

However, most version statements follow a similar format, and Student Librarians can generally use the following format when applying a version statement:

''"This is the [pre-print/post-print] version of the following article: [full citation], which has been published in final form at [article DOI]. This article may be used for non-commercial purposes in accordance with [publisher names] Terms and Conditions for Use of Self-Archived Versions."''

Note: The inclusion of the last sentence will depend on the CC license of the individual journal. The most important part is the statement of the version and the full citation.

View an example of [https://dx.doi.org/10.14288/1.0394565 a MRAi-archived scholarly article with an amended version statement] in cIRcle.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|link=https://wiki.ubc.ca/File:079575-blue-white-pearl-icon-business-light-on.png|100x100px|Tip]]
|'''Tip:''' If the creator sends an incorrect version, you will need to follow up and provide clearer instruction on version types. If a creator uses the Item Submission form for an embargoed article, [mailto:circle.repository@ubc.ca please notify the cIRcle office immediately] to request the file be deleted.
|}
=== "Pursuing for cIRcle" Workflow ===
When an item has been identified as a good candidate for cIRcle, the Student Librarian can move through the following workflow:

'''1)''' '''Update the item entry.'''

Go to the item's entry in the [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] and change the text in the '''cIRcle Update''' column to "Pursuing for cIRcle."

'''2)''' '''Complete metadata for item(s).'''

Update other metadata fields for the item in the DTES RAP Workspace as needed. Past Student Librarians have found that completing the metadata for an item ''before'' pursuing it for cIRcle is helpful, especially since part of the self-archiving process with the creator/author may require sharing the metadata with them for their review and input. This is usually the case when working with community-generated materials, such as annual reports.

'''3) Add item and corresponding metadata to the "cIRcle Candidates" tab on the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker].'''

This tab includes RAP Unique Item Identifier, Citation, UBC-affiliated author, and MRAi Items Notes. The rest of the metadata columns on this tab are for cIRcle to fill out.

<s>'''3)''' '''Send a self-archiving request to the corresponding creator.'''</s>

<s>To initiate correspondence with the item's creator, use either '''Template 1A''' (for new contacts) or '''Template 1B''' (for existing contacts) to request participation in the DTES RAP. Be sure to also include the citation(s) for the item(s) that have been identified as candidates for cIRcle and the DTES RAP. If there is no response to this initial email within two to three weeks, the Student Librarian can send a follow-up email using '''Template 2'''.</s>

<s>A friendly reminder that any and all correspondence with a creator/author necessitates comprehensive documentation. The Student Librarian can use the '''Item Notes''' column in the DTES RAP Workspace to track ongoing communications with an item's creator/author as they advance through the "Pursuing for cIRcle" workflow process. However, it is more important that creator engagement is well-documented in the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=85QL72 Master List - Student Librarian Engagement Notes and Listserv Subscribers] so that this correspondence can be referred back to at future dates by present and future MRAi team members.</s>

<s>'''4)''' '''Prepare the cIRcle license and cIRcle submission folder; then, send the unsigned cIRcle license for the creator's review and signature.'''</s>

<s>When the creator responds to the self-archiving request and expresses that they are interested in participating with the DTES RAP, complete a [https://circle.ubc.ca/submissions/license-form/ cIRcle license] for the item(s) at hand, including citation(s), pre/post-print status(es), embargo period(s) and copyright owner(s). Populated cIRcle licenses that have been used in previous submissions to cIRcle can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=Yf4Si2 Teams > Collection Work > cIRcle Documents].</s>

<s></s>

<s>Next, ensure that there is a cIRcle submission folder ready for the item and its corresponding documents ([https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=zdiNgm Teams > Collection Work > cIRcle Documents > Submissions]). If the creator does not already have a designated cIRcle submission folder, create one using the naming convention "Last Name, First Name" (i.e., Cui, Zishan). For community organizations, please use the name of the organization (i.e., Carnegie Dance Troupe).</s>

<s>Each cIRcle submission folder should contain the following subfolders:</s>

* <s>'''Archived:''' Houses the unsigned cIRcle license, as well as documents for any of the creator's past submissions to cIRcle. This folder is for MRAi purposes only, and the intention behind it is to mitigate any possible confusion between current and past documents when any submissions are passed on to cIRcle staff.</s>
* <s>'''Files to be deposited:''' Houses the PDF or Word formats of the items that are being submitted to cIRcle for deposit. Use the naming convention "LastName_YYYY-MM-DD_##" (e.g., Cui_2023-02-24-01) for each item that will be submitted to cIRcle for deposit. The date used here should align with the date that the item is submitted to cIRcle. This helps distinguish between past cIRcle submissions for one creator that, after being successfully deposited to cIRcle, are held in the Archived folder. The "##" portion of the naming convention helps to distinguish between multiple submissions to cIRcle at one time. For instance, when researcher Michelle Cui submitted two articles to cIRcle, the [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Files%20to%20be%20deposited?csf=1&web=1&e=4dIk7I submissions] were distinguished from each other as Cui_2023-02-24-01 and Cui_2023-02-24-02.</s>
* <s>'''License & metadata:''' Houses the populated and signed cIRcle license for the creator, as well as any corresponding documents that the cIRcle staff will need to review alongside the license. Corresponding documents may include:</s>
** <s>'''Submission lists''' - A list of items being submitted to cIRcle. The creation of such a list is only necessary when the number of items and their relevant information (e.g., citations, copyright owners, permissible versions, etc.) exceeds the allotted corresponding space on the cIRcle license form. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/License%20%26%20metadata/Cui_Submissions_2023-02-24.docx?d=wf813d651b9314669a794a5a91e49e4b4&csf=1&web=1&e=K0eEIT an example of a submission list].</s>
** <s>'''Affiliation lists -''' A comprehensive list of affiliations for the item(s) being submitted to cIRcle. Like the submission list, an affiliation list is only necessary when the number of affiliations for an item/items exceeds the given space provided on the cIRcle license. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Argento,%20Elena/License%20%26%20metadata/Argento_Affiliations_2023-10-24.docx?d=w4132b9b452374dd58442aedbb3d07b4e&csf=1&web=1&e=sN2JOB an example of an affiliation list].</s>
** <s>'''Community Metadata Sheet -''' The metadata prepared for and reviewed by community organizations for their materials. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Watari/License%20%26%20metadata/Watari_Metadata_2023-11-30.docx?d=wbf264ccb6bcc44adb16174b8e965134e&csf=1&web=1&e=DqCfyg an example of a community metadata sheet]. A primer for the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets/Community%20Metadata%20Sheet.docx?d=w9df7942ce0c643a5b77b96f849c1379d&csf=1&web=1&e=jtxSUq Community Metadata Sheet], which should be sent to community organizations alongside any prepared metadata, can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets?csf=1&web=1&e=aebcwo Teams > Collection Work > cIRcle Documents > Metadata Sheets].</s>

<s>When the cIRcle license and the cIRcle submission folder are ready, send the populated (but unsigned) cIRcle license to the creator. Use '''Template 3''' to draft this email and attach a PDF version of the cIRcle license. Once this email has been sent, move the unsigned cIRcle license to the Archived folder in the creator's designated cIRcle submission folder.</s>

'''<s>5) Review the signed cIRcle license and the permissible version of the article.</s>'''

<s>When the creator returns the signed cIRcle license and passes along the permissible version of the article, review the signed license and the permissible article version to ensure that everything is complete and accurate. Because article versions can be difficult to parse and are not necessarily intuitive, it's not unusual for some back-and-forth emails between the Student Librarian and the creator to happen before the correct version of the article is secured.</s>

<s>When the correct permissible version for the article at hand have been secured, double-check whether [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#Version_Statements a version statement] is needed for the item ahead of its submission to cIRcle. If so, please apply the version statement at this stage.</s>

<s>Once the cIRcle license is completed/signed and the permissible version of the article is correct, then the documents are ready for submission to cIRcle. Ensure that the cIRcle submission folder for the creator has been updated to include the signed cIRcle license, the permissible version of the article, and any other corresponding documents.</s>

'''<s>6) Submit the item to cIRcle.</s>'''

<s>Follow the same steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#The Submission Process|submission process]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.</s>

'''4) Monitor rapTracker and MRAi inbox for notification from cIRcle when the item is published.'''

cIRcle will either publish the item in UBC Open Collections or not, due to ineligibility or at the creator's request.

'''5) Upload the item to the DTES RAP.'''

When the item has been successfully deposited to cIRcle, a persistent URI for the item (e.g., http://hdl.handle.net/1974/26685) will be provided either in the rapTracker or through an email notification from cIRcle (usually the cIRcle Specialist). Review the cIRcle entry for the item to ensure that the metadata is correct, especially as this information will auto-populate the item's record in the DTES RAP.

Using the cIRcle DOI for the item, create an item record for the item in the DTES RAP. Follow the steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#RAP Items|Creating Item Records]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Making Changes to the RAP|Making Changes to the DTES RAP]] section.

'''6) If the item is not selected for cIRcle, add it to DTES RAP anyway.'''

In cases where cIRcle does not publish the item, either due to ineligibility or at the creator's request, the item should still be uploaded to the DTES RAP. Even though it will not have a link to UBC Collections, the link to the original article should be used.

'''7) Notify the creator.'''

When this new item record has been published to the DTES RAP, notify the creator. Draft an email to the creator using '''Template 4'''.

= Pursuing Content for cIRcle =

=== The Process ===

* Items with a UBC affiliation are within scope for cIRcle and can be pursued for inclusion.
* Items that the MRAi Student Librarian chooses to pursue for cIRcle are added to the rapTracker document under the tab, cIRcle Candidates.
* <s>The MRAi Student Librarian ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). Articles which already have a Creative Commons license must have the terms appear on the resource or be included in the body of the email.</s>
* <s>The MRAi Student Librarian collects the correct version of the article, and where applicable, a completed cIRcle license to the MRAi Sharepoint folder and ensures the cIRcle Specialist has access.</s>
* <s>The MRAi Student Librarian emails the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca with a link to the appropriate Sharepoint folder to notify them that a submission is ready.</s>
* <s>The cIRcle Specialist reviews the material and, where necessary, follows up with the MRAi Student Librarian if there are questions or need for clarification.</s>
* <s>The cIRcle Specialist submits the content according to the cIRcle Submitter Guidelines (internal documentation) and the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].</s>
* The cIRcle Specialist notifies the [http://mailto:mrai.info@ubc.ca/ MRAi Student Librarian] by e-mail once the content is available in cIRcle. The notification will include the URI for the content. '''???'''
* The MRAi Student Librarian adds the new cIRcle item to the DTES RAP and notifies the content creator that the work is now available there; as well as updates the master rapTracker excel spreadsheet to indicate the circle is now effectively closed, pun intended.

To ensure that an item is eligible for cIRcle inclusion and that you have followed all the steps, see the checklist at the bottom of this page. Please submit any questions about the cIRcle deposit workflow to the cIRcle Office listserv circle.repository@ubc.ca.

=== Community Metadata Template ===

* You can use the metadata template when engaging with community organizations and uploading their items to the RAP. The template explains the fields and details that we include and the purpose of metadata. Using this template, we provide a clear outline of the proposed metadata for their items; this is then sent to the community organization for their review and approval before sending either to cIRcle or uploading to the RAP.
*''Tip: use a red font or add additional comments to draw attention to certain fields that require feedback.''
*'''Attention:''' While cIRcle and the RAP are connected, they use some of the fields differently from the RAP (namely the creator/contributor). Eg. cIRcle doesn't use the contributor field in the same way as the RAP, so when a community produced item has multiple individuals as both creators and contributors, we ask the cIRcle staff to leave these fields blank when they are uploading the items so that we can differentiate between the two fields when we upload the item to the RAP. It's not perfect, but it's working! Additionally, you might come across some discrepancies in how the contributor field is used. This is largely due to capacity issues as it can take a substantial amount of time to manually enter each name. You will see that for certain items which have a significant amount of contributors, we decided to included those names in the description field, rather than add them individually to the contributor fields. This is largely done on a case by case basis however, and tends to be for more publicly accessible documents by large organizations, rather than community based organizations. For the latter, we do prioritize including the individual contributors, regardless of the time it takes to enter each name separately.

=== <s>ASTU 100 Infographic Submission Process [This workflow is under review in 2025 to adjust for the Kx TLEF grant-funded expansion of the project].</s> ===

* <s>To submit the new batch of ASTU 100 infographics to cIRcle there are a few steps we must take.</s>
* <s>Reference the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/ASTU%20100%20Project/ASTU%20100%20Workflow.docx?d=w90a7a3112cb947678fdfa17c023782d1&csf=1&web=1&e=3aSael 2023 Workflow document] to ensure that each step is completed properly.</s>

=== SHARE Project Infographic Submission Process ===

* To successfully add new SHARE Project infographics to the DTES RAP, there are a few steps we must take involving cIRcle.
* Reference the cIRcle & DTES RAP Deposit Workflow: MRAi Kx Infographics (2025-26) '''[add link]''' to ensure that each step is completed properly.

=== <s>Submission Confirmation E-mail Template</s> ===
'''''<s>Note: Once cIRcle has provided the URI and the Student Librarian has added the item to the DTES RAP, send this email our KX TLEF student contact to notify creators.</s>'''''

=== Updating the Tracking Spreadsheet ===
Once the URI has been received, the MRAi Student Librarian updates the rapTracker:

* Change the article's '''Action Status''' to "Complete" and update the cIRcle Update to "MRAi Archived."
* Copy and paste the '''cIRcle URI''' to the correct column.
* In the '''Items Notes''' field, make a final dated entry confirming the article has been archived in cIRcle.

==== Checklist ====
{| cellpadding="2" cellspacing="0" border="1"
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet repository [[Documentation:MRAi cIRcle Submission Workflow#Selecting Materials for MRAi: Our Criteria| Material Criteria]]?
|-
! scope="row”" |      
|Which version of the article is permissible to submit?
|-
!Yes/No
|Is a creator affiliated with UBC?
|-
! scope="row”" |   Yes/No   
|Do you have access to it?
|-
! scope="row”" |   Yes/No   
|Does the article version require any special permissions?
|-
! scope="row”" |   
|        If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)
|-
! scope="row”" |   Yes/No   
|<s>Do you have a copy of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the creator or does the article already have a Creative Commons license?</s>
|-
!   Yes/No   
|<s>Have you forwarded a copy of the article to the cIRcle Office at circle.repository@ubc.ca?</s>
|-
!Yes/No
|Have you added the item and metadata to the rapTracker document under cIRcle Candidates?
|-
!   Yes/No   
|If the article has been archived in cIRcle and added to the DTES RAP, have you notified the creator and updated relevant tracking spreadsheet(s)?
|}

= <s>Tracking and Adding the Downtown Eastside Geo-Tag</s> =

=== <s>During the Submission Process</s> ===
<s>During the submission process, the cIRcle Specialist should ensure the following LC Authority geo-tag is added to the Geographic Location field exactly as rendered here: '''''Downtown-Eastside (Vancouver, B.C.)'''''</s>

=== <s>For Items Already Added to cIRcle</s> ===
<s>Items already ingested or added into cIRcle (e.g. Electronic Theses and Dissertations (ETDs), BioMed Central (BMC) articles) and (Multidisciplinary Publishing Institute)MDPI that fit MRAi criteria for inclusion also require the geo-tag.</s>

* <s>The MRAi Student Librarian is responsible for identifying items that need the geo-tag and placing them in the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geo-tag Remediation Tab] sheet within the rapTracker. The MRAi Student Librarian should refer to the [[Documentation:MRAi cIRcle Submission Workflow#Representational Output| Representational Output criteria]] and use their discretion when determining which items are appropriate for inclusion. To find items, you will search '''IN''' the cIRcle database use similar search terms to those of alerts, like “Vancouver” AND “Downtown Eastside” to scan the existing collection to find any outliers that do not already have the required geotag.</s>
* <s>The cIRcle Specialist is responsible for checking the tracking document for new content at the beginning of each month. Using the provided URI, she will update the cIRcle item record with the geo-tags to any newly-identified items. She will update the "Geo tag added Y/N?" column from an "N" to a "Y" to confirm the task is complete.</s>

= Adding Researchers to the Directory and Projects Pages =
[[File:MRAiProjectsDirectoryWorkflow.jpg|center|thumb|600x600px|Workflow for adding researchers to projects and directory pages]]

These functions are currently performed by the CBR Assistant.

* Consult with Community-Based Research Coordinator and other team members to identify priority researchers to contact
* Once you identify a researcher, refer to the RAP Creators Tracker to see if researcher has already been added.
** If the researcher has not been added, add them.
** If the researcher has been added, check to see if anyone has contacted the researcher by looking at Column H, "Creator Engagement notes."
**'''Tip:''' If needed, search MRAi inbox for additional details about recent contact.
* Email the researcher. Note: all email templates are housed in a shared folder. Modify them as needed to add a personal touch and / or address recent engagement between the researcher and the MRAi.
** You will first send an initial contact email to see if the researcher is interested.
*** If they don't respond, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they express interest, send a follow-up email (see next section).
** Send a followup email with a unique Qualtrics link (see [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Qualtrics Qualtrics] section).
*** If they do not respond to the survey, send an email in two weeks to remind them. If they do not respond after the second reminder, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they respond to the survey, input their information to the portal.
***'''Tip''': When you send the survey link, set a Task in Outlook to contact the researcher in two weeks if they do not respond to the survey.
* Input researcher's information to the portal.
** See [[Sandbox:Student Librarian Orientation#Qualtrics|Qualtrics]] for information about how to export information, and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance on how to input information to the RAP.
* Thank the researcher using the email template.
** Be sure to add a link to their specific projects pages.
**'''Tip''': Set a Task in Outlook to contact the researcher a year from when you input their information. Even if you are no longer in the position, you can assign these to the incoming student staff member.
* Annual followup
** One year after a given researcher was added to the portal, email them using the annual researcher check-in template.

= Tools & Key Documents =

== MRAi E-mail Account ==

=== Intended use ===
The MRAi mailbox ([mailto:mrai.info@ubc.ca mrai.info@ubc.ca]) is intended for "official correspondence." Please use this address when communicating with researchers, scholars, representatives from neighborhood organizations, and cIRcle Operations. This mailbox also receives regular search alerts from bibliographic databases (like Google Scholar and Read QxMD) that point to newly-published research on the DTES. These get sorted into their respective sub-folders and are reviewed for inclusion in the RAP Workspace at least once/month. In 2020, the inbox was renamed "Learning Exchange-UBC Library MRAi" and the UBC crest was added as the profile picture.

Note: In general, use first and last names when answering contact form emails and avoid assuming pronouns.

=== Linking to the DTES RAP ===
When linking to the DTES RAP in messages, use the correct trackable link.

For academic audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

For community organization audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

=== Switching between e-mail addresses in Outlook ===
When sending an e-mail, note the address in the '''From:''' field. If sending an e-mail to a researcher, organizational representative, or cIRcle Operations, be sure to use the dropdown on the '''From:''' button to switch from your "personal" UBC account to the MRAi account. This is a shared email.

=== Folders ===
'''@in_RapTracker'''

* What this is for

'''Alerts—Google Scholar'''
* Sort incoming search alerts from Google Scholar into this folder.
'''Alerts—Mendeley'''
* Sort incoming search alerts from Mendeley into this folder.

'''Alerts—READ by QxMD'''
* Sort incoming search alerts from QxMD into this folder.

'''ASTU'''

* Sort correspondence related to the ASTU 100 infographics project into this folder.

'''cIRcle Communications'''
* Place e-mails to and from cIRcle Operations (except notifications for successful cIRcle deposits) into this folder.
'''Completed List-serv Requests'''

* Once requests to be added to the list-serv have been processed, move them from the general inbox into this folder.

'''Inquiries from Other Institutions'''

* Sort correspondence with other institutions reaching out to learn about MRAi structure / processes / mission, etc., into this folder.

'''MRAi Creator Responses'''
* If a scholar/creator responds to your initial contact e-mail, sort the response into this folder.

'''MRAi Deposits'''
* Place all cIRcle Operations notifications for successful article deposits into this folder.

'''MRAi Licenses'''
* Place all automated notices for successfully submitted cIRcle licenses into this folder.

'''MRAi Permissions'''
* Place MRAi's requests to creators to have their projects hosted on the DTES RAP Project page into this folder.
'''MRAi Project & Directory Correspondence'''

* Sort all correspondence related to inclusion on the projects and directory pages into this folder.

'''MRAi Requests to Creators'''
* Place your initial requests to scholars/creators into this folder.
'''Publisher Communications'''
* Place e-mails to and from academic publishers into this folder.
'''RAP Contact Form'''

* Sort correspondence related to contact requests submitted via the site's contact form into this folder.

'''RAP Suggested Items'''
* Processed 'Suggested Items' are filed to this folder when complete/entered into our tracking system.
'''Rap WordPress'''

* For correspondence related to modifications to the WordPress.

'''Soft Launch Email Responses (Semi-Active)'''

* Houses email responses sent in reply to soft launch email from March 2021, unlikely that there will be anything to add.

'''Work General'''
* If an e-mail does not fit into any of the categories above but should be saved, move it to this folder. If there's a need to add new folders please discuss with Aleha.

== rapTracker ==

=== Overview ===
This is your mainframe, your best friend, where the magic happens! It keeps track of the ins and outs of the RAP, cIRcle, creators, and is a convenient way for everyone involved to get a quick snapshot of the collection at any given moment. In other words, the '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker]''' is a restricted spreadsheet that describes items in the MRAi collection. The fields in the rapTracker follow the initiative's [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit?usp=sharing '''Metadata Schema''']. The rapTracker was originally designed to help MRAi develop comprehensive and consistent item metadata in anticipation of the DTES RAP's launch, and to make it easier for the data to be imported to the RAP in bulk. Going forward, it should continue to be used in order to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP.

While it looks intimidating at first, it’s a pretty accessible space to be able to work with the metadata and get it ready for uploading into its respective interfaces, like the RAP or cIRcle. It’s also a space where you can leave notes for future GAA’s or other relevant parties about issues that have arisen, if anything is resolved, if items are ready for launching on the RAP, and so forth. Notes in a rapTacker item also connect with the [https://3.basecamp.com/3203619/buckets/9198328/cloud_files/3709983619 '''DTES Creators tracking spreadsheet on OneDrive'''], to keep track of what notifications were sent to whom by which team member and when.

'''Sample tasks that the rapTracker is currently used for:'''

# Tracking details of items that will be added to RAP and/or CIRcle
# Tracking metadata
# Status updates for individual items

More info is available at the [[Documentation:MRAi DTES RAP Metadata Style Guide#The rapTracker|Metadata Style Guide]].

As of November 2021, a [https://3.basecamp.com/3203619/buckets/9198328/google_documents/4362707655 RAP Workspace] was added to allow for a more streamlined look at the ‘In progress’ and ‘attention items’ without all the ‘complete’ items on the same sheet, which can get confusing and cluttered. Here the student will enter all the relevant metadata and follow the subsequent correspondence tasks, and then move the line over to the official RAP tracker once it can be considered complete. It is a low-stakes environment to get a good handle on the way the tracker and the overall MRAi role operates.

=== Tabs in the rapTracker <s>& Geotagging</s> ===
'''Items Descriptions'''
* Item descriptions derived from all items in all stages of processing. As of April 2021, it includes every item on the list, whether or not they have been archived to cIRcle.
'''cIRcle Candidates'''

* Items added on this tab are eligible for cIRcle inclusion and are being reviewed by the cIRcle team. The columns labeled in grey are filled out by the MRAi Student Librarian, and the columns labeled in yellow are filled out by the cIRcle team.

'''Other IR OA Candidates'''

* Items added on this tab are not eligible for cIRcle because they do not have a UBC affiliation, but it is possible for them to become Open Access in an alternate institutional repository. Both the MRAi Student Librarian and cIRcle team can contribute to the metadata columns in this tab.

'''Summary'''

* This tab includes numerical statistics for the rapTracker.

'''<s>Index and Match</s>'''

* <s>Once all metadata fields are complete, use this tab when creating an object in the DTES RAP.</s>

'''<s>Geotag Remediation Tab</s>'''

<s>cIRcle marks items in the repository that have been identified as part of the MRAi collection with a Geographic Location tag:</s>
*'''''<s>Downtown-Eastside (Vancouver, B.C.)</s>'''''
<s>cIRcle also archives a great deal of items as part of its regular, non-MRAi-related workflows. Some of these items must later be discovered and identified by the Student Librarian as candidates for inclusion in the MRAi collection. The two types of items that are most commonly retroactively identified as part of the MRAi collection are</s>
# <s>Theses and dissertations that include research on and discourse about the DTES;</s>
# <s>Open Access scholarly articles from the publisher BioMed Central that have been set up for automatic ingestion to cIRcle.</s>
<s>The '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geotag Remediation Tab]''' tracks cIRcle Specialist's addition of the '''''Downtown-Eastside (Vancouver, B.C.)''''' Geographic Location tag to items that the MRAi Student Librarian has flagged.</s>
* <s>The Student Librarian adds the item's title, creator(s), and the corresponding cIRcle URI to the appropriate place in the sheet (arranged in alphabetical order by first creator's surname).</s>
** <s>The Student Librarian must also make an entry for this item in the Tracking tab.</s>
* <s>The Student Librarian indicates in the '''Source''' column whether the item is ETD (Electronic Thesis/Dissertation), BMC (BioMed Central article), or Other (any item not fitting into the first two categories, including Graduate Projects).</s>
* <s>The Student Librarian places an "N" in the '''Geotag added?''' column to indicate to cIRcle Specialist that the item needs the geotag.</s>
* <s>The cIRcle Specialist, who checks the document periodically for updates, adds the geotag to the item and changes the "N" in '''Geotag added?''' to a "Y."</s>
* <s>To complete the workflow, the Student Librarian places an "Y or N" in the last column "Uploaded to the Rap" and once done notifies creators.</s>
'''<s>Tips for finding items in cIRcle as candidates for Geotag</s>'''

* <s>Start by using the '''advanced Search''' [https://open.library.ubc.ca/search/advanced<nowiki>]. </nowiki></s>
* <s>Try '''exact phrase''' searches but include synonyms for the geo-tag (DTES, Downtown Eastside, Downtown East Side, etc.)</s>
* <s>For the most comprehensive search search in '''all fields for more precise search limit to Descriptions''' (but we aware that not all items have descriptions/abstract in cIRcle).</s>
* <s>Ensure '''cIRcle''' is checked as the '''source repository'''</s>
* <s>Apply the '''NOT''' limiter and the '''geographic location''' ['''''Downtown-Eastside (Vancouver, B.C.)]''''' field to omit anything we’ve already geo-tagged</s>
* <s>See screenshot of sample search: [[:File:DTES geo-tag search 2021-07.png]]</s>

=== Entering Metadata into the rapTracker ===
When ascribing metadata to an item, consider the intention of the item was created with and consult the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] and [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit#gid=145969972 Metadata Schema.]
* The item entries in the rapTracker are placed in order by unique item identifier and then their citation. At the beginning this list was organized alphabetically, but as the collection grew, this became unsustainable and it is now only sorted by date and item identifier. These variables are combined as one single number and follow a formula of: the date and the number of item(s) added that day. For example, an item added on January 11, 2022 would be written as 2022-01-11-001. The date (in green) is written first, followed by the item number (in bold). If you add any other items to the tracker that day, they would be written as 2022-01-11-002, 2022-01-11-003, and so forth. Any item added the next day would be written as 2022-01-12-001. All new items are added at the bottom of the tracker, which allows for a quick and clear visual on how many new items need to be addressed.In cases where the first creator has multiple entries where they are listed as first creator:
** In cases where the first creator has multiple entries where they are listed as first creator:
*** If the creator has items they creatored alone, list those first.
*** Then list items they have co-creatored, putting them in alphabetical order by the second creator's last name.
* Make a blank row:
** Click on the row number that will be above or below the one you want to insert in the document.
** Right-click and select "Insert 1 above" (if you have highlighted the row below the one you are about to insert) or "Insert 1 below" (if you have highlighted the row above the one you are about to insert).
* Create a [[Documentation:MRAi DTES RAP Metadata Style Guide#Unique Item Identifier|unique item identifier.]]
* In the [[Documentation:MRAi DTES RAP Metadata Style Guide#Citation|citation]] field, write out a complete citation of the item (APA has typically been the standard).
* When entering information into the rest of the fields, refer to the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] for further guidance.
=== Filters ===
The rapTracker has five default Filter Views that correspond to the Access Status'. Use the Filter dropdown arrow (the one next to the "funnel" button on the Google Sheets toolbar) to pull up these Filter Views.

These filters are used to isolate sets of items by their statuses. For example, if you only want to look at the items that are awaiting action, you can click Action Required and the sheet will filter out items belonging to other statuses. To turn the filter off, click the Filter dropdown arrow again and choose '''None'''.

'''Do not''' make changes to the document while a filter is on. In the past, this has led to issues around information being overwritten or not properly saved. Turn off the filter first, and then make the changes. If you have suggestions for how to improve this document please discuss with Aleha before making any changes.

== DTES RAP Creators Tracking ==
This is the sister spreadsheet of the rapTracker. It is restricted and kept on Teams. It is used to track who and when we contact creators that are published on the DTES RAP.

Before contacting a creator, check this spreadsheet and the MRAi inbox for previous communications, so you can tailor your communications better.

== Unpaywall ==

=== Overview ===
The [https://unpaywall.org/products/extension '''Unpaywall browser extension'''] is a helpful tool for finding open access versions of articles. Unpaywall [https://unpaywall.org/sources '''uses both existing indexes and manual tracking'''] to point to open access versions of scholarly resources.

When you browse a resource on a publisher website, the Unpaywall extension tab on the right side of your screen displays different colours to indicate whether or not it has found an open access version of the resource. If the tab is coloured green, gold, or bronze, you can click it to access a version of the item. Some '''''(but not all)''''' versions of an item that are discoverable through Unpaywall are eligible for inclusion on the DTES RAP.

=== OA colours ===
* A '''green''' Unpaywall tab indicates that a version of the item has been self-archived to an OA repository. These items are licensed for sharing and reuse.
* A '''gold''' tab indicates that the open access item was published by the publisher. These items are licensed for sharing and reuse.
* A '''bronze''' tab indicates that the item was previously limited to subscribers, but has since been released for reading (typically after an embargo period). Items with a bronze Unpaywall tab typically have restrictions on reuse and sharing, so it is best to avoid sharing these versions of the items on the DTES RAP.
* A '''grey''' tab indicates that Unpaywall could not find an OA version of the article.

== Setting Up New Search Alerts ==
A search alert is a search string crafted for a specific database that, once saved, will e-mail an alert when new content meeting the criteria is added to that database. This step will describe generally how to pick databases, craft a search string, and set up a search alert.

#'''Selecting Databases:''' Select databases relevant to subject fields you want to target. You may want to focus on journals that have published a lot of UBC faculty work over the past few years. You might also want to consider focusing on journals that you know have good open access policies. For more information, see [[Sandbox:Making Research Accessible Publications Workflow#Checking Copyright Permissions|Checking Copyright Permissions]]. You can check [http://www.scimagojr.com/journalrank.php?area=0&category=0&country=CA&year=2014&order=tc&min=5&min_type=cdg Scientific Journal Rankings] for journal ideas to narrow your search. We recommend looking in at least two large databases; however, include as many databases as are necessary to cover the field in question.
#'''Crafting a Search String:''' Create a search string using the search box in your selected database. Make a search string that returns relevant content by UBC faculty contributors within your subject area (in this case, "Downtown Eastside" and "DTES" would be two standard terms). Narrow this by applying an affiliation parameter and/or a proximity operator to the string, if possible. The parameters and operators are often database specific and will likely be defined by the database. Further target the search by combining an affiliation search with subject specific terms relevant to the field you wish to search. Many databases have their own specific terms to narrow results. This search will return a smaller number of items relevant to your subject.
#'''Setting up Alerts:''' When satisfied with the amount of relevant results returned in the search string, save the search and/or set up a search alert. The terminology is often database specific, but a link or icon saying "save search" or "create search alert" is usually found in the header or sidebar of the page. Follow instructions to create or log in to an account. Make sure to use the mrai.info@ubc.ca e-mail address when creating your account. Most databases have a “frequency” setting for search alerts. This will set up e-mail alerts for any new results on a query at a specific time. It is recommended you set the frequency alerts to once per week.

== DTES RAP Pages ==
The Downtown Eastside Research Access Portal ([https://dtesresearchaccess.ubc.ca/ DTES RAP]) makes resources about Vancouver’s Downtown Eastside (DTES) more accessible and easier to discover. It was developed as part of the Making Research Accessible initiative (MRAi). Below are brief descriptions of each of the pages on the portal.

=== Topics ===
This page contains a list of topic tags that users can click on to navigate the portal. The terms for the topic tags were developed to not just reflect what is present in the portal, but to also highlight topics that are of interest to community residents. These topic tags are not imagined to be static, and can be added to or changed over time.

=== Search ===
This page allows users of the portal to identify and access academic materials such as scholarly articles and research summaries, as well as community materials such as reports, historical documents, and more. Note you can do an advanced search and limit results to open access only with the checkbox.

=== Directory ===
The directory identifies academic researchers and students who DTES community members and organizations could contact about research in the DTES. The current iteration of the site prioritizes UBC researchers. The directory was created in response to community members who identified not knowing or not being about to contact people who research in the DTES, and is designed to facilitate making those connections easier. In keeping with the values of the MRAi, only researchers who have given their permission to have their name and contact information on the site are included.

=== Projects ===
The projects page lists active or archived research projects that are happening or have happened in the DTES. This page was created in response to community members and organizations who wanted more knowledge about what research is happening in their neighborhood. In keeping with the values of the MRAi, only projects where the primary researchers have given their permission to have their research featured on the site are included.

=== Resources ===
The portal seeks to change the negative impacts of extractive ways of doing research by encouraging a more engaged and collaborative culture of knowledge exchange. This page provides links and brief descriptions of resources that have been identified as helpful for those interested in campus-community collaboration. Included in the resources are materials about making research more accessible, doing ethical and community-based research, using research for the public good, and planning a research partnership.

=== About ===
The About Page introduces the purpose and goals of the DTES RAP and the MRAi. It provides a brief history of the project, and is intended to be a jumping-off point for users to understand what they could use the portal for, what they will find on the portal, and how they might participate in the project.

=== News ===
The blog posts offer an opportunity to highlight different portions of the portal and make them easier for users to discover. For example, in one of the focus groups in user-testing the portal in 2019, participants identified wanting to use the portal to see different types of community-based research projects. While our tagging system does not currently have the ability to easily identify projects that use those methods in the search engine, a blog post could identify several research items available in the portal that do use these methods, making them more visible for users.

=== Contact ===
The contact page has a form where users can submit requests and recommend resources, and researchers can ask to be added to the directory or projects pages.

=== Help ===
The Help Page provides tips and tutorials for how to use the DTES RAP. This is imagined as a page users will go to for technical assistance in navigating the portal. In the future, we hope to add gifs and videos on this page.

== DTES RAP Content Style Guide ==
Currently, a [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit#heading=h.6jz5j6euppp MRAi Content & Style Guide] is in development by Nick Ubels. Consult as needed.

== DTES RAP Admin Panel ==
The DTES RAP Admin Panel is the RAP's content management system. The Student Librarians and Community-Based Research Assistant use the Admin Panel to create, edit, or delete information that displays on the RAP website, including:
* Item-level metadata entries,
* Controlled vocabularies (CVs) and their terms,
* Researcher entries for the RAP's Directory,
* Project entries for the RAP Projects Page,
* Blog content,
* Static text and photo content.
The DTES RAP Admin Panel has two different interfaces:
* [https://dtesresearchaccess.ubc.ca/admin '''RAP Admin Tools Panel'''] (Handles items, CVs, researcher directory, projects)
* [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] (Handles blog posts and certain static content)
Both require an authenticated Campus-Wide Login to access.

== Making Changes to the RAP ==

=== RAP Items ===
'''Adding Items'''
* First, get all your necessary tabs open to make the process as seamless as possible, this includes the: RAP Admin Tools Panel, the RAPtracker or Workspace, and the article you are adding. The rapTracker has a built-in “Index and Match” feature that will make adding objects a little easier. You simply need to copy the unique object identifier from the main Item Description page and then go into the Index and Match tab at the bottom of the excel sheet. Here you will copy and paste the unique object identifier into Column B, line 2 and all the information will auto populate. It’s the same info as is found in the Item description tab, just in an easier to read format. Alternatively, scroll across the columns to find the necessary details to add to the RAP. It is up to you and your preference!
* Now back to adding an item: In the RAP Admin Tools Panel, scroll down slightly to the '''Add/Edit Objects''' heading and click '''“Add new object”''' button.
* You should now be in the '''New Object''' menu. Copy and paste the '''''Primary Source URL''''' and '''''Primary Source Description''''' information from the Item Description List item record.
* '''Tips for Primary URLs:'''
** Make sure the primary source URL starts with http:// or https://. Example: https://www.linkvan.ca/about Once finished, click '''Set Source'''.
** Once the Primary URL is set, more fields should appear. Please note Primary URLs cannot be edited after the item has been published.
** For items that are hosted with UBC Library (e.g., cIRcle/Open Collections, UBC catalogue and therefor pull metadata from the original hosted sources it is important to note for our backend harvester to update these items nightly from OC and Voyager, the URLs should be in the formats below;
{| class="wikitable"
|'''Source'''
|'''Format'''
|'''For Example'''
|-
|OC
|<nowiki>https://dx.doi.org/10.14288/*</nowiki>
|<nowiki>https://dx.doi.org/10.14288/1.0223647</nowiki>
|-
|Voyager
|<nowiki>http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=*</nowiki>
|
|}
* To add a Secondary URL, click '''Add Source'''. A box with fields very similar to the Primary URL fields will appear.
*'''''Title''''', '''''Alt Title''''', '''''Serial Title''''', '''''Publication Date''''', '''''Description''''', and '''''Collection''''' are plain-text entry fields. Copy and paste the appropriate metadata from the Item Description List record to these fields. ''NOTE:'' the Collection is always the DTES.
*'''Creator(s), Contributor(s), Subject(s), and Language''' are "Click to Add" fields. This just means that if you do not “click to add”, then what you have entered will not be saved. In the Item Description List fields on the RAPtracker or Workspace, we differentiate the individual '''Creator(s), Contributor(s), and Subject(s)''' information for a given record with semicolons. On the RAP however, each creator(s), contributor(s), and subject(s) are entered as separate fields. So it takes a little bit of time and some copy/paste action, but it becomes second nature once you get the hang of it. Using ‘creator(s)’ as an example, the easiest way to enter all the necessary information in the RAP is to copy the entire creator list from the RAPtracker and then paste all the names into the creator field line on the RAP and press “Click to add”. Once you have added one field, the option to add more will then appear below. From there, just copy and paste each individual name into a new line and click to add, until you have gone through all the names. Be sure to delete the names from the original line as you go as well so you end up with a list of individual names in each field. The same process applies for the contributor(s) and subject(s) as well.
*'''''Access''''' is a dropdown field. Click the arrow and choose the option that matches the Access entry in the Item Description List record.
*'''''Projects''''', '''''Topics''''', '''''Affiliations''''', '''''Categories''''', '''''Genres''''', and '''''Types''''' are checkbox fields. For these fields, consult the Item Description List record and choose the Admin Panel checkbox options that match.
*'''''TIP:''''' The Affiliations field has grown extensively, so the easiest way to enter the information here is to search for the specific affiliation, check the box, and continue searching from there. You will not be able to see the entire list but once you have clicked the box, you can rest assured that the information is stored. If you do not see the affiliation listed, then you will have to add it by editing the ‘affiliations’ controlled vocabulary. See below for a detailed breakdown of how to do this.
* Items can be refer to other items. To make your item '''Refer To''' another item already in the RAP, you will need the other item's Object ID.
** The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
** The string after "[https://dtesresearchaccess.ubc.ca/admin https://dtesresearchaccess.ubc.ca/object/]" in the URL is the Object ID. It can begin with "ext." or "oc."
** Copy the string, paste it into the '''Refer To''' field for your new item, and click '''Add reference'''. Repeat if you want the new item to refer to more RAP items.

* When finished with all of the fields and satisfied with the results, click '''Publish'''. If you do not want the new item record to show up on the front end yet, click '''Save as Draft''' instead. If publishing sounds a bit intimidating, don’t worry if you think you have made a mistake or need to fix something, you can always edit an item once you have published it on the RAP.
'''Editing Items'''
* You can edit an existing item in two ways.
*# If you already know the item's Object ID, you can enter it into the '''Edit Object''' box on the main Admin Panel.
*# While signed into the Admin Panel, you can look for the item using the '''Search''' feature in the top nav, navigate to its page, and click the '''Edit Object''' button in the top left corner of the item record.
'''Deleting Items'''
* In the Item Editing Panel, there is a '''Delete''' button in the bottom-left. When you click it, a warning will display: ''Are you sure you want to delete this? The data cannot be recovered.'' To confirm, click '''Delete'''. To go back, click '''Cancel.'''
'''Adding research summaries'''
# Check if the original article is in rapTracker and is published on the DTES RAP (Search for title of the original article or creators)
# If not, add the original article to rapTracker and DTES RAP (this will help you generate the same metadata for the summary).
# Create an APA citation for the summary.
# In the rapTracker, insert a new row next to the original article, using the summary citation.
# Copy the applicable metadata from the original article, for example, subjects, topics, affiliations will remain the same.
## Note: For the summary, the creator is the creator/organisation that created the summary, under ‘contributors’, put the creators of the original article.
## Note for cIRcle items, creator first names may become initials, for example, “Wood, Evan” becomes “Wood, E.” In this case, follow cIRcle’s convention in the metadata of the summary. For more information, consult the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
# Add summary to DTES RAP.
## When the object is published on the RAP, it generates an Object ID under “Linked Objects” and “Refers To.” This is the Object ID of the item you added to the RAP (example: ext.6224).
## Copy this Object ID and add it to the rapTracker field under “RAP ID refers to.” This indicates that it has been published on the RAP and can be found by searching for this number.
# Cross-reference the summary to the original article.
## Find the Object ID of the original article
### The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
### The string after "<nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>" in the URL is the Object ID. It can begin with "ext." or "oc."
### Copy the Object ID of the original article and paste it in the summary’s rapTracker row under “RAP ID” for your new item.
# Return to the item in Wordpress and “edit object”
## Remember to click Add reference. Repeat if you want the new item to refer to more RAP items.
# In the rapTracker field “refers to DTES RAP ID”, add the object identifier number that was generated in “refers to” under Linked Objects in Wordpress Admin.
# Check how it looks on the RAP and check the links are correct

=== Controlled Vocabularies ===
'''Editing Controlled Vocabularies'''
* In the RAP Admin Tools Panel, scroll down to '''Manage Controlled Vocabularies'''. You will see a dropdown box with eight different controlled vocabularies: ''Access, Category, Expertise, Genre, Affiliation, Project_status, Topic,'' and ''Type.''
* Each correspond to a particular field in either RAP item records, researcher directory records, or project records.
* From the dropdown, choose which controlled vocabulary you want to edit and click '''Edit Vocabulary'''.
* For example, when '''Topic''' is chosen, you will be taken to a page with a list of Topic Terms.
'''Adding Terms Within a Controlled Vocabulary'''
* Scroll past the list of terms to the bottom of the page. Click '''Add a Term'''.
* Give your term a descriptive '''Label''' (required) and a '''Definition''' (optional). '''Label''' is public facing. '''Definition''' is not. Use the '''Definition''' field for scope notes and LC Name Authority Notes.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Editing Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a white '''Edit''' button. Click it to change the term's '''''Label''''' and/or '''''Definition'''''.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Deleting Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a dark blue '''Delete''' button (just below the white '''Edit''' button).
* A confirmation box will appear. If you want to delete the term, click '''Delete''' again. Otherwise, click '''Cancel'''.
* If an item is tagged with the term, the system will not allow you to delete it. It will tell you which object IDs are tagged with the term. If you still want to delete the term, you will have to untag each item first.

=== Directory of Researchers ===
'''Adding a New Researcher'''
* Under the '''Add/Edit Researcher''' header, click '''Add New Researcher'''.
* '''First Name''' and '''Last Name''' are mandatory text entries.
* '''Title''', '''Institution''', '''Faculty''', '''Department''', and '''Description''' are all optional text entries. If you do not have any information for any one of these fields, leave the field blank.
* '''UBC Faculty Profile, Phone''', '''Email''', '''URL''', and '''Twitter''' are are all optional "Click to Add" fields. If you do not have any information for any one of these fields, leave the field blank. If you do have information, type one entry in the field and then '''Click to Add''' to save that entry. If you have another entry for the field (for example, if the researcher has two e-mail addresses and you have already entered one), repeat the process. If you need to remove or relocate information from one field to another, make sure to delete the text input and then click the button to '''Remove''' the information.
** If a researcher provides you with any links to a personal profile on a University faculty profile site or institutional profile, etc., add this link in the "UBC Faculty Profile" field, followed by ", See FirstName's [description of profile]" to show a description of the link on the profile page. '''Example''': Entering Joey McJoerson's CDC profile into the "UBC Faculty Profile" field, input: www.yourcdc.ca/Joey-McJoerson, See Joey's CDC profile
** If a researcher provides you with a Twitter link, add @TheirHandle into the Twitter field and Wordpress will hyperlink to their profile.
* '''Expertise''' is a checkbox field. If the research has supplied their area of expertise and it is in the Expertise CV, select it.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
*
'''Editing a Researcher'''
* Like items, you can edit an existing researcher in two ways.
# If you already know a researcher's Researcher ID, you can enter it into the '''Edit Researcher''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the researcher using the '''Directory''' feature in the top nav. Find the researcher in the list and click the '''Edit Researcher [ID#]''' button underneath their record.
=== Projects ===
'''Adding a New Project'''
* Under the '''Add/Edit Project''' header, click '''Add New Project'''.
* '''Project Name''' and '''Status''' are mandatory fields. The first is a text field; the second is a dropdown field with three options.
* '''Primary Researchers''' and '''Other Researchers''' are Click to Add fields.
* '''Project URL / Nickname, Description,''' and '''Methodology''' are optional text fields.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
'''Editing a Project'''
* Like items and researchers, you can edit an existing project in two ways.
# If you already know the Project ID, you can enter it into the '''Edit Project''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the project using the '''Projects''' feature in the top nav. Find the project in the list and click the '''Edit Project [ID#]''' button in the lower right corner of the project "card."
=== Blog ===
'''Adding a New Blog Post'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Posts.'''
* In the Posts menu, click '''Add New''' near the top.
* Add a title in the Title field, then add your text to the field underneath.
* If needed, you can toggle between the '''Visual''' (WYSIWYG) tab and the '''Text''' (HTML) tab.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to '''News''' on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it will look.
'''Editing a Blog Post'''
* In the '''Posts''' menu, find the relevant blog post. Click on the title.
* When finished editing the post, click '''Publish''' again.
'''Deleting a Blog Post'''
* In the '''Posts''' menu, hover over a blog post title.
* You will see four additional options appear underneath the title. Click '''Trash'''.

=== Static Content ===
'''Editing Resources, About, and Help Pages'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Pages.'''
* You will see three main web pages: '''Resources''', '''Help''', and '''About.'''
* You will also find sub-pages underneath '''Resources''' and '''About.''' These sub-pages are preceded by an em dash.
* Click on the title of the page you want to edit. Edit content in either the '''Visual''' or '''Text''' tabs.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to the corresponding site on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it looks.
*
'''Editing Header Images for Resources, About and Help Pages'''
* When in the edit panel for one of these pages, scroll down to '''Featured Image''' in the right sidebar.
* To change the image that appears in the header, click the Featured Image thumbnail.
* Wordpress will take you the the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library].''' You can either select an image from the collection of images that have already been uploaded to the Wordpress site, or you can switch to the '''Upload Files''' (top left corner) tab if you want to upload a new image.
* The images should be optimized for web, so the photo file size should be shrunk to less than 500kB.
* The aspect ratios should be similar.
* Make sure the image you select has an identifying name (it should probably correspond to the page it is going on—for example: "help_header1").
* With your image highlighted in the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library]''', click '''Set featured image'''.
'''Editing Header Images for Other Pages'''
* If you want to edit static content on other pages (including the Home page, Topics, Search, Directory, and Projects), you will have to contact IT for the change.
* However, if there is a header image in place on one of these pages, it can be '''replaced''' through the '''Media''' tab in the left sidebar.
* Search the name of the page in the media library search bar. It should pull up the corresponding header photo for the page. Click on that photo.

[[File:SLO MediaGallery Capture1.png|thumb|A screenshot of the Media Gallery search.|none]]

* In the photo menu, click '''Replace Image.'''

[[File:SLO MediaGallery Capture2.png|thumb|In the photo menu, click on Replace Image.|none]]

* At the next screen, choose '''Just replace the file'''. Click '''Upload'''.
**Warning: Choosing '''Replace the file, use new file name, and update all links''' will break the link to the image on the site.

[[File:SLO MediaGallery Capture3.png|thumb|Select "Just replace the file."|none]]

== MRAi TeamShare Folder (aka Shared drive) ==

=== Overview ===
The root folder MRAi uses to store its files on UBC's TeamShare storage is called '''MRA Campaign (Path —T:\MRA Campaign)'''. Here's instructions for mapping for the first time outside of UBC Library https://it.ubc.ca/services/web-servers-storage/teamshare-storage-service/mapping-or-mounting-teamshare-microsoft

This is a place for long term secure storage of files. You can arrange to use this from personal laptops, workstations at the Learning Exchange or UBC Library.
== Qualtrics ==
The Qualtrics tool is used to collect information from researchers in order to populate the Directory and Projects pages. This includes details about how to contact them, their academic affiliations, and their research focuses. (Note: EM modified Qualtrics survey on February 17, 2022 so that the researcher directory topic options match the topic labels displayed in the RAP.)

=== Sending the Qualtrics survey ===

* Manually add the researcher as a contact, in the Contacts section.
** Note: if this is your first time sending a survey link, you will need to create a new contact list.
* Navigate to Projects, select the MRAi Directory and Projects Survey, go the "Distributions" section.
* Select "Personal links" from the list of options on the left-hand side.
* Select the "Generate link" button in the upper right.
* Click "Select contacts," and select the researcher to whom you are sending the link.
* Set the link to expire in 60 days (the default), and then select "generate links."
* The link will automatically download in an Excel spreadsheet. Open it and use the link in your email to the researcher.
* Update the Creators tracker by adding details in columns N-P

=== Accessing survey results ===

* You should receive emails when researchers submit their surveys, from noreply@qemailserver.com
* If the researcher has submitted only one project or fewer for inclusion in the portal, you may be able to copy responses directly from this email.
* If the researcher has submitted multiple projects, the formatting is confusing to view as delivered in the email. Instead you can log in to Qualtrics, select the MRAi Directory and Projects Survey, navigate to the "Data and Analysis" page and either:
** Click the down arrow button at the far right side next to the response you wish to view, then select "Export to PDF," OR
** Select "Export & Import" > CSV > Download to see an Excel spreadsheet with all responses
* Input responses into the appropriate sections of the RAP Creators tracker (columns Q-BV) and to the appropriate sections of the RAP. See [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance.

== Teams ==
Starting in July 2022, the MRAi began using Teams for active file sharing and management of Task lists, in place of Basecamp and Teamshare. You can read the MRAi Teams [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/Teams%20intro%20user%20guide.docx?d=wa1975f50db3a49e19f4a7b037eea38b4&csf=1&web=1&e=vwXiKC user guide] or watch [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/How%20to%20videos?csf=1&web=1&e=iFeyRn explainer videos]. Note that you will have to be a member of the MRAi Teams site to view these files.
[[Category:MRAi]]
[[Category:Circle Projects]]

Documentation:Student Librarian Orientation (MRAi)

2026-08-27T22:02:30Z

KendallWilber:

== Introduction to this Wiki ==
The Student Librarian Orientation (SLO) Wiki page is intended to give incoming MRAi Student Librarians a basic overview of all the many different aspects of this position. It introduces the major tools and interfaces frequently used in the role, as well as general guidence for day-to-day workflows. It is also useful for those new to the MRAi in general, and will be a great reference point when incoming MRAi team members are finding their feet in the early days of their new position. The SLO Wiki and/or its attendant Wikis should be updated in accordance with the [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]] when relevant tools/guidelines/workflows are added, eliminated, or modified.

As you read through this SLO Wiki, do keep in mind that there are a lot of moving parts that make up the MRAi and it takes time for new folks to learn what they are and how they all interact with one another. We encourage all incoming team members to be graceful with themselves as they learn about the work of this initiative. Please feel free to ask any questions!

== Reference Tools ==
'''MRAi Resources'''
* [https://wiki.ubc.ca/Sandbox:MRAi_Orientation_Documents MRAi Orientation Documents]: Higher-level information about the MRAi's purpose, how we work, what we accomplished last year, and our annual work plan.
* [[Documentation:MRAi DTES RAP Metadata Style Guide|MRAi DTES RAP Metadata Style Guide]]: Definitions of, and stylistic guidelines for, each metadata field in Downtown Eastside Research Access Portal (DTES RAP) item records. ''This one is especially helpful!''
* [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit# MRAi Style and Content Guide (Draft)]: This working document is meant to be used by MRAi team members (referred to as users) who create or edit content for the DTES RAP that is not part of the collection. Created by Nick Ubels and Geoff D'Auria.
* [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]]: Read about how the Wiki is structured and how and when to add/remove content.
* [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv subscribers]: This document was created in 2023 to track correspondence with authors, creators, and other folks in the MRAi network regarding the DTES RAP. Information about who currently is a subscriber to the MRAi Listserv is also recorded in this document.
'''cIRcle Resources'''
* [[Library:Circle/Adding faculty publications to cIRcle|Adding Faculty Publications to cIRcle''':''']] This is a general workflow guide maintained by the cIRcle Office. [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Section 3: Check Copyright Permissions]] is the section relevant for identifying if research articles are eligible for deposit in an institutional repository and under what conditions.
*[[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]: This page is maintained by the cIRcle Office and provides guidance on preferred and accepted file formats. ''This one is especially helpful!''
*[https://circle.ubc.ca/ cIRcle website:]: Search the repository, find all up-to-date guidelines, policies, sponsorship webforms and licenses.
'''Other UBC Library Resources'''
*[https://scholcomm.ubc.ca/open-access/ ScholComms@UBC] Website: Has up-to-date information about Open Access, Open Scholarship and Author Rights.
*[https://open.ubc.ca/access/ Open UBC]: Has toolkits to support open access.
*[https://about.library.ubc.ca/contact-us/ejournal-help/ UBC Library IT]: Use this form to report technical issues with the RAP. Please update Aleha if you experiencing any issues with the RAP.

== Roles and Responsibilities ==

==== MRAi Student Librarian ====
The MRAi Student Librarian works within the MRAi to support collection development and maintenance for the Downtown Eastside Research Access Portal (DTES RAP), communicate with both authors and staff alike, adhere to publishing permissions, and contribute to the greater task of writing and compiling metadata. This position currently works with and reports to the MRAi Community Engagement Librarian DTES RAP Project Lead for day-to-day library projects and is guided by the Academic Director of UBC's Learning Exchange for broader MRAi projects and goals. Student Librarians are also in regular communication with cIRcle staff to facilitate adding new material to [https://circle.ubc.ca/ cIRcle], UBC's institutional repository. All items to be added to cIRcle go through a workflow process, where the Student Librarian records possible items for cIRcle on a shared documentation tab (see cIRcle Candidates tab on the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). The cIRcle Specialist then communicates with the authors and creators, writes and collects pre-populated PDF licenses, and submits these for publication. Once items are published in cIRcle, the Student Librarian will be notified to then add these items to the RAP. Further details about this workflow process can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

The principal responsibility of the Student Librarian role is to support the collection development activities of the DTES RAP. New research articles, as well as community and scholarly works, are discovered through a variety of sources, including email alerts, word of mouth, internal recommendations, and self-archiving. Part of the Student Librarian’s regular tasks is to sort through and identify prospective works that can be self-archived in cIRcle and/or curated on the DTES RAP. To determine an item's eligibility for inclusion, the Student Librarian uses best judgement, remembering that all new material should reference and be specific to the DTES community. If in doubt, reach out to the MRAi Community Engagement Librarian DTES RAP Project Lead for clarification and confirmation. As well, a substantial amount of this role involves compiling and writing metadata for items that will be added to either cIRcle and/or the DTES RAP. The Student Librarian uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] and [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] for drafting all metadata. These Google Sheets are intimidating at first but new Student Librarians will get the hang of them in no time!

Communication is a big part of this role, all with the leading purpose of growing the DTES RAP collection and building a wider network of scholarly and community-based relationships. The overarching goal of the DTES RAP is to function as a useful stand-alone resource for knowledge dissemination, as well as encourage and facilitate knowledge exchange activities for UBC and the broader community. There are lots of little bits to this position, many of which new Student Librarians will learn in the first few weeks, and after this learning curve, the finer details start to seem much more straightforward.

The Student Librarian works closely with the Community Engagement Librarian/DTES RAP Project Lead, the Community-Based Research Assistant, the Community-Based Research Coordinator, the cIRcle Specialist, and the MRAi cIRcle Project Lead. Details about these working relationships can be found below.

==== MRAi Community Engagement Librarian DTES RAP Project Lead ====
The Student Librarian coordinates with the cIRcle MRAi Community Engagement Librarian Project Lead to ensure clear and consistent expectations, workflows, and deliverables. This position oversees the work of the MRAi Student Librarian to ensure deliverables are met and processes are executed accurately. This position is permanently held by [http://directory.library.ubc.ca/people/view/744 Aleha McCauley] (she/her), the Community Engagement Librarian based at the Irving K. Barber Learning Centre (IKBLC).

==== Community-Based Research Assistant ('''currently vacant)''' ====
The Student Librarian coordinates with the Community-Based Research Assistant, another student position within the MRAi team, to aid the input of researcher contact information into the DTES RAP [https://dtesresearchaccess.ubc.ca/directory Directory page], as well as the input of project information into the DTES RAP [https://dtesresearchaccess.ubc.ca/projects Projects page]. Further details about this process can be found in the [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Adding_Researchers_to_the_Directory_and_Projects_Pages Adding Researchers to the Directory and Projects Pages]. The Community-Based Research Assistant is predominantly based out of the UBC Learning Exchange, and the Student Librarian may hold standing virtual and/or in-person meetings with the student working in this role.

'''Community-Based Research Coordinator (currently vacant)'''

The working relationship between the Student Librarian and the Community-Based Research Assistant is further supported by the Community-Based Research Coordinator, a position that supports community-university knowledge exchange activities out of the UBC Learning Exchange. As one of the supervisors for the Community-Based Research Assistant, the Community-Based Research Assistant supports and, where necessary, provides guidance on the shared work of the Student Librarian and the Community-Based Research Assistant, especially with respect to the ongoing development and maintenance of the DTES RAP Directory and Projects Pages. The Student Librarian also works alongside the Community-Based Research Coordinator on a semi-annual basis to facilitate and support the work of the ASTU 100 Project. Details about this specific workflow process can be found in the [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#ASTU_100_Infographic_Submission_Process ASTU 100 Infographic Submission Process] section. This position is currently held by [https://learningexchange.ubc.ca/about-us/our-team/ Katherine Cheng] (she/they).

==== cIRcle Specialist ====
The Student Librarian coordinates with the cIRcle Specialist to deposit materials for the MRAi project to cIRcle and apply metadata enhancement practices to pre-defined materials. The cIRcle Specialist and the MRAi Student Librarian work closely to coordinate the deposit of materials to cIRcle as well as track archived/metadata-enhanced materials in shared MRAi and cIRcle workflow tracking documentation (see the cIRcle Candidates tab of the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). This position is currently held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin] (she/her), Digital Repository Specialist.

==== MRAi cIRcle Project Lead ====
The MRAi cIRcle Project Lead supports the working relationship between the cIRcle Specialist and the Student Librarian, as well as provides guidance on cIRcle-related matters (e.g., copyright, self-archiving, etc.). This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian ([https://directory.library.ubc.ca/people/view/1020 Amber Saundry], Digital Repository Librarian, served as cIRcle Project Lead during Tara's sabbatical [July 2025-June 2026] and will continue to consult as needed).

'''Other MRAi Team Members'''

The Student Librarian also interacts with other team members working within and/or for the MRAi and, depending on the individual interests and/or capacity of the Student Librarian, may work on special projects with them. The following roles are standing members of the MRAi team:

* '''Communications Specialist, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBR%24KG0%40T%20%0A Geoff D'Auria] [he/him]).
* '''Director, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBS%24%5BA1PH%20%0A Kathleen Leahy] [she/her]).
* '''Academic Director, UBC Learning Exchange''' (currently vacant)

== Discovery and Selection of Items ==
The MRAi simultaneously pursues both academic research and community materials (what we refer to as grey literature, or "grey lit" for short) for both archiving in cIRcle and for curated links to in the DTES RAP. Some items are better suited for linking directly to the DTES RAP, such as an open access thesis from a non-UBC repository or a non-profit report from an organization's website, while others are suited for archiving in cIRcle, such as a restricted access scholarly article by a researcher who is interested in sharing a permissible open access version in cIRcle.

=== Academic articles through search alerts ===
The MRAi discovers the bulk of its academic research using pre-set search alerts. So far, the MRAi has three primary search alerts: Mendeley, Google Scholar and Read by QXMD. At intervals, the alerts deliver newly-indexed articles, filtered by MRAi’s specified search terms, to the shared MRAi e-mail account (mrai.info@ubc.ca). The search alerts are automatically sorted into the email folders that correspond to the database they came from. On a weekly basis, the Student Librarian reviews each set of results for relevancy to the MRAi's criteria for inclusion. Once the Student Librarian deems an item eligible for inclusion, they make a new entry for the item in the rapTracker and/or RAP Workspace.

Using [https://unpaywall.org/ UnPaywall], [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder], [https://shareyourpaper.org/ ShareYourPaper], [https://resources.library.ubc.ca/page.php?id=41 UlrichsWeb] (a database accessed through the UBC Library and requires a CWL), [https://circle.ubc.ca/ UBC cIRcle], and a Google search of the title, look for an open access (OA) version of the item. If the item is not OA, note the [[Documentation:Student Librarian Orientation (MRAi)#Checking Copyright Permissions|embargo period]] in the rapTracker in the appropriate column. Previous Student Librarians found the use of the [https://unpaywall.org/ UnPaywall browser extension] to be one of the most helpful tools in their work and recommend that future Student Librarians use it, too.

OA can sometimes look slightly different based on different publisher permissions, so take your time to familiarize yourself with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. This is an ever-evolving landscape to navigate! Based on previous Student Librarian experiences, this part of the role took a bit longer to get the hang of, so ''be patient with yourself'' as you learn the specifics of copyright permissions. Bring questions to your check-ins.

=== Community-generated materials/grey literature ===
Community materials or grey literature—such as community reports, newsletters, and working documents—often offers flexible, grounded, and process-oriented insights that differ from the conventions of traditional academic publishing. Within the DTES RAP, grey literature includes either UBC-affiliated materials eligible for archiving in cIRcle or curated, externally linked content created by community or government organizations working in or on the Downtown Eastside (DTES).

As of '''May 2025''', '''only materials with an explicit UBC affiliation are eligible for deposit in cIRcle.''' cIRcle defines UBC affiliation as content that is authored or co-authored by, created in affiliation with, contributed by, or hosted by a UBC student, staff, faculty member, department, or official UBC location (e.g., Learning Exchange). '''Materials that do not meet this affiliation requirement may still be''' '''curated on the DTES RAP through external links,''' offering visibility and access to the public, though they cannot be archived in UBC’s institutional repository.

In 2023, we began informally collecting newsletters from DTES-based community organizations through the MRAi shared email (mrai.info@ubc.ca). These are stored in a designated "Community Organizations Newsletters" folder and reviewed periodically by the Student Librarian as a source for discovering relevant community content. As new organizations are identified, we encourage Student Librarians to subscribe to their newsletters using the shared MRAi email and update the Outlook rule to ensure consistent organization and tracking. If you identify materials that are at risk becoming inaccessible please discuss with our MRAi contacts.

=== Suggested items ===
For a period of time, members of the MRAi team would input suggested items via a Google form '''but as of 2023 this is no longer in use.''' This now-defunct Google form, however, can still be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Google%20Form?csf=1&web=1&e=XpKmyk Teams > Collection Work].

When the Google form was in use, the Student Librarian could access the content of the Google form using the MRAi Gmail account (mrai.shared@gmail.com). An alert would come to the MRAi shared inbox when a response was submitted. If the suggested item was deemed urgent and the suggester wanted it added to the portal within a specific timeframe, the suggester would also email the MRAi inbox to flag the item for urgent inclusion. Suggested items would then be entered into the rapTracker and RAP Workspace to later undergo the usual workflow of an item.

== Pursuing Items: Our Working Criteria ==
The following offers some guidance to determine whether the material is representative of the goals of the MRAi project. Scope may change as the initiative matures, so this criteria is often revisited by our Steering Committee and various stakeholders. Please keep up-to-date with our [https://infohub-2019.sites.olt.ubc.ca/files/2020/07/Curatorial-Statement-2020-Final.pdf public curatorial statement] to ensure items being considered for inclusion to the DTES RAP and/or cIRlcle are consistent with current MRAi practices.

=== Current Working Criteria ===
When determining an item’s eligibility, consider:

==== 1) Geographic location relevance ====
Look for keyword frequency, the appearance of terms such as “Vancouver” and/or “Downtown Eastside” in the title, subject headings, and/or body text of an item. The contributors or affiliations may also have a connection to the DTES community. However, as this may not always be apparent in a keyword search, always do a little digging on the creators and organizations mentioned in the item. Double-checking internal MRAi documentation, like the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=xQsodi Master List - Student Librarian Engagement Notes and Listserv Subscribers], can be helpful for this, too.

Note: When we refer to the DTES, we are referring to the [https://guidelines.vancouver.ca/policy-plan-downtown-eastside.pdf Local Planning Area] per the City of Vancouver's definition. This definitions comprises seven sub-areas: Chinatown, Gastown, Industrial Area, Oppenheimer District, Strathcona, Thornton Park, and Victory Square.

==== 2) Timeliness ====
We typically only curate and upload items that have been published from 2010 onwards, however, there are always exceptions to this rule. Be sure to run any item with an earlier date that you think may be of interest to the DTES RAP collection by the MRAi Community Engagement Librarian DTES RAP Project Lead for confirmation.

As well, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from creators. To learn more about and/or get a refresher on post-prints, see the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Checking Copyright Permissions]] section.

==== 3) Institutional affiliation ====
As of '''May 2025''', only items with a clear UBC affiliation are eligible for inclusion in cIRcle. This means the creator must be a UBC student, staff, faculty member, or affiliated with a UBC unit or host location—and must be named as an author, co-author, contributor, or institutional affiliate. Because of this requirement, materials created solely by non-UBC affiliates are no longer eligible for cIRcle deposit, though they may still be curated on the DTES RAP via external links.

==== 4) Language ====
At this time, we only work with items written and published in English.

==== 5) Stakeholder recommendations ====
We aim to prioritize materials where there is an identified DTES community interest in the topic and subject matter. We also take recommendations from many stakeholders, including current MRAi affiliates, the general public via our contact us form, and the UBC community.

=== Exceptions to the Working Criteria ===
As we seek to grow the DTES RAP collection, exceptions can be made, especially when an item offers:

* Information and/or insight into an under-represented topic and/or subject matter.
* Historical significance.
* Diverse representation.
* Research that is conducted outside of the DTES that is nonetheless of importance to DTES.
Items that are frequently cited by other works in the DTES RAP collection may also be exceptions to our standard working criteria.

=== '''cIRcle vs. DTES RAP Candidacy''' ===
There are several factors that Student Librarians can keep in mind when searching for and/or discovering potential material to include in the DTES RAP collection, especially when it comes to whether an item should be pursued for cIRcle ''in addition to'' being curated in the DTES RAP.

==== '''1) Hyperlink stability and availability''' ====
Is the item hosted on a stable, well-funded website and/or archived in a repository like PubMed Central or BioMed Central? If so, then just linking to the item (or, curating) on the DTES RAP is sufficient.

Is the item only hosted in one location online and/or is vulnerable to loss and deletion? In other words, will you be able to reliably access or download a PDF copy of the work? If there is no reliable source and you suspect the link is not stable, then the item is a good candidate for linking on the DTES RAP and/or depositing to cIRcle.

As a general rule, if the link is seemingly unstable and is a good fit for the DTES RAP, then it is a good idea to also archive the item in cIRcle so that access to it will remain both possible and stable in the long term. If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== '''2) Organizational need''' ====
Does the creator and/or organization have a need for free support in order to help preserve their work, or do they have the capacity to archive or preserve their own work? This is especially important to keep in mind when engaging with community-based organizations and non-profit societies working within and around the DTES who may not have the funding, staff time/expertise, and/or digital infrastructure to preserve their valuable materials (e.g., annual reports for community organizations). If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== 3) Relationship ====
This is where our internal tracking documents come in great hand. Check the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] to see whether the MRAi has an existing relationship with a certain creator. If so, has the creator been previously willing and able to work with us to self-archive their work in cIRcle? Take note of any capacity issues that this person may have expressed during previous correspondence. Our goal is to make the work of creators easier - the last thing we want to do is overburden them with requests. For instance, would it be best to hold off on pursuing an item for cIRcle for the time being and return to it at a later date when the creator is less busy?

If the creator of an item is someone who the MRAi has not connected with previously (to the best of your knowledge and by the notes retained in our internal tracking documents, at least), then can accurate and up-to-date contact information for this person be readily found online? If not, then this may not be a reliable creator to reach out to at this time.

==== 4) Level of description ====
Do we have adequate information to describe the item appropriately and fill out our mandatory metadata fields (e.g., title, publication date, creator names, topic, category, genre, type? If working with community-generated material, can the creator help us to describe the item appropriately?

=== '''Saving Citations''' ===
The MRAi uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] to track item citations and the status of requested materials. The MRAi Student Librarian saves citations for viable candidates to the DTES RAP by using the appropriate columns of the spreadsheet. Each new entry receives a "Data Created" status and initially includes the item's title, its creators, a publisher DOI, a full citation, and a creator point-of-contact (i.e., the article's designated corresponding author). The Student Librarian fills other fields in the entry as the item progresses through the relevant processes.

= Checking Copyright Permissions =
The starting place for discovering and understanding publisher self-archiving policies is [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder] (formerly SHERPA/Romeo). Although the Policy Finder is a good place to get a quick policy digest, each entry includes links to the journal's self-archiving policy page. Use these links to verify and clarify policies and conditions on the publisher's website.

A term that Student Librarians will become familiar with as they understanding publisher self-archiving policies is "embargo." An embargo is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals and/or those with institutional affiliation(s). If an article is currently under embargo, it can still be archived to cIRcle, but access to the article on the repository will be restricted until the embargo end date. Folks interested in items currently under embargo must make a special request to cIRcle in order to access it.

=== Understanding Article Versions ===
cIRcle has a Wiki page for [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Adding Faculty Publications to cIRcle]] which includes a section on [[Library:Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Identifying Permitted Self-Archiving Versions]]. Please review carefully, and revisit as needed.

The Student Librarian first needs to identify which version of an item is permitted for self-archiving, and then work with the item's author to apply any conditions such as a version statement, citation, and/or embargo. Many authors need coaching on identifying the permitted self-archiving version; they frequently assume you are asking for the published version and permitted version terminology serves to add to that confusion. For this reason, you may want to include a brief description and example of the version you are asking for: "...the accepted post-peer review version without publisher formatting (i.e. Author's Accepted Manuscript)."

In many cases, creators will need clarification from the Student Librarian to understand the differences between the version types. For more information and examples regarding identifying and communicating version types, see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki or the [https://wiki.ubc.ca/images/f/fe/CopyrightcIRcle_AuthorsGuide.pdf Author's Guide to Self-Archiving].
=== Strategies for Checking Journal Copyright Permissions ===
The Student Librarian can generally go through the following steps to check the copyright permissions of a scholarly article:

'''1)''' As mentioned above, first search for the journal in the JISC Open Policy Finder for an at-a-glance view of their self-archiving policies. Then, visit the website of the journal and double-check their open access policy to ensure the information found on the JISC Open Policy Finder is up-to-date.

'''2)''' Use tools, such as the [https://unpaywall.org/ Unpaywall] browser extension and [https://shareyourpaper.org/ Share your Paper], to see if there is an open access version of the article somewhere online.

'''3)''' Try searching for the article in the UBC catalogue to see if it's a part of the UBC Library collection already.

'''4)''' Search [https://resources.library.ubc.ca/page.php?id=41 Ulrichs] to see an example of record confirming where the journal is made available online, as well as if it is open access.

'''5)''' As a final step, contact the journal's editor for more information. If this needs to be done, please contact the MRAi cIRcle Project Lead and the MRAi Community Engagement Librarian DTES RAP Project Lead first.

= Requesting Creator Permissions =

=== Email Templates and Preparing Correspondence ===
The MRAi team has drafted a number of templates to streamline and standardize the process of requesting creator permissions for articles identified for inclusion to the DTES RAP. The email templates are located in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Email%20Templates?csf=1&web=1&e=XKKlmj Teams > Collection Work > Email Templates]. To make it easier for the Student Librarian to use and copy the email templates, they are also held in a folder of the same name in the shared MRAi email inbox. The Student Librarian will select the appropriate template based on whether or not the MRAi team has contacted the creator before and at what stage engagement with this creator is at (e.g., self-archiving request sent, providing next steps for self-archiving in cIRcle). A helpful tool here is the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listerv Subscribers]. Use this document to not only check whether the MRAi team has previous and/or current engagement with certain creators but also to keep track of the engagement currently happening with the creator regarding self-archiving requests.

Unsure of which co-author/co-creator to contact about an article/item? Most scholarly articles will have a designated author that correspondence can be directed to. This information is often found in the author field at the top of an article or, in some cases, it may be found in the article's footnotes or endnotes. Sometimes this information is indicated by the presence of an envelope icon next to an author's name.

==== When drafting correspondence from the MRAi shared email account, please keep the following in mind: ====
* For every email, use a descriptive subject line. Each email template has a descriptive subject line for the Student Librarian to use.
* Always cc: the MRAi Community Engagement Librarian DTES RAP Project Lead.
* If requesting more than one article from the same creator, send only one e-mail with a numbered list of all the relevant articles. For each article, include a full citation and a description of the publisher's stipulations for archiving the article (i.e., the permitted version, embargo period, date of embargo expiry if applicable).
* <s>When sending out a self-archiving request ('''Template 1A''' or '''Template 1B''') be sure to also include a pre-populated PDF of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. Always download the cIRcle License directly from the cIRcle website to ensure you have the current version.</s>
* <s>Depending on correspondence and the individual style of each Student Librarian, the cIRcle license can also be passed along to the creator when providing next steps ('''Template 3''').</s>
** <s>Reminder: At least one co-creator must fill out the license form online for the article to be uploaded to the repository. It is expected that the creator signing the cIRcle License will make co-creators aware of their agreement to archive the article in cIRcle. The creator who fills out the form assumes license permissions responsibility on behalf of all co-creators. If the creator chooses to notify others affiliated with the paper, they may do so by inserting their e-mail addresses into the cc: field.</s>

* If an article already has a Creative Commons (CC) License and it is permissible to distribute freely in things like institutional repositories, it is still best practice to notify the creators that their work is now also accessible in cIRcle ('''Template 5''').
* For consistency, please use Calibri font, size 11, and Canadian spelling.
* Use custom links when referring to the DTES RAP so that the MRAi can track the portal's traffic (e.g., academic audiences vs. community-based audiences).
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation academic audiences].
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation community audiences].

=== Version Statements ===
Version statements help alert users what version of academic research they are reading (e.g., the preprint or postprint), as well as where they can find the published version of the article. As a general rule, Student Librarians apply the version statement to an item on behalf of creators. Even if the publisher does not require a version statement, it is very helpful to cIRcle to include one.

Some publishers will have a version statement template to apply to an article's submitted manuscript or accepted manuscript, and this can often be found in the publisher's open access policy or somewhere on their website.

However, most version statements follow a similar format, and Student Librarians can generally use the following format when applying a version statement:

''"This is the [pre-print/post-print] version of the following article: [full citation], which has been published in final form at [article DOI]. This article may be used for non-commercial purposes in accordance with [publisher names] Terms and Conditions for Use of Self-Archived Versions."''

Note: The inclusion of the last sentence will depend on the CC license of the individual journal. The most important part is the statement of the version and the full citation.

View an example of [https://dx.doi.org/10.14288/1.0394565 a MRAi-archived scholarly article with an amended version statement] in cIRcle.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|link=https://wiki.ubc.ca/File:079575-blue-white-pearl-icon-business-light-on.png|100x100px|Tip]]
|'''Tip:''' If the creator sends an incorrect version, you will need to follow up and provide clearer instruction on version types. If a creator uses the Item Submission form for an embargoed article, [mailto:circle.repository@ubc.ca please notify the cIRcle office immediately] to request the file be deleted.
|}
=== "Pursuing for cIRcle" Workflow ===
When an item has been identified as a good candidate for cIRcle, the Student Librarian can move through the following workflow:

'''1)''' '''Update the item entry.'''

Go to the item's entry in the [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] and change the text in the '''cIRcle Update''' column to "Pursuing for cIRcle."

'''2)''' '''Complete metadata for item(s).'''

Update other metadata fields for the item in the DTES RAP Workspace as needed. Past Student Librarians have found that completing the metadata for an item ''before'' pursuing it for cIRcle is helpful, especially since part of the self-archiving process with the creator/author may require sharing the metadata with them for their review and input. This is usually the case when working with community-generated materials, such as annual reports.

'''3) Add item and corresponding metadata to the "cIRcle Candidates" tab on the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker].'''

This tab includes RAP Unique Item Identifier, Citation, UBC-affiliated author, and MRAi Items Notes. The rest of the metadata columns on this tab are for cIRcle to fill out.

<s>'''3)''' '''Send a self-archiving request to the corresponding creator.'''</s>

<s>To initiate correspondence with the item's creator, use either '''Template 1A''' (for new contacts) or '''Template 1B''' (for existing contacts) to request participation in the DTES RAP. Be sure to also include the citation(s) for the item(s) that have been identified as candidates for cIRcle and the DTES RAP. If there is no response to this initial email within two to three weeks, the Student Librarian can send a follow-up email using '''Template 2'''.</s>

<s>A friendly reminder that any and all correspondence with a creator/author necessitates comprehensive documentation. The Student Librarian can use the '''Item Notes''' column in the DTES RAP Workspace to track ongoing communications with an item's creator/author as they advance through the "Pursuing for cIRcle" workflow process. However, it is more important that creator engagement is well-documented in the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=85QL72 Master List - Student Librarian Engagement Notes and Listserv Subscribers] so that this correspondence can be referred back to at future dates by present and future MRAi team members.</s>

<s>'''4)''' '''Prepare the cIRcle license and cIRcle submission folder; then, send the unsigned cIRcle license for the creator's review and signature.'''</s>

<s>When the creator responds to the self-archiving request and expresses that they are interested in participating with the DTES RAP, complete a [https://circle.ubc.ca/submissions/license-form/ cIRcle license] for the item(s) at hand, including citation(s), pre/post-print status(es), embargo period(s) and copyright owner(s). Populated cIRcle licenses that have been used in previous submissions to cIRcle can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=Yf4Si2 Teams > Collection Work > cIRcle Documents].</s>

<s></s>

<s>Next, ensure that there is a cIRcle submission folder ready for the item and its corresponding documents ([https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=zdiNgm Teams > Collection Work > cIRcle Documents > Submissions]). If the creator does not already have a designated cIRcle submission folder, create one using the naming convention "Last Name, First Name" (i.e., Cui, Zishan). For community organizations, please use the name of the organization (i.e., Carnegie Dance Troupe).</s>

<s>Each cIRcle submission folder should contain the following subfolders:</s>

* <s>'''Archived:''' Houses the unsigned cIRcle license, as well as documents for any of the creator's past submissions to cIRcle. This folder is for MRAi purposes only, and the intention behind it is to mitigate any possible confusion between current and past documents when any submissions are passed on to cIRcle staff.</s>
* <s>'''Files to be deposited:''' Houses the PDF or Word formats of the items that are being submitted to cIRcle for deposit. Use the naming convention "LastName_YYYY-MM-DD_##" (e.g., Cui_2023-02-24-01) for each item that will be submitted to cIRcle for deposit. The date used here should align with the date that the item is submitted to cIRcle. This helps distinguish between past cIRcle submissions for one creator that, after being successfully deposited to cIRcle, are held in the Archived folder. The "##" portion of the naming convention helps to distinguish between multiple submissions to cIRcle at one time. For instance, when researcher Michelle Cui submitted two articles to cIRcle, the [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Files%20to%20be%20deposited?csf=1&web=1&e=4dIk7I submissions] were distinguished from each other as Cui_2023-02-24-01 and Cui_2023-02-24-02.</s>
* <s>'''License & metadata:''' Houses the populated and signed cIRcle license for the creator, as well as any corresponding documents that the cIRcle staff will need to review alongside the license. Corresponding documents may include:</s>
** <s>'''Submission lists''' - A list of items being submitted to cIRcle. The creation of such a list is only necessary when the number of items and their relevant information (e.g., citations, copyright owners, permissible versions, etc.) exceeds the allotted corresponding space on the cIRcle license form. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/License%20%26%20metadata/Cui_Submissions_2023-02-24.docx?d=wf813d651b9314669a794a5a91e49e4b4&csf=1&web=1&e=K0eEIT an example of a submission list].</s>
** <s>'''Affiliation lists -''' A comprehensive list of affiliations for the item(s) being submitted to cIRcle. Like the submission list, an affiliation list is only necessary when the number of affiliations for an item/items exceeds the given space provided on the cIRcle license. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Argento,%20Elena/License%20%26%20metadata/Argento_Affiliations_2023-10-24.docx?d=w4132b9b452374dd58442aedbb3d07b4e&csf=1&web=1&e=sN2JOB an example of an affiliation list].</s>
** <s>'''Community Metadata Sheet -''' The metadata prepared for and reviewed by community organizations for their materials. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Watari/License%20%26%20metadata/Watari_Metadata_2023-11-30.docx?d=wbf264ccb6bcc44adb16174b8e965134e&csf=1&web=1&e=DqCfyg an example of a community metadata sheet]. A primer for the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets/Community%20Metadata%20Sheet.docx?d=w9df7942ce0c643a5b77b96f849c1379d&csf=1&web=1&e=jtxSUq Community Metadata Sheet], which should be sent to community organizations alongside any prepared metadata, can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets?csf=1&web=1&e=aebcwo Teams > Collection Work > cIRcle Documents > Metadata Sheets].</s>

<s>When the cIRcle license and the cIRcle submission folder are ready, send the populated (but unsigned) cIRcle license to the creator. Use '''Template 3''' to draft this email and attach a PDF version of the cIRcle license. Once this email has been sent, move the unsigned cIRcle license to the Archived folder in the creator's designated cIRcle submission folder.</s>

'''<s>5) Review the signed cIRcle license and the permissible version of the article.</s>'''

<s>When the creator returns the signed cIRcle license and passes along the permissible version of the article, review the signed license and the permissible article version to ensure that everything is complete and accurate. Because article versions can be difficult to parse and are not necessarily intuitive, it's not unusual for some back-and-forth emails between the Student Librarian and the creator to happen before the correct version of the article is secured.</s>

<s>When the correct permissible version for the article at hand have been secured, double-check whether [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#Version_Statements a version statement] is needed for the item ahead of its submission to cIRcle. If so, please apply the version statement at this stage.</s>

<s>Once the cIRcle license is completed/signed and the permissible version of the article is correct, then the documents are ready for submission to cIRcle. Ensure that the cIRcle submission folder for the creator has been updated to include the signed cIRcle license, the permissible version of the article, and any other corresponding documents.</s>

'''<s>6) Submit the item to cIRcle.</s>'''

<s>Follow the same steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#The Submission Process|submission process]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.</s>

'''4) Monitor rapTracker and MRAi inbox for notification from cIRcle when the item is published.'''

cIRcle will either publish the item in UBC Open Collections or not, due to ineligibility or at the creator's request.

'''5) Upload the item to the DTES RAP.'''

When the item has been successfully deposited to cIRcle, a persistent URI for the item (e.g., http://hdl.handle.net/1974/26685) will be provided either in the rapTracker or through an email notification from cIRcle (usually the cIRcle Specialist). Review the cIRcle entry for the item to ensure that the metadata is correct, especially as this information will auto-populate the item's record in the DTES RAP.

Using the cIRcle DOI for the item, create an item record for the item in the DTES RAP. Follow the steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#RAP Items|Creating Item Records]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Making Changes to the RAP|Making Changes to the DTES RAP]] section.

'''6) If the item is not selected for cIRcle, add it to DTES RAP anyway.'''

In cases where cIRcle does not publish the item, either due to ineligibility or at the creator's request, the item should still be uploaded to the DTES RAP. Even though it will not have a link to UBC Collections, the link to the original article should be used.

'''7) Notify the creator.'''

When this new item record has been published to the DTES RAP, notify the creator. Draft an email to the creator using '''Template 4'''.

= Selecting Content for cIRcle's Consideration =

=== The Process ===

* Items with a UBC affiliation are within scope for cIRcle and can be pursued for inclusion.
* Items that the MRAi Student Librarian chooses to pursue for cIRcle are added to the rapTracker document under the tab, cIRcle Candidates.
* <s>The MRAi Student Librarian ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). Articles which already have a Creative Commons license must have the terms appear on the resource or be included in the body of the email.</s>
* <s>The MRAi Student Librarian collects the correct version of the article, and where applicable, a completed cIRcle license to the MRAi Sharepoint folder and ensures the cIRcle Specialist has access.</s>
* <s>The MRAi Student Librarian emails the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca with a link to the appropriate Sharepoint folder to notify them that a submission is ready.</s>
* <s>The cIRcle Specialist reviews the material and, where necessary, follows up with the MRAi Student Librarian if there are questions or need for clarification.</s>
* <s>The cIRcle Specialist submits the content according to the cIRcle Submitter Guidelines (internal documentation) and the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].</s>
* The cIRcle Specialist notifies the [http://mailto:mrai.info@ubc.ca/ MRAi Student Librarian] by e-mail once the content is available in cIRcle. The notification will include the URI for the content. '''???'''
* The MRAi Student Librarian adds the new cIRcle item to the DTES RAP and notifies the content creator that the work is now available there; as well as updates the master rapTracker excel spreadsheet to indicate the circle is now effectively closed, pun intended.

To ensure that an item is eligible for cIRcle inclusion and that you have followed all the steps, see the checklist at the bottom of this page. Please submit any questions about the cIRcle deposit workflow to the cIRcle Office listserv circle.repository@ubc.ca.

=== Community Metadata Template ===

* You can use the metadata template when engaging with community organizations and uploading their items to the RAP. The template explains the fields and details that we include and the purpose of metadata. Using this template, we provide a clear outline of the proposed metadata for their items; this is then sent to the community organization for their review and approval before sending either to cIRcle or uploading to the RAP.
*''Tip: use a red font or add additional comments to draw attention to certain fields that require feedback.''
*'''Attention:''' While cIRcle and the RAP are connected, they use some of the fields differently from the RAP (namely the creator/contributor). Eg. cIRcle doesn't use the contributor field in the same way as the RAP, so when a community produced item has multiple individuals as both creators and contributors, we ask the cIRcle staff to leave these fields blank when they are uploading the items so that we can differentiate between the two fields when we upload the item to the RAP. It's not perfect, but it's working! Additionally, you might come across some discrepancies in how the contributor field is used. This is largely due to capacity issues as it can take a substantial amount of time to manually enter each name. You will see that for certain items which have a significant amount of contributors, we decided to included those names in the description field, rather than add them individually to the contributor fields. This is largely done on a case by case basis however, and tends to be for more publicly accessible documents by large organizations, rather than community based organizations. For the latter, we do prioritize including the individual contributors, regardless of the time it takes to enter each name separately.

=== <s>ASTU 100 Infographic Submission Process [This workflow is under review in 2025 to adjust for the Kx TLEF grant-funded expansion of the project].</s> ===

* <s>To submit the new batch of ASTU 100 infographics to cIRcle there are a few steps we must take.</s>
* <s>Reference the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/ASTU%20100%20Project/ASTU%20100%20Workflow.docx?d=w90a7a3112cb947678fdfa17c023782d1&csf=1&web=1&e=3aSael 2023 Workflow document] to ensure that each step is completed properly.</s>

=== SHARE Project Infographic Submission Process ===

* To successfully add new SHARE Project infographics to the DTES RAP, there are a few steps we must take involving cIRcle.
* Reference the cIRcle & DTES RAP Deposit Workflow: MRAi Kx Infographics (2025-26) '''[add link]''' to ensure that each step is completed properly.

=== <s>Submission Confirmation E-mail Template</s> ===
'''''<s>Note: Once cIRcle has provided the URI and the Student Librarian has added the item to the DTES RAP, send this email our KX TLEF student contact to notify creators.</s>'''''

=== Updating the Tracking Spreadsheet ===
Once the URI has been received, the MRAi Student Librarian updates the rapTracker:

* Change the article's '''Action Status''' to "Complete" and update the cIRcle Update to "MRAi Archived."
* Copy and paste the '''cIRcle URI''' to the correct column.
* In the '''Items Notes''' field, make a final dated entry confirming the article has been archived in cIRcle.

==== Checklist ====
{| cellpadding="2" cellspacing="0" border="1"
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet repository [[Documentation:MRAi cIRcle Submission Workflow#Selecting Materials for MRAi: Our Criteria| Material Criteria]]?
|-
! scope="row”" |      
|Which version of the article is permissible to submit?
|-
!Yes/No
|Is a creator affiliated with UBC?
|-
! scope="row”" |   Yes/No   
|Do you have access to it?
|-
! scope="row”" |   Yes/No   
|Does the article version require any special permissions?
|-
! scope="row”" |   
|        If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)
|-
! scope="row”" |   Yes/No   
|<s>Do you have a copy of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the creator or does the article already have a Creative Commons license?</s>
|-
!   Yes/No   
|<s>Have you forwarded a copy of the article to the cIRcle Office at circle.repository@ubc.ca?</s>
|-
!Yes/No
|Have you added the item and metadata to the rapTracker document under cIRcle Candidates?
|-
!   Yes/No   
|If the article has been archived in cIRcle and added to the DTES RAP, have you notified the creator and updated relevant tracking spreadsheet(s)?
|}

= <s>Tracking and Adding the Downtown Eastside Geo-Tag</s> =

=== <s>During the Submission Process</s> ===
<s>During the submission process, the cIRcle Specialist should ensure the following LC Authority geo-tag is added to the Geographic Location field exactly as rendered here: '''''Downtown-Eastside (Vancouver, B.C.)'''''</s>

=== <s>For Items Already Added to cIRcle</s> ===
<s>Items already ingested or added into cIRcle (e.g. Electronic Theses and Dissertations (ETDs), BioMed Central (BMC) articles) and (Multidisciplinary Publishing Institute)MDPI that fit MRAi criteria for inclusion also require the geo-tag.</s>

* <s>The MRAi Student Librarian is responsible for identifying items that need the geo-tag and placing them in the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geo-tag Remediation Tab] sheet within the rapTracker. The MRAi Student Librarian should refer to the [[Documentation:MRAi cIRcle Submission Workflow#Representational Output| Representational Output criteria]] and use their discretion when determining which items are appropriate for inclusion. To find items, you will search '''IN''' the cIRcle database use similar search terms to those of alerts, like “Vancouver” AND “Downtown Eastside” to scan the existing collection to find any outliers that do not already have the required geotag.</s>
* <s>The cIRcle Specialist is responsible for checking the tracking document for new content at the beginning of each month. Using the provided URI, she will update the cIRcle item record with the geo-tags to any newly-identified items. She will update the "Geo tag added Y/N?" column from an "N" to a "Y" to confirm the task is complete.</s>

= Adding Researchers to the Directory and Projects Pages =
[[File:MRAiProjectsDirectoryWorkflow.jpg|center|thumb|600x600px|Workflow for adding researchers to projects and directory pages]]

These functions are currently performed by the CBR Assistant.

* Consult with Community-Based Research Coordinator and other team members to identify priority researchers to contact
* Once you identify a researcher, refer to the RAP Creators Tracker to see if researcher has already been added.
** If the researcher has not been added, add them.
** If the researcher has been added, check to see if anyone has contacted the researcher by looking at Column H, "Creator Engagement notes."
**'''Tip:''' If needed, search MRAi inbox for additional details about recent contact.
* Email the researcher. Note: all email templates are housed in a shared folder. Modify them as needed to add a personal touch and / or address recent engagement between the researcher and the MRAi.
** You will first send an initial contact email to see if the researcher is interested.
*** If they don't respond, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they express interest, send a follow-up email (see next section).
** Send a followup email with a unique Qualtrics link (see [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Qualtrics Qualtrics] section).
*** If they do not respond to the survey, send an email in two weeks to remind them. If they do not respond after the second reminder, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they respond to the survey, input their information to the portal.
***'''Tip''': When you send the survey link, set a Task in Outlook to contact the researcher in two weeks if they do not respond to the survey.
* Input researcher's information to the portal.
** See [[Sandbox:Student Librarian Orientation#Qualtrics|Qualtrics]] for information about how to export information, and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance on how to input information to the RAP.
* Thank the researcher using the email template.
** Be sure to add a link to their specific projects pages.
**'''Tip''': Set a Task in Outlook to contact the researcher a year from when you input their information. Even if you are no longer in the position, you can assign these to the incoming student staff member.
* Annual followup
** One year after a given researcher was added to the portal, email them using the annual researcher check-in template.

= Tools & Key Documents =

== MRAi E-mail Account ==

=== Intended use ===
The MRAi mailbox ([mailto:mrai.info@ubc.ca mrai.info@ubc.ca]) is intended for "official correspondence." Please use this address when communicating with researchers, scholars, representatives from neighborhood organizations, and cIRcle Operations. This mailbox also receives regular search alerts from bibliographic databases (like Google Scholar and Read QxMD) that point to newly-published research on the DTES. These get sorted into their respective sub-folders and are reviewed for inclusion in the RAP Workspace at least once/month. In 2020, the inbox was renamed "Learning Exchange-UBC Library MRAi" and the UBC crest was added as the profile picture.

Note: In general, use first and last names when answering contact form emails and avoid assuming pronouns.

=== Linking to the DTES RAP ===
When linking to the DTES RAP in messages, use the correct trackable link.

For academic audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

For community organization audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

=== Switching between e-mail addresses in Outlook ===
When sending an e-mail, note the address in the '''From:''' field. If sending an e-mail to a researcher, organizational representative, or cIRcle Operations, be sure to use the dropdown on the '''From:''' button to switch from your "personal" UBC account to the MRAi account. This is a shared email.

=== Folders ===
'''@in_RapTracker'''

* What this is for

'''Alerts—Google Scholar'''
* Sort incoming search alerts from Google Scholar into this folder.
'''Alerts—Mendeley'''
* Sort incoming search alerts from Mendeley into this folder.

'''Alerts—READ by QxMD'''
* Sort incoming search alerts from QxMD into this folder.

'''ASTU'''

* Sort correspondence related to the ASTU 100 infographics project into this folder.

'''cIRcle Communications'''
* Place e-mails to and from cIRcle Operations (except notifications for successful cIRcle deposits) into this folder.
'''Completed List-serv Requests'''

* Once requests to be added to the list-serv have been processed, move them from the general inbox into this folder.

'''Inquiries from Other Institutions'''

* Sort correspondence with other institutions reaching out to learn about MRAi structure / processes / mission, etc., into this folder.

'''MRAi Creator Responses'''
* If a scholar/creator responds to your initial contact e-mail, sort the response into this folder.

'''MRAi Deposits'''
* Place all cIRcle Operations notifications for successful article deposits into this folder.

'''MRAi Licenses'''
* Place all automated notices for successfully submitted cIRcle licenses into this folder.

'''MRAi Permissions'''
* Place MRAi's requests to creators to have their projects hosted on the DTES RAP Project page into this folder.
'''MRAi Project & Directory Correspondence'''

* Sort all correspondence related to inclusion on the projects and directory pages into this folder.

'''MRAi Requests to Creators'''
* Place your initial requests to scholars/creators into this folder.
'''Publisher Communications'''
* Place e-mails to and from academic publishers into this folder.
'''RAP Contact Form'''

* Sort correspondence related to contact requests submitted via the site's contact form into this folder.

'''RAP Suggested Items'''
* Processed 'Suggested Items' are filed to this folder when complete/entered into our tracking system.
'''Rap WordPress'''

* For correspondence related to modifications to the WordPress.

'''Soft Launch Email Responses (Semi-Active)'''

* Houses email responses sent in reply to soft launch email from March 2021, unlikely that there will be anything to add.

'''Work General'''
* If an e-mail does not fit into any of the categories above but should be saved, move it to this folder. If there's a need to add new folders please discuss with Aleha.

== rapTracker ==

=== Overview ===
This is your mainframe, your best friend, where the magic happens! It keeps track of the ins and outs of the RAP, cIRcle, creators, and is a convenient way for everyone involved to get a quick snapshot of the collection at any given moment. In other words, the '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker]''' is a restricted spreadsheet that describes items in the MRAi collection. The fields in the rapTracker follow the initiative's [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit?usp=sharing '''Metadata Schema''']. The rapTracker was originally designed to help MRAi develop comprehensive and consistent item metadata in anticipation of the DTES RAP's launch, and to make it easier for the data to be imported to the RAP in bulk. Going forward, it should continue to be used in order to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP.

While it looks intimidating at first, it’s a pretty accessible space to be able to work with the metadata and get it ready for uploading into its respective interfaces, like the RAP or cIRcle. It’s also a space where you can leave notes for future GAA’s or other relevant parties about issues that have arisen, if anything is resolved, if items are ready for launching on the RAP, and so forth. Notes in a rapTacker item also connect with the [https://3.basecamp.com/3203619/buckets/9198328/cloud_files/3709983619 '''DTES Creators tracking spreadsheet on OneDrive'''], to keep track of what notifications were sent to whom by which team member and when.

'''Sample tasks that the rapTracker is currently used for:'''

# Tracking details of items that will be added to RAP and/or CIRcle
# Tracking metadata
# Status updates for individual items

More info is available at the [[Documentation:MRAi DTES RAP Metadata Style Guide#The rapTracker|Metadata Style Guide]].

As of November 2021, a [https://3.basecamp.com/3203619/buckets/9198328/google_documents/4362707655 RAP Workspace] was added to allow for a more streamlined look at the ‘In progress’ and ‘attention items’ without all the ‘complete’ items on the same sheet, which can get confusing and cluttered. Here the student will enter all the relevant metadata and follow the subsequent correspondence tasks, and then move the line over to the official RAP tracker once it can be considered complete. It is a low-stakes environment to get a good handle on the way the tracker and the overall MRAi role operates.

=== Tabs in the rapTracker <s>& Geotagging</s> ===
'''Items Descriptions'''
* Item descriptions derived from all items in all stages of processing. As of April 2021, it includes every item on the list, whether or not they have been archived to cIRcle.
'''cIRcle Candidates'''

* Items added on this tab are eligible for cIRcle inclusion and are being reviewed by the cIRcle team. The columns labeled in grey are filled out by the MRAi Student Librarian, and the columns labeled in yellow are filled out by the cIRcle team.

'''Other IR OA Candidates'''

* Items added on this tab are not eligible for cIRcle because they do not have a UBC affiliation, but it is possible for them to become Open Access in an alternate institutional repository. Both the MRAi Student Librarian and cIRcle team can contribute to the metadata columns in this tab.

'''Summary'''

* This tab includes numerical statistics for the rapTracker.

'''<s>Index and Match</s>'''

* <s>Once all metadata fields are complete, use this tab when creating an object in the DTES RAP.</s>

'''<s>Geotag Remediation Tab</s>'''

<s>cIRcle marks items in the repository that have been identified as part of the MRAi collection with a Geographic Location tag:</s>
*'''''<s>Downtown-Eastside (Vancouver, B.C.)</s>'''''
<s>cIRcle also archives a great deal of items as part of its regular, non-MRAi-related workflows. Some of these items must later be discovered and identified by the Student Librarian as candidates for inclusion in the MRAi collection. The two types of items that are most commonly retroactively identified as part of the MRAi collection are</s>
# <s>Theses and dissertations that include research on and discourse about the DTES;</s>
# <s>Open Access scholarly articles from the publisher BioMed Central that have been set up for automatic ingestion to cIRcle.</s>
<s>The '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geotag Remediation Tab]''' tracks cIRcle Specialist's addition of the '''''Downtown-Eastside (Vancouver, B.C.)''''' Geographic Location tag to items that the MRAi Student Librarian has flagged.</s>
* <s>The Student Librarian adds the item's title, creator(s), and the corresponding cIRcle URI to the appropriate place in the sheet (arranged in alphabetical order by first creator's surname).</s>
** <s>The Student Librarian must also make an entry for this item in the Tracking tab.</s>
* <s>The Student Librarian indicates in the '''Source''' column whether the item is ETD (Electronic Thesis/Dissertation), BMC (BioMed Central article), or Other (any item not fitting into the first two categories, including Graduate Projects).</s>
* <s>The Student Librarian places an "N" in the '''Geotag added?''' column to indicate to cIRcle Specialist that the item needs the geotag.</s>
* <s>The cIRcle Specialist, who checks the document periodically for updates, adds the geotag to the item and changes the "N" in '''Geotag added?''' to a "Y."</s>
* <s>To complete the workflow, the Student Librarian places an "Y or N" in the last column "Uploaded to the Rap" and once done notifies creators.</s>
'''<s>Tips for finding items in cIRcle as candidates for Geotag</s>'''

* <s>Start by using the '''advanced Search''' [https://open.library.ubc.ca/search/advanced<nowiki>]. </nowiki></s>
* <s>Try '''exact phrase''' searches but include synonyms for the geo-tag (DTES, Downtown Eastside, Downtown East Side, etc.)</s>
* <s>For the most comprehensive search search in '''all fields for more precise search limit to Descriptions''' (but we aware that not all items have descriptions/abstract in cIRcle).</s>
* <s>Ensure '''cIRcle''' is checked as the '''source repository'''</s>
* <s>Apply the '''NOT''' limiter and the '''geographic location''' ['''''Downtown-Eastside (Vancouver, B.C.)]''''' field to omit anything we’ve already geo-tagged</s>
* <s>See screenshot of sample search: [[:File:DTES geo-tag search 2021-07.png]]</s>

=== Entering Metadata into the rapTracker ===
When ascribing metadata to an item, consider the intention of the item was created with and consult the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] and [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit#gid=145969972 Metadata Schema.]
* The item entries in the rapTracker are placed in order by unique item identifier and then their citation. At the beginning this list was organized alphabetically, but as the collection grew, this became unsustainable and it is now only sorted by date and item identifier. These variables are combined as one single number and follow a formula of: the date and the number of item(s) added that day. For example, an item added on January 11, 2022 would be written as 2022-01-11-001. The date (in green) is written first, followed by the item number (in bold). If you add any other items to the tracker that day, they would be written as 2022-01-11-002, 2022-01-11-003, and so forth. Any item added the next day would be written as 2022-01-12-001. All new items are added at the bottom of the tracker, which allows for a quick and clear visual on how many new items need to be addressed.In cases where the first creator has multiple entries where they are listed as first creator:
** In cases where the first creator has multiple entries where they are listed as first creator:
*** If the creator has items they creatored alone, list those first.
*** Then list items they have co-creatored, putting them in alphabetical order by the second creator's last name.
* Make a blank row:
** Click on the row number that will be above or below the one you want to insert in the document.
** Right-click and select "Insert 1 above" (if you have highlighted the row below the one you are about to insert) or "Insert 1 below" (if you have highlighted the row above the one you are about to insert).
* Create a [[Documentation:MRAi DTES RAP Metadata Style Guide#Unique Item Identifier|unique item identifier.]]
* In the [[Documentation:MRAi DTES RAP Metadata Style Guide#Citation|citation]] field, write out a complete citation of the item (APA has typically been the standard).
* When entering information into the rest of the fields, refer to the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] for further guidance.
=== Filters ===
The rapTracker has five default Filter Views that correspond to the Access Status'. Use the Filter dropdown arrow (the one next to the "funnel" button on the Google Sheets toolbar) to pull up these Filter Views.

These filters are used to isolate sets of items by their statuses. For example, if you only want to look at the items that are awaiting action, you can click Action Required and the sheet will filter out items belonging to other statuses. To turn the filter off, click the Filter dropdown arrow again and choose '''None'''.

'''Do not''' make changes to the document while a filter is on. In the past, this has led to issues around information being overwritten or not properly saved. Turn off the filter first, and then make the changes. If you have suggestions for how to improve this document please discuss with Aleha before making any changes.

== DTES RAP Creators Tracking ==
This is the sister spreadsheet of the rapTracker. It is restricted and kept on Teams. It is used to track who and when we contact creators that are published on the DTES RAP.

Before contacting a creator, check this spreadsheet and the MRAi inbox for previous communications, so you can tailor your communications better.

== Unpaywall ==

=== Overview ===
The [https://unpaywall.org/products/extension '''Unpaywall browser extension'''] is a helpful tool for finding open access versions of articles. Unpaywall [https://unpaywall.org/sources '''uses both existing indexes and manual tracking'''] to point to open access versions of scholarly resources.

When you browse a resource on a publisher website, the Unpaywall extension tab on the right side of your screen displays different colours to indicate whether or not it has found an open access version of the resource. If the tab is coloured green, gold, or bronze, you can click it to access a version of the item. Some '''''(but not all)''''' versions of an item that are discoverable through Unpaywall are eligible for inclusion on the DTES RAP.

=== OA colours ===
* A '''green''' Unpaywall tab indicates that a version of the item has been self-archived to an OA repository. These items are licensed for sharing and reuse.
* A '''gold''' tab indicates that the open access item was published by the publisher. These items are licensed for sharing and reuse.
* A '''bronze''' tab indicates that the item was previously limited to subscribers, but has since been released for reading (typically after an embargo period). Items with a bronze Unpaywall tab typically have restrictions on reuse and sharing, so it is best to avoid sharing these versions of the items on the DTES RAP.
* A '''grey''' tab indicates that Unpaywall could not find an OA version of the article.

== Setting Up New Search Alerts ==
A search alert is a search string crafted for a specific database that, once saved, will e-mail an alert when new content meeting the criteria is added to that database. This step will describe generally how to pick databases, craft a search string, and set up a search alert.

#'''Selecting Databases:''' Select databases relevant to subject fields you want to target. You may want to focus on journals that have published a lot of UBC faculty work over the past few years. You might also want to consider focusing on journals that you know have good open access policies. For more information, see [[Sandbox:Making Research Accessible Publications Workflow#Checking Copyright Permissions|Checking Copyright Permissions]]. You can check [http://www.scimagojr.com/journalrank.php?area=0&category=0&country=CA&year=2014&order=tc&min=5&min_type=cdg Scientific Journal Rankings] for journal ideas to narrow your search. We recommend looking in at least two large databases; however, include as many databases as are necessary to cover the field in question.
#'''Crafting a Search String:''' Create a search string using the search box in your selected database. Make a search string that returns relevant content by UBC faculty contributors within your subject area (in this case, "Downtown Eastside" and "DTES" would be two standard terms). Narrow this by applying an affiliation parameter and/or a proximity operator to the string, if possible. The parameters and operators are often database specific and will likely be defined by the database. Further target the search by combining an affiliation search with subject specific terms relevant to the field you wish to search. Many databases have their own specific terms to narrow results. This search will return a smaller number of items relevant to your subject.
#'''Setting up Alerts:''' When satisfied with the amount of relevant results returned in the search string, save the search and/or set up a search alert. The terminology is often database specific, but a link or icon saying "save search" or "create search alert" is usually found in the header or sidebar of the page. Follow instructions to create or log in to an account. Make sure to use the mrai.info@ubc.ca e-mail address when creating your account. Most databases have a “frequency” setting for search alerts. This will set up e-mail alerts for any new results on a query at a specific time. It is recommended you set the frequency alerts to once per week.

== DTES RAP Pages ==
The Downtown Eastside Research Access Portal ([https://dtesresearchaccess.ubc.ca/ DTES RAP]) makes resources about Vancouver’s Downtown Eastside (DTES) more accessible and easier to discover. It was developed as part of the Making Research Accessible initiative (MRAi). Below are brief descriptions of each of the pages on the portal.

=== Topics ===
This page contains a list of topic tags that users can click on to navigate the portal. The terms for the topic tags were developed to not just reflect what is present in the portal, but to also highlight topics that are of interest to community residents. These topic tags are not imagined to be static, and can be added to or changed over time.

=== Search ===
This page allows users of the portal to identify and access academic materials such as scholarly articles and research summaries, as well as community materials such as reports, historical documents, and more. Note you can do an advanced search and limit results to open access only with the checkbox.

=== Directory ===
The directory identifies academic researchers and students who DTES community members and organizations could contact about research in the DTES. The current iteration of the site prioritizes UBC researchers. The directory was created in response to community members who identified not knowing or not being about to contact people who research in the DTES, and is designed to facilitate making those connections easier. In keeping with the values of the MRAi, only researchers who have given their permission to have their name and contact information on the site are included.

=== Projects ===
The projects page lists active or archived research projects that are happening or have happened in the DTES. This page was created in response to community members and organizations who wanted more knowledge about what research is happening in their neighborhood. In keeping with the values of the MRAi, only projects where the primary researchers have given their permission to have their research featured on the site are included.

=== Resources ===
The portal seeks to change the negative impacts of extractive ways of doing research by encouraging a more engaged and collaborative culture of knowledge exchange. This page provides links and brief descriptions of resources that have been identified as helpful for those interested in campus-community collaboration. Included in the resources are materials about making research more accessible, doing ethical and community-based research, using research for the public good, and planning a research partnership.

=== About ===
The About Page introduces the purpose and goals of the DTES RAP and the MRAi. It provides a brief history of the project, and is intended to be a jumping-off point for users to understand what they could use the portal for, what they will find on the portal, and how they might participate in the project.

=== News ===
The blog posts offer an opportunity to highlight different portions of the portal and make them easier for users to discover. For example, in one of the focus groups in user-testing the portal in 2019, participants identified wanting to use the portal to see different types of community-based research projects. While our tagging system does not currently have the ability to easily identify projects that use those methods in the search engine, a blog post could identify several research items available in the portal that do use these methods, making them more visible for users.

=== Contact ===
The contact page has a form where users can submit requests and recommend resources, and researchers can ask to be added to the directory or projects pages.

=== Help ===
The Help Page provides tips and tutorials for how to use the DTES RAP. This is imagined as a page users will go to for technical assistance in navigating the portal. In the future, we hope to add gifs and videos on this page.

== DTES RAP Content Style Guide ==
Currently, a [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit#heading=h.6jz5j6euppp MRAi Content & Style Guide] is in development by Nick Ubels. Consult as needed.

== DTES RAP Admin Panel ==
The DTES RAP Admin Panel is the RAP's content management system. The Student Librarians and Community-Based Research Assistant use the Admin Panel to create, edit, or delete information that displays on the RAP website, including:
* Item-level metadata entries,
* Controlled vocabularies (CVs) and their terms,
* Researcher entries for the RAP's Directory,
* Project entries for the RAP Projects Page,
* Blog content,
* Static text and photo content.
The DTES RAP Admin Panel has two different interfaces:
* [https://dtesresearchaccess.ubc.ca/admin '''RAP Admin Tools Panel'''] (Handles items, CVs, researcher directory, projects)
* [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] (Handles blog posts and certain static content)
Both require an authenticated Campus-Wide Login to access.

== Making Changes to the RAP ==

=== RAP Items ===
'''Adding Items'''
* First, get all your necessary tabs open to make the process as seamless as possible, this includes the: RAP Admin Tools Panel, the RAPtracker or Workspace, and the article you are adding. The rapTracker has a built-in “Index and Match” feature that will make adding objects a little easier. You simply need to copy the unique object identifier from the main Item Description page and then go into the Index and Match tab at the bottom of the excel sheet. Here you will copy and paste the unique object identifier into Column B, line 2 and all the information will auto populate. It’s the same info as is found in the Item description tab, just in an easier to read format. Alternatively, scroll across the columns to find the necessary details to add to the RAP. It is up to you and your preference!
* Now back to adding an item: In the RAP Admin Tools Panel, scroll down slightly to the '''Add/Edit Objects''' heading and click '''“Add new object”''' button.
* You should now be in the '''New Object''' menu. Copy and paste the '''''Primary Source URL''''' and '''''Primary Source Description''''' information from the Item Description List item record.
* '''Tips for Primary URLs:'''
** Make sure the primary source URL starts with http:// or https://. Example: https://www.linkvan.ca/about Once finished, click '''Set Source'''.
** Once the Primary URL is set, more fields should appear. Please note Primary URLs cannot be edited after the item has been published.
** For items that are hosted with UBC Library (e.g., cIRcle/Open Collections, UBC catalogue and therefor pull metadata from the original hosted sources it is important to note for our backend harvester to update these items nightly from OC and Voyager, the URLs should be in the formats below;
{| class="wikitable"
|'''Source'''
|'''Format'''
|'''For Example'''
|-
|OC
|<nowiki>https://dx.doi.org/10.14288/*</nowiki>
|<nowiki>https://dx.doi.org/10.14288/1.0223647</nowiki>
|-
|Voyager
|<nowiki>http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=*</nowiki>
|
|}
* To add a Secondary URL, click '''Add Source'''. A box with fields very similar to the Primary URL fields will appear.
*'''''Title''''', '''''Alt Title''''', '''''Serial Title''''', '''''Publication Date''''', '''''Description''''', and '''''Collection''''' are plain-text entry fields. Copy and paste the appropriate metadata from the Item Description List record to these fields. ''NOTE:'' the Collection is always the DTES.
*'''Creator(s), Contributor(s), Subject(s), and Language''' are "Click to Add" fields. This just means that if you do not “click to add”, then what you have entered will not be saved. In the Item Description List fields on the RAPtracker or Workspace, we differentiate the individual '''Creator(s), Contributor(s), and Subject(s)''' information for a given record with semicolons. On the RAP however, each creator(s), contributor(s), and subject(s) are entered as separate fields. So it takes a little bit of time and some copy/paste action, but it becomes second nature once you get the hang of it. Using ‘creator(s)’ as an example, the easiest way to enter all the necessary information in the RAP is to copy the entire creator list from the RAPtracker and then paste all the names into the creator field line on the RAP and press “Click to add”. Once you have added one field, the option to add more will then appear below. From there, just copy and paste each individual name into a new line and click to add, until you have gone through all the names. Be sure to delete the names from the original line as you go as well so you end up with a list of individual names in each field. The same process applies for the contributor(s) and subject(s) as well.
*'''''Access''''' is a dropdown field. Click the arrow and choose the option that matches the Access entry in the Item Description List record.
*'''''Projects''''', '''''Topics''''', '''''Affiliations''''', '''''Categories''''', '''''Genres''''', and '''''Types''''' are checkbox fields. For these fields, consult the Item Description List record and choose the Admin Panel checkbox options that match.
*'''''TIP:''''' The Affiliations field has grown extensively, so the easiest way to enter the information here is to search for the specific affiliation, check the box, and continue searching from there. You will not be able to see the entire list but once you have clicked the box, you can rest assured that the information is stored. If you do not see the affiliation listed, then you will have to add it by editing the ‘affiliations’ controlled vocabulary. See below for a detailed breakdown of how to do this.
* Items can be refer to other items. To make your item '''Refer To''' another item already in the RAP, you will need the other item's Object ID.
** The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
** The string after "[https://dtesresearchaccess.ubc.ca/admin https://dtesresearchaccess.ubc.ca/object/]" in the URL is the Object ID. It can begin with "ext." or "oc."
** Copy the string, paste it into the '''Refer To''' field for your new item, and click '''Add reference'''. Repeat if you want the new item to refer to more RAP items.

* When finished with all of the fields and satisfied with the results, click '''Publish'''. If you do not want the new item record to show up on the front end yet, click '''Save as Draft''' instead. If publishing sounds a bit intimidating, don’t worry if you think you have made a mistake or need to fix something, you can always edit an item once you have published it on the RAP.
'''Editing Items'''
* You can edit an existing item in two ways.
*# If you already know the item's Object ID, you can enter it into the '''Edit Object''' box on the main Admin Panel.
*# While signed into the Admin Panel, you can look for the item using the '''Search''' feature in the top nav, navigate to its page, and click the '''Edit Object''' button in the top left corner of the item record.
'''Deleting Items'''
* In the Item Editing Panel, there is a '''Delete''' button in the bottom-left. When you click it, a warning will display: ''Are you sure you want to delete this? The data cannot be recovered.'' To confirm, click '''Delete'''. To go back, click '''Cancel.'''
'''Adding research summaries'''
# Check if the original article is in rapTracker and is published on the DTES RAP (Search for title of the original article or creators)
# If not, add the original article to rapTracker and DTES RAP (this will help you generate the same metadata for the summary).
# Create an APA citation for the summary.
# In the rapTracker, insert a new row next to the original article, using the summary citation.
# Copy the applicable metadata from the original article, for example, subjects, topics, affiliations will remain the same.
## Note: For the summary, the creator is the creator/organisation that created the summary, under ‘contributors’, put the creators of the original article.
## Note for cIRcle items, creator first names may become initials, for example, “Wood, Evan” becomes “Wood, E.” In this case, follow cIRcle’s convention in the metadata of the summary. For more information, consult the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
# Add summary to DTES RAP.
## When the object is published on the RAP, it generates an Object ID under “Linked Objects” and “Refers To.” This is the Object ID of the item you added to the RAP (example: ext.6224).
## Copy this Object ID and add it to the rapTracker field under “RAP ID refers to.” This indicates that it has been published on the RAP and can be found by searching for this number.
# Cross-reference the summary to the original article.
## Find the Object ID of the original article
### The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
### The string after "<nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>" in the URL is the Object ID. It can begin with "ext." or "oc."
### Copy the Object ID of the original article and paste it in the summary’s rapTracker row under “RAP ID” for your new item.
# Return to the item in Wordpress and “edit object”
## Remember to click Add reference. Repeat if you want the new item to refer to more RAP items.
# In the rapTracker field “refers to DTES RAP ID”, add the object identifier number that was generated in “refers to” under Linked Objects in Wordpress Admin.
# Check how it looks on the RAP and check the links are correct

=== Controlled Vocabularies ===
'''Editing Controlled Vocabularies'''
* In the RAP Admin Tools Panel, scroll down to '''Manage Controlled Vocabularies'''. You will see a dropdown box with eight different controlled vocabularies: ''Access, Category, Expertise, Genre, Affiliation, Project_status, Topic,'' and ''Type.''
* Each correspond to a particular field in either RAP item records, researcher directory records, or project records.
* From the dropdown, choose which controlled vocabulary you want to edit and click '''Edit Vocabulary'''.
* For example, when '''Topic''' is chosen, you will be taken to a page with a list of Topic Terms.
'''Adding Terms Within a Controlled Vocabulary'''
* Scroll past the list of terms to the bottom of the page. Click '''Add a Term'''.
* Give your term a descriptive '''Label''' (required) and a '''Definition''' (optional). '''Label''' is public facing. '''Definition''' is not. Use the '''Definition''' field for scope notes and LC Name Authority Notes.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Editing Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a white '''Edit''' button. Click it to change the term's '''''Label''''' and/or '''''Definition'''''.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Deleting Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a dark blue '''Delete''' button (just below the white '''Edit''' button).
* A confirmation box will appear. If you want to delete the term, click '''Delete''' again. Otherwise, click '''Cancel'''.
* If an item is tagged with the term, the system will not allow you to delete it. It will tell you which object IDs are tagged with the term. If you still want to delete the term, you will have to untag each item first.

=== Directory of Researchers ===
'''Adding a New Researcher'''
* Under the '''Add/Edit Researcher''' header, click '''Add New Researcher'''.
* '''First Name''' and '''Last Name''' are mandatory text entries.
* '''Title''', '''Institution''', '''Faculty''', '''Department''', and '''Description''' are all optional text entries. If you do not have any information for any one of these fields, leave the field blank.
* '''UBC Faculty Profile, Phone''', '''Email''', '''URL''', and '''Twitter''' are are all optional "Click to Add" fields. If you do not have any information for any one of these fields, leave the field blank. If you do have information, type one entry in the field and then '''Click to Add''' to save that entry. If you have another entry for the field (for example, if the researcher has two e-mail addresses and you have already entered one), repeat the process. If you need to remove or relocate information from one field to another, make sure to delete the text input and then click the button to '''Remove''' the information.
** If a researcher provides you with any links to a personal profile on a University faculty profile site or institutional profile, etc., add this link in the "UBC Faculty Profile" field, followed by ", See FirstName's [description of profile]" to show a description of the link on the profile page. '''Example''': Entering Joey McJoerson's CDC profile into the "UBC Faculty Profile" field, input: www.yourcdc.ca/Joey-McJoerson, See Joey's CDC profile
** If a researcher provides you with a Twitter link, add @TheirHandle into the Twitter field and Wordpress will hyperlink to their profile.
* '''Expertise''' is a checkbox field. If the research has supplied their area of expertise and it is in the Expertise CV, select it.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
*
'''Editing a Researcher'''
* Like items, you can edit an existing researcher in two ways.
# If you already know a researcher's Researcher ID, you can enter it into the '''Edit Researcher''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the researcher using the '''Directory''' feature in the top nav. Find the researcher in the list and click the '''Edit Researcher [ID#]''' button underneath their record.
=== Projects ===
'''Adding a New Project'''
* Under the '''Add/Edit Project''' header, click '''Add New Project'''.
* '''Project Name''' and '''Status''' are mandatory fields. The first is a text field; the second is a dropdown field with three options.
* '''Primary Researchers''' and '''Other Researchers''' are Click to Add fields.
* '''Project URL / Nickname, Description,''' and '''Methodology''' are optional text fields.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
'''Editing a Project'''
* Like items and researchers, you can edit an existing project in two ways.
# If you already know the Project ID, you can enter it into the '''Edit Project''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the project using the '''Projects''' feature in the top nav. Find the project in the list and click the '''Edit Project [ID#]''' button in the lower right corner of the project "card."
=== Blog ===
'''Adding a New Blog Post'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Posts.'''
* In the Posts menu, click '''Add New''' near the top.
* Add a title in the Title field, then add your text to the field underneath.
* If needed, you can toggle between the '''Visual''' (WYSIWYG) tab and the '''Text''' (HTML) tab.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to '''News''' on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it will look.
'''Editing a Blog Post'''
* In the '''Posts''' menu, find the relevant blog post. Click on the title.
* When finished editing the post, click '''Publish''' again.
'''Deleting a Blog Post'''
* In the '''Posts''' menu, hover over a blog post title.
* You will see four additional options appear underneath the title. Click '''Trash'''.

=== Static Content ===
'''Editing Resources, About, and Help Pages'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Pages.'''
* You will see three main web pages: '''Resources''', '''Help''', and '''About.'''
* You will also find sub-pages underneath '''Resources''' and '''About.''' These sub-pages are preceded by an em dash.
* Click on the title of the page you want to edit. Edit content in either the '''Visual''' or '''Text''' tabs.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to the corresponding site on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it looks.
*
'''Editing Header Images for Resources, About and Help Pages'''
* When in the edit panel for one of these pages, scroll down to '''Featured Image''' in the right sidebar.
* To change the image that appears in the header, click the Featured Image thumbnail.
* Wordpress will take you the the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library].''' You can either select an image from the collection of images that have already been uploaded to the Wordpress site, or you can switch to the '''Upload Files''' (top left corner) tab if you want to upload a new image.
* The images should be optimized for web, so the photo file size should be shrunk to less than 500kB.
* The aspect ratios should be similar.
* Make sure the image you select has an identifying name (it should probably correspond to the page it is going on—for example: "help_header1").
* With your image highlighted in the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library]''', click '''Set featured image'''.
'''Editing Header Images for Other Pages'''
* If you want to edit static content on other pages (including the Home page, Topics, Search, Directory, and Projects), you will have to contact IT for the change.
* However, if there is a header image in place on one of these pages, it can be '''replaced''' through the '''Media''' tab in the left sidebar.
* Search the name of the page in the media library search bar. It should pull up the corresponding header photo for the page. Click on that photo.

[[File:SLO MediaGallery Capture1.png|thumb|A screenshot of the Media Gallery search.|none]]

* In the photo menu, click '''Replace Image.'''

[[File:SLO MediaGallery Capture2.png|thumb|In the photo menu, click on Replace Image.|none]]

* At the next screen, choose '''Just replace the file'''. Click '''Upload'''.
**Warning: Choosing '''Replace the file, use new file name, and update all links''' will break the link to the image on the site.

[[File:SLO MediaGallery Capture3.png|thumb|Select "Just replace the file."|none]]

== MRAi TeamShare Folder (aka Shared drive) ==

=== Overview ===
The root folder MRAi uses to store its files on UBC's TeamShare storage is called '''MRA Campaign (Path —T:\MRA Campaign)'''. Here's instructions for mapping for the first time outside of UBC Library https://it.ubc.ca/services/web-servers-storage/teamshare-storage-service/mapping-or-mounting-teamshare-microsoft

This is a place for long term secure storage of files. You can arrange to use this from personal laptops, workstations at the Learning Exchange or UBC Library.
== Qualtrics ==
The Qualtrics tool is used to collect information from researchers in order to populate the Directory and Projects pages. This includes details about how to contact them, their academic affiliations, and their research focuses. (Note: EM modified Qualtrics survey on February 17, 2022 so that the researcher directory topic options match the topic labels displayed in the RAP.)

=== Sending the Qualtrics survey ===

* Manually add the researcher as a contact, in the Contacts section.
** Note: if this is your first time sending a survey link, you will need to create a new contact list.
* Navigate to Projects, select the MRAi Directory and Projects Survey, go the "Distributions" section.
* Select "Personal links" from the list of options on the left-hand side.
* Select the "Generate link" button in the upper right.
* Click "Select contacts," and select the researcher to whom you are sending the link.
* Set the link to expire in 60 days (the default), and then select "generate links."
* The link will automatically download in an Excel spreadsheet. Open it and use the link in your email to the researcher.
* Update the Creators tracker by adding details in columns N-P

=== Accessing survey results ===

* You should receive emails when researchers submit their surveys, from noreply@qemailserver.com
* If the researcher has submitted only one project or fewer for inclusion in the portal, you may be able to copy responses directly from this email.
* If the researcher has submitted multiple projects, the formatting is confusing to view as delivered in the email. Instead you can log in to Qualtrics, select the MRAi Directory and Projects Survey, navigate to the "Data and Analysis" page and either:
** Click the down arrow button at the far right side next to the response you wish to view, then select "Export to PDF," OR
** Select "Export & Import" > CSV > Download to see an Excel spreadsheet with all responses
* Input responses into the appropriate sections of the RAP Creators tracker (columns Q-BV) and to the appropriate sections of the RAP. See [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance.

== Teams ==
Starting in July 2022, the MRAi began using Teams for active file sharing and management of Task lists, in place of Basecamp and Teamshare. You can read the MRAi Teams [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/Teams%20intro%20user%20guide.docx?d=wa1975f50db3a49e19f4a7b037eea38b4&csf=1&web=1&e=vwXiKC user guide] or watch [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/How%20to%20videos?csf=1&web=1&e=iFeyRn explainer videos]. Note that you will have to be a member of the MRAi Teams site to view these files.
[[Category:MRAi]]
[[Category:Circle Projects]]

Documentation:Student Librarian Orientation (MRAi)

2026-08-27T21:16:47Z

KendallWilber:

== Introduction to this Wiki ==
The Student Librarian Orientation (SLO) Wiki page is intended to give incoming MRAi Student Librarians a basic overview of all the many different aspects of this position. It introduces the major tools and interfaces frequently used in the role, as well as general guidence for day-to-day workflows. It is also useful for those new to the MRAi in general, and will be a great reference point when incoming MRAi team members are finding their feet in the early days of their new position. The SLO Wiki and/or its attendant Wikis should be updated in accordance with the [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]] when relevant tools/guidelines/workflows are added, eliminated, or modified.

As you read through this SLO Wiki, do keep in mind that there are a lot of moving parts that make up the MRAi and it takes time for new folks to learn what they are and how they all interact with one another. We encourage all incoming team members to be graceful with themselves as they learn about the work of this initiative. Please feel free to ask any questions!

== Reference Tools ==
'''MRAi Resources'''
* [https://wiki.ubc.ca/Sandbox:MRAi_Orientation_Documents MRAi Orientation Documents]: Higher-level information about the MRAi's purpose, how we work, what we accomplished last year, and our annual work plan.
* [[Documentation:MRAi DTES RAP Metadata Style Guide|MRAi DTES RAP Metadata Style Guide]]: Definitions of, and stylistic guidelines for, each metadata field in Downtown Eastside Research Access Portal (DTES RAP) item records. ''This one is especially helpful!''
* [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit# MRAi Style and Content Guide (Draft)]: This working document is meant to be used by MRAi team members (referred to as users) who create or edit content for the DTES RAP that is not part of the collection. Created by Nick Ubels and Geoff D'Auria.
* [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]]: Read about how the Wiki is structured and how and when to add/remove content.
* [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv subscribers]: This document was created in 2023 to track correspondence with authors, creators, and other folks in the MRAi network regarding the DTES RAP. Information about who currently is a subscriber to the MRAi Listserv is also recorded in this document.
'''cIRcle Resources'''
* [[Library:Circle/Adding faculty publications to cIRcle|Adding Faculty Publications to cIRcle''':''']] This is a general workflow guide maintained by the cIRcle Office. [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Section 3: Check Copyright Permissions]] is the section relevant for identifying if research articles are eligible for deposit in an institutional repository and under what conditions.
*[[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]: This page is maintained by the cIRcle Office and provides guidance on preferred and accepted file formats. ''This one is especially helpful!''
*[https://circle.ubc.ca/ cIRcle website:]: Search the repository, find all up-to-date guidelines, policies, sponsorship webforms and licenses.
'''Other UBC Library Resources'''
*[https://scholcomm.ubc.ca/open-access/ ScholComms@UBC] Website: Has up-to-date information about Open Access, Open Scholarship and Author Rights.
*[https://open.ubc.ca/access/ Open UBC]: Has toolkits to support open access.
*[https://about.library.ubc.ca/contact-us/ejournal-help/ UBC Library IT]: Use this form to report technical issues with the RAP. Please update Aleha if you experiencing any issues with the RAP.

== Roles and Responsibilities ==

==== MRAi Student Librarian ====
The MRAi Student Librarian works within the MRAi to support collection development and maintenance for the Downtown Eastside Research Access Portal (DTES RAP), communicate with both authors and staff alike, adhere to publishing permissions, and contribute to the greater task of writing and compiling metadata. This position currently works with and reports to the MRAi Community Engagement Librarian DTES RAP Project Lead for day-to-day library projects and is guided by the Academic Director of UBC's Learning Exchange for broader MRAi projects and goals. Student Librarians are also in regular communication with cIRcle staff to facilitate adding new material to [https://circle.ubc.ca/ cIRcle], UBC's institutional repository. All items to be added to cIRcle go through a workflow process, where the Student Librarian records possible items for cIRcle on a shared documentation tab (see cIRcle Candidates tab on the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). The cIRcle Specialist then communicates with the authors and creators, writes and collects pre-populated PDF licenses, and submits these for publication. Once items are published in cIRcle, the Student Librarian will be notified to then add these items to the RAP. Further details about this workflow process can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

The principal responsibility of the Student Librarian role is to support the collection development activities of the DTES RAP. New research articles, as well as community and scholarly works, are discovered through a variety of sources, including email alerts, word of mouth, internal recommendations, and self-archiving. Part of the Student Librarian’s regular tasks is to sort through and identify prospective works that can be self-archived in cIRcle and/or curated on the DTES RAP. To determine an item's eligibility for inclusion, the Student Librarian uses best judgement, remembering that all new material should reference and be specific to the DTES community. If in doubt, reach out to the MRAi Community Engagement Librarian DTES RAP Project Lead for clarification and confirmation. As well, a substantial amount of this role involves compiling and writing metadata for items that will be added to either cIRcle and/or the DTES RAP. The Student Librarian uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] and [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] for drafting all metadata. These Google Sheets are intimidating at first but new Student Librarians will get the hang of them in no time!

Communication is a big part of this role, all with the leading purpose of growing the DTES RAP collection and building a wider network of scholarly and community-based relationships. The overarching goal of the DTES RAP is to function as a useful stand-alone resource for knowledge dissemination, as well as encourage and facilitate knowledge exchange activities for UBC and the broader community. There are lots of little bits to this position, many of which new Student Librarians will learn in the first few weeks, and after this learning curve, the finer details start to seem much more straightforward.

The Student Librarian works closely with the Community Engagement Librarian/DTES RAP Project Lead, the Community-Based Research Assistant, the Community-Based Research Coordinator, the cIRcle Specialist, and the MRAi cIRcle Project Lead. Details about these working relationships can be found below.

==== MRAi Community Engagement Librarian DTES RAP Project Lead ====
The Student Librarian coordinates with the cIRcle MRAi Community Engagement Librarian Project Lead to ensure clear and consistent expectations, workflows, and deliverables. This position oversees the work of the MRAi Student Librarian to ensure deliverables are met and processes are executed accurately. This position is permanently held by [http://directory.library.ubc.ca/people/view/744 Aleha McCauley] (she/her), the Community Engagement Librarian based at the Irving K. Barber Learning Centre (IKBLC).

==== Community-Based Research Assistant ('''currently vacant)''' ====
The Student Librarian coordinates with the Community-Based Research Assistant, another student position within the MRAi team, to aid the input of researcher contact information into the DTES RAP [https://dtesresearchaccess.ubc.ca/directory Directory page], as well as the input of project information into the DTES RAP [https://dtesresearchaccess.ubc.ca/projects Projects page]. Further details about this process can be found in the [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Adding_Researchers_to_the_Directory_and_Projects_Pages Adding Researchers to the Directory and Projects Pages]. The Community-Based Research Assistant is predominantly based out of the UBC Learning Exchange, and the Student Librarian may hold standing virtual and/or in-person meetings with the student working in this role.

'''Community-Based Research Coordinator (currently vacant)'''

The working relationship between the Student Librarian and the Community-Based Research Assistant is further supported by the Community-Based Research Coordinator, a position that supports community-university knowledge exchange activities out of the UBC Learning Exchange. As one of the supervisors for the Community-Based Research Assistant, the Community-Based Research Assistant supports and, where necessary, provides guidance on the shared work of the Student Librarian and the Community-Based Research Assistant, especially with respect to the ongoing development and maintenance of the DTES RAP Directory and Projects Pages. The Student Librarian also works alongside the Community-Based Research Coordinator on a semi-annual basis to facilitate and support the work of the ASTU 100 Project. Details about this specific workflow process can be found in the [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#ASTU_100_Infographic_Submission_Process ASTU 100 Infographic Submission Process] section. This position is currently held by [https://learningexchange.ubc.ca/about-us/our-team/ Katherine Cheng] (she/they).

==== cIRcle Specialist ====
The Student Librarian coordinates with the cIRcle Specialist to deposit materials for the MRAi project to cIRcle and apply metadata enhancement practices to pre-defined materials. The cIRcle Specialist and the MRAi Student Librarian work closely to coordinate the deposit of materials to cIRcle as well as track archived/metadata-enhanced materials in shared MRAi and cIRcle workflow tracking documentation (see the cIRcle Candidates tab of the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). This position is currently held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin] (she/her), Digital Repository Specialist.

==== MRAi cIRcle Project Lead ====
The MRAi cIRcle Project Lead supports the working relationship between the cIRcle Specialist and the Student Librarian, as well as provides guidance on cIRcle-related matters (e.g., copyright, self-archiving, etc.). This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian ([https://directory.library.ubc.ca/people/view/1020 Amber Saundry], Digital Repository Librarian, served as cIRcle Project Lead during Tara's sabbatical [July 2025-June 2026] and will continue to consult as needed).

'''Other MRAi Team Members'''

The Student Librarian also interacts with other team members working within and/or for the MRAi and, depending on the individual interests and/or capacity of the Student Librarian, may work on special projects with them. The following roles are standing members of the MRAi team:

* '''Communications Specialist, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBR%24KG0%40T%20%0A Geoff D'Auria] [he/him]).
* '''Director, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBS%24%5BA1PH%20%0A Kathleen Leahy] [she/her]).
* '''Academic Director, UBC Learning Exchange''' (currently vacant)

== Discovery and Selection of Items ==
The MRAi simultaneously pursues both academic research and community materials (what we refer to as grey literature, or "grey lit" for short) for both archiving in cIRcle and for curated links to in the DTES RAP. Some items are better suited for linking directly to the DTES RAP, such as an open access thesis from a non-UBC repository or a non-profit report from an organization's website, while others are suited for archiving in cIRcle, such as a restricted access scholarly article by a researcher who is interested in sharing a permissible open access version in cIRcle.

=== Academic articles through search alerts ===
The MRAi discovers the bulk of its academic research using pre-set search alerts. So far, the MRAi has three primary search alerts: Mendeley, Google Scholar and Read by QXMD. At intervals, the alerts deliver newly-indexed articles, filtered by MRAi’s specified search terms, to the shared MRAi e-mail account (mrai.info@ubc.ca). The search alerts are automatically sorted into the email folders that correspond to the database they came from. On a weekly basis, the Student Librarian reviews each set of results for relevancy to the MRAi's criteria for inclusion. Once the Student Librarian deems an item eligible for inclusion, they make a new entry for the item in the rapTracker and/or RAP Workspace.

Using [https://unpaywall.org/ UnPaywall], [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder], [https://shareyourpaper.org/ ShareYourPaper], [https://resources.library.ubc.ca/page.php?id=41 UlrichsWeb] (a database accessed through the UBC Library and requires a CWL), [https://circle.ubc.ca/ UBC cIRcle], and a Google search of the title, look for an open access (OA) version of the item. If the item is not OA, note the [[Documentation:Student Librarian Orientation (MRAi)#Checking Copyright Permissions|embargo period]] in the rapTracker in the appropriate column. Previous Student Librarians found the use of the [https://unpaywall.org/ UnPaywall browser extension] to be one of the most helpful tools in their work and recommend that future Student Librarians use it, too.

OA can sometimes look slightly different based on different publisher permissions, so take your time to familiarize yourself with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. This is an ever-evolving landscape to navigate! Based on previous Student Librarian experiences, this part of the role took a bit longer to get the hang of, so ''be patient with yourself'' as you learn the specifics of copyright permissions. Bring questions to your check-ins.

=== Community-generated materials/grey literature ===
Community materials or grey literature—such as community reports, newsletters, and working documents—often offers flexible, grounded, and process-oriented insights that differ from the conventions of traditional academic publishing. Within the DTES RAP, grey literature includes either UBC-affiliated materials eligible for archiving in cIRcle or curated, externally linked content created by community or government organizations working in or on the Downtown Eastside (DTES).

As of '''May 2025''', '''only materials with an explicit UBC affiliation are eligible for deposit in cIRcle.''' cIRcle defines UBC affiliation as content that is authored or co-authored by, created in affiliation with, contributed by, or hosted by a UBC student, staff, faculty member, department, or official UBC location (e.g., Learning Exchange). '''Materials that do not meet this affiliation requirement may still be''' '''curated on the DTES RAP through external links,''' offering visibility and access to the public, though they cannot be archived in UBC’s institutional repository.

In 2023, we began informally collecting newsletters from DTES-based community organizations through the MRAi shared email (mrai.info@ubc.ca). These are stored in a designated "Community Organizations Newsletters" folder and reviewed periodically by the Student Librarian as a source for discovering relevant community content. As new organizations are identified, we encourage Student Librarians to subscribe to their newsletters using the shared MRAi email and update the Outlook rule to ensure consistent organization and tracking. If you identify materials that are at risk becoming inaccessible please discuss with our MRAi contacts.

=== Suggested items ===
For a period of time, members of the MRAi team would input suggested items via a Google form '''but as of 2023 this is no longer in use.''' This now-defunct Google form, however, can still be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Google%20Form?csf=1&web=1&e=XpKmyk Teams > Collection Work].

When the Google form was in use, the Student Librarian could access the content of the Google form using the MRAi Gmail account (mrai.shared@gmail.com). An alert would come to the MRAi shared inbox when a response was submitted. If the suggested item was deemed urgent and the suggester wanted it added to the portal within a specific timeframe, the suggester would also email the MRAi inbox to flag the item for urgent inclusion. Suggested items would then be entered into the rapTracker and RAP Workspace to later undergo the usual workflow of an item.

== Pursuing Items: Our Working Criteria ==
The following offers some guidance to determine whether the material is representative of the goals of the MRAi project. Scope may change as the initiative matures, so this criteria is often revisited by our Steering Committee and various stakeholders. Please keep up-to-date with our [https://infohub-2019.sites.olt.ubc.ca/files/2020/07/Curatorial-Statement-2020-Final.pdf public curatorial statement] to ensure items being considered for inclusion to the DTES RAP and/or cIRlcle are consistent with current MRAi practices.

=== Current Working Criteria ===
When determining an item’s eligibility, consider:

==== 1) Geographic location relevance ====
Look for keyword frequency, the appearance of terms such as “Vancouver” and/or “Downtown Eastside” in the title, subject headings, and/or body text of an item. The contributors or affiliations may also have a connection to the DTES community. However, as this may not always be apparent in a keyword search, always do a little digging on the creators and organizations mentioned in the item. Double-checking internal MRAi documentation, like the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=xQsodi Master List - Student Librarian Engagement Notes and Listserv Subscribers], can be helpful for this, too.

Note: When we refer to the DTES, we are referring to the [https://guidelines.vancouver.ca/policy-plan-downtown-eastside.pdf Local Planning Area] per the City of Vancouver's definition. This definitions comprises seven sub-areas: Chinatown, Gastown, Industrial Area, Oppenheimer District, Strathcona, Thornton Park, and Victory Square.

==== 2) Timeliness ====
We typically only curate and upload items that have been published from 2010 onwards, however, there are always exceptions to this rule. Be sure to run any item with an earlier date that you think may be of interest to the DTES RAP collection by the MRAi Community Engagement Librarian DTES RAP Project Lead for confirmation.

As well, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from creators. To learn more about and/or get a refresher on post-prints, see the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Checking Copyright Permissions]] section.

==== 3) Institutional affiliation ====
As of '''May 2025''', only items with a clear UBC affiliation are eligible for inclusion in cIRcle. This means the creator must be a UBC student, staff, faculty member, or affiliated with a UBC unit or host location—and must be named as an author, co-author, contributor, or institutional affiliate. Because of this requirement, materials created solely by non-UBC affiliates are no longer eligible for cIRcle deposit, though they may still be curated on the DTES RAP via external links.

==== 4) Language ====
At this time, we only work with items written and published in English.

==== 5) Stakeholder recommendations ====
We aim to prioritize materials where there is an identified DTES community interest in the topic and subject matter. We also take recommendations from many stakeholders, including current MRAi affiliates, the general public via our contact us form, and the UBC community.

=== Exceptions to the Working Criteria ===
As we seek to grow the DTES RAP collection, exceptions can be made, especially when an item offers:

* Information and/or insight into an under-represented topic and/or subject matter.
* Historical significance.
* Diverse representation.
* Research that is conducted outside of the DTES that is nonetheless of importance to DTES.
Items that are frequently cited by other works in the DTES RAP collection may also be exceptions to our standard working criteria.

=== '''cIRcle vs. DTES RAP Candidacy''' ===
There are several factors that Student Librarians can keep in mind when searching for and/or discovering potential material to include in the DTES RAP collection, especially when it comes to whether an item should be pursued for cIRcle ''in addition to'' being curated in the DTES RAP.

==== '''1) Hyperlink stability and availability''' ====
Is the item hosted on a stable, well-funded website and/or archived in a repository like PubMed Central or BioMed Central? If so, then just linking to the item (or, curating) on the DTES RAP is sufficient.

Is the item only hosted in one location online and/or is vulnerable to loss and deletion? In other words, will you be able to reliably access or download a PDF copy of the work? If there is no reliable source and you suspect the link is not stable, then the item is a good candidate for linking on the DTES RAP and/or depositing to cIRcle.

As a general rule, if the link is seemingly unstable and is a good fit for the DTES RAP, then it is a good idea to also archive the item in cIRcle so that access to it will remain both possible and stable in the long term. If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== '''2) Organizational need''' ====
Does the creator and/or organization have a need for free support in order to help preserve their work, or do they have the capacity to archive or preserve their own work? This is especially important to keep in mind when engaging with community-based organizations and non-profit societies working within and around the DTES who may not have the funding, staff time/expertise, and/or digital infrastructure to preserve their valuable materials (e.g., annual reports for community organizations). If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== 3) Relationship ====
This is where our internal tracking documents come in great hand. Check the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] to see whether the MRAi has an existing relationship with a certain creator. If so, has the creator been previously willing and able to work with us to self-archive their work in cIRcle? Take note of any capacity issues that this person may have expressed during previous correspondence. Our goal is to make the work of creators easier - the last thing we want to do is overburden them with requests. For instance, would it be best to hold off on pursuing an item for cIRcle for the time being and return to it at a later date when the creator is less busy?

If the creator of an item is someone who the MRAi has not connected with previously (to the best of your knowledge and by the notes retained in our internal tracking documents, at least), then can accurate and up-to-date contact information for this person be readily found online? If not, then this may not be a reliable creator to reach out to at this time.

==== 4) Level of description ====
Do we have adequate information to describe the item appropriately and fill out our mandatory metadata fields (e.g., title, publication date, creator names, topic, category, genre, type? If working with community-generated material, can the creator help us to describe the item appropriately?

=== '''Saving Citations''' ===
The MRAi uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] to track item citations and the status of requested materials. The MRAi Student Librarian saves citations for viable candidates to the DTES RAP by using the appropriate columns of the spreadsheet. Each new entry receives a "Data Created" status and initially includes the item's title, its creators, a publisher DOI, a full citation, and a creator point-of-contact (i.e., the article's designated corresponding author). The Student Librarian fills other fields in the entry as the item progresses through the relevant processes.

= Checking Copyright Permissions =
The starting place for discovering and understanding publisher self-archiving policies is [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder] (formerly SHERPA/Romeo). Although the Policy Finder is a good place to get a quick policy digest, each entry includes links to the journal's self-archiving policy page. Use these links to verify and clarify policies and conditions on the publisher's website.

A term that Student Librarians will become familiar with as they understanding publisher self-archiving policies is "embargo." An embargo is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals and/or those with institutional affiliation(s). If an article is currently under embargo, it can still be archived to cIRcle, but access to the article on the repository will be restricted until the embargo end date. Folks interested in items currently under embargo must make a special request to cIRcle in order to access it.

=== Understanding Article Versions ===
cIRcle has a Wiki page for [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Adding Faculty Publications to cIRcle]] which includes a section on [[Library:Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Identifying Permitted Self-Archiving Versions]]. Please review carefully, and revisit as needed.

The Student Librarian first needs to identify which version of an item is permitted for self-archiving, and then work with the item's author to apply any conditions such as a version statement, citation, and/or embargo. Many authors need coaching on identifying the permitted self-archiving version; they frequently assume you are asking for the published version and permitted version terminology serves to add to that confusion. For this reason, you may want to include a brief description and example of the version you are asking for: "...the accepted post-peer review version without publisher formatting (i.e. Author's Accepted Manuscript)."

In many cases, creators will need clarification from the Student Librarian to understand the differences between the version types. For more information and examples regarding identifying and communicating version types, see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki or the [https://wiki.ubc.ca/images/f/fe/CopyrightcIRcle_AuthorsGuide.pdf Author's Guide to Self-Archiving].
=== Strategies for Checking Journal Copyright Permissions ===
The Student Librarian can generally go through the following steps to check the copyright permissions of a scholarly article:

'''1)''' As mentioned above, first search for the journal in the JISC Open Policy Finder for an at-a-glance view of their self-archiving policies. Then, visit the website of the journal and double-check their open access policy to ensure the information found on the JISC Open Policy Finder is up-to-date.

'''2)''' Use tools, such as the [https://unpaywall.org/ Unpaywall] browser extension and [https://shareyourpaper.org/ Share your Paper], to see if there is an open access version of the article somewhere online.

'''3)''' Try searching for the article in the UBC catalogue to see if it's a part of the UBC Library collection already.

'''4)''' Search [https://resources.library.ubc.ca/page.php?id=41 Ulrichs] to see an example of record confirming where the journal is made available online, as well as if it is open access.

'''5)''' As a final step, contact the journal's editor for more information. If this needs to be done, please contact the MRAi cIRcle Project Lead and the MRAi Community Engagement Librarian DTES RAP Project Lead first.

= Requesting Creator Permissions =

=== Email Templates and Preparing Correspondence ===
The MRAi team has drafted a number of templates to streamline and standardize the process of requesting creator permissions for articles identified for inclusion to the DTES RAP. The email templates are located in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Email%20Templates?csf=1&web=1&e=XKKlmj Teams > Collection Work > Email Templates]. To make it easier for the Student Librarian to use and copy the email templates, they are also held in a folder of the same name in the shared MRAi email inbox. The Student Librarian will select the appropriate template based on whether or not the MRAi team has contacted the creator before and at what stage engagement with this creator is at (e.g., self-archiving request sent, providing next steps for self-archiving in cIRcle). A helpful tool here is the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listerv Subscribers]. Use this document to not only check whether the MRAi team has previous and/or current engagement with certain creators but also to keep track of the engagement currently happening with the creator regarding self-archiving requests.

Unsure of which co-author/co-creator to contact about an article/item? Most scholarly articles will have a designated author that correspondence can be directed to. This information is often found in the author field at the top of an article or, in some cases, it may be found in the article's footnotes or endnotes. Sometimes this information is indicated by the presence of an envelope icon next to an author's name.

==== When drafting correspondence from the MRAi shared email account, please keep the following in mind: ====
* For every email, use a descriptive subject line. Each email template has a descriptive subject line for the Student Librarian to use.
* Always cc: the MRAi Community Engagement Librarian DTES RAP Project Lead.
* If requesting more than one article from the same creator, send only one e-mail with a numbered list of all the relevant articles. For each article, include a full citation and a description of the publisher's stipulations for archiving the article (i.e., the permitted version, embargo period, date of embargo expiry if applicable).
* <s>When sending out a self-archiving request ('''Template 1A''' or '''Template 1B''') be sure to also include a pre-populated PDF of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. Always download the cIRcle License directly from the cIRcle website to ensure you have the current version.</s>
* <s>Depending on correspondence and the individual style of each Student Librarian, the cIRcle license can also be passed along to the creator when providing next steps ('''Template 3''').</s>
** <s>Reminder: At least one co-creator must fill out the license form online for the article to be uploaded to the repository. It is expected that the creator signing the cIRcle License will make co-creators aware of their agreement to archive the article in cIRcle. The creator who fills out the form assumes license permissions responsibility on behalf of all co-creators. If the creator chooses to notify others affiliated with the paper, they may do so by inserting their e-mail addresses into the cc: field.</s>

* If an article already has a Creative Commons (CC) License and it is permissible to distribute freely in things like institutional repositories, it is still best practice to notify the creators that their work is now also accessible in cIRcle ('''Template 5''').
* For consistency, please use Calibri font, size 11, and Canadian spelling.
* Use custom links when referring to the DTES RAP so that the MRAi can track the portal's traffic (e.g., academic audiences vs. community-based audiences).
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation academic audiences].
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation community audiences].

=== Version Statements ===
Version statements help alert users what version of academic research they are reading (e.g., the preprint or postprint), as well as where they can find the published version of the article. As a general rule, Student Librarians apply the version statement to an item on behalf of creators. Even if the publisher does not require a version statement, it is very helpful to cIRcle to include one.

Some publishers will have a version statement template to apply to an article's submitted manuscript or accepted manuscript, and this can often be found in the publisher's open access policy or somewhere on their website.

However, most version statements follow a similar format, and Student Librarians can generally use the following format when applying a version statement:

''"This is the [pre-print/post-print] version of the following article: [full citation], which has been published in final form at [article DOI]. This article may be used for non-commercial purposes in accordance with [publisher names] Terms and Conditions for Use of Self-Archived Versions."''

Note: The inclusion of the last sentence will depend on the CC license of the individual journal. The most important part is the statement of the version and the full citation.

View an example of [https://dx.doi.org/10.14288/1.0394565 a MRAi-archived scholarly article with an amended version statement] in cIRcle.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|link=https://wiki.ubc.ca/File:079575-blue-white-pearl-icon-business-light-on.png|100x100px|Tip]]
|'''Tip:''' If the creator sends an incorrect version, you will need to follow up and provide clearer instruction on version types. If a creator uses the Item Submission form for an embargoed article, [mailto:circle.repository@ubc.ca please notify the cIRcle office immediately] to request the file be deleted.
|}
=== "Pursuing for cIRcle" Workflow ===
When an item has been identified as a good candidate for cIRcle, the Student Librarian can move through the following workflow:

'''1)''' '''Update the item entry.'''

Go to the item's entry in the [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] and change the text in the '''cIRcle Update''' column to "Pursuing for cIRcle."

'''2)''' '''Complete metadata for item(s).'''

Update other metadata fields for the item in the DTES RAP Workspace as needed. Past Student Librarians have found that completing the metadata for an item ''before'' pursuing it for cIRcle is helpful, especially since part of the self-archiving process with the creator/author may require sharing the metadata with them for their review and input. This is usually the case when working with community-generated materials, such as annual reports.

'''3) Add item and corresponding metadata to the "cIRcle Candidates" tab on the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker].'''

This tab includes RAP Unique Item Identifier, Citation, UBC-affiliated author, and MRAi Items Notes. The rest of the metadata columns on this tab are for cIRcle to fill out.

<s>'''3)''' '''Send a self-archiving request to the corresponding creator.'''</s>

<s>To initiate correspondence with the item's creator, use either '''Template 1A''' (for new contacts) or '''Template 1B''' (for existing contacts) to request participation in the DTES RAP. Be sure to also include the citation(s) for the item(s) that have been identified as candidates for cIRcle and the DTES RAP. If there is no response to this initial email within two to three weeks, the Student Librarian can send a follow-up email using '''Template 2'''.</s>

<s>A friendly reminder that any and all correspondence with a creator/author necessitates comprehensive documentation. The Student Librarian can use the '''Item Notes''' column in the DTES RAP Workspace to track ongoing communications with an item's creator/author as they advance through the "Pursuing for cIRcle" workflow process. However, it is more important that creator engagement is well-documented in the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=85QL72 Master List - Student Librarian Engagement Notes and Listserv Subscribers] so that this correspondence can be referred back to at future dates by present and future MRAi team members.</s>

<s>'''4)''' '''Prepare the cIRcle license and cIRcle submission folder; then, send the unsigned cIRcle license for the creator's review and signature.'''</s>

<s>When the creator responds to the self-archiving request and expresses that they are interested in participating with the DTES RAP, complete a [https://circle.ubc.ca/submissions/license-form/ cIRcle license] for the item(s) at hand, including citation(s), pre/post-print status(es), embargo period(s) and copyright owner(s). Populated cIRcle licenses that have been used in previous submissions to cIRcle can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=Yf4Si2 Teams > Collection Work > cIRcle Documents].</s>

<s></s>

<s>Next, ensure that there is a cIRcle submission folder ready for the item and its corresponding documents ([https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=zdiNgm Teams > Collection Work > cIRcle Documents > Submissions]). If the creator does not already have a designated cIRcle submission folder, create one using the naming convention "Last Name, First Name" (i.e., Cui, Zishan). For community organizations, please use the name of the organization (i.e., Carnegie Dance Troupe).</s>

<s>Each cIRcle submission folder should contain the following subfolders:</s>

* <s>'''Archived:''' Houses the unsigned cIRcle license, as well as documents for any of the creator's past submissions to cIRcle. This folder is for MRAi purposes only, and the intention behind it is to mitigate any possible confusion between current and past documents when any submissions are passed on to cIRcle staff.</s>
* <s>'''Files to be deposited:''' Houses the PDF or Word formats of the items that are being submitted to cIRcle for deposit. Use the naming convention "LastName_YYYY-MM-DD_##" (e.g., Cui_2023-02-24-01) for each item that will be submitted to cIRcle for deposit. The date used here should align with the date that the item is submitted to cIRcle. This helps distinguish between past cIRcle submissions for one creator that, after being successfully deposited to cIRcle, are held in the Archived folder. The "##" portion of the naming convention helps to distinguish between multiple submissions to cIRcle at one time. For instance, when researcher Michelle Cui submitted two articles to cIRcle, the [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Files%20to%20be%20deposited?csf=1&web=1&e=4dIk7I submissions] were distinguished from each other as Cui_2023-02-24-01 and Cui_2023-02-24-02.</s>
* <s>'''License & metadata:''' Houses the populated and signed cIRcle license for the creator, as well as any corresponding documents that the cIRcle staff will need to review alongside the license. Corresponding documents may include:</s>
** <s>'''Submission lists''' - A list of items being submitted to cIRcle. The creation of such a list is only necessary when the number of items and their relevant information (e.g., citations, copyright owners, permissible versions, etc.) exceeds the allotted corresponding space on the cIRcle license form. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/License%20%26%20metadata/Cui_Submissions_2023-02-24.docx?d=wf813d651b9314669a794a5a91e49e4b4&csf=1&web=1&e=K0eEIT an example of a submission list].</s>
** <s>'''Affiliation lists -''' A comprehensive list of affiliations for the item(s) being submitted to cIRcle. Like the submission list, an affiliation list is only necessary when the number of affiliations for an item/items exceeds the given space provided on the cIRcle license. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Argento,%20Elena/License%20%26%20metadata/Argento_Affiliations_2023-10-24.docx?d=w4132b9b452374dd58442aedbb3d07b4e&csf=1&web=1&e=sN2JOB an example of an affiliation list].</s>
** <s>'''Community Metadata Sheet -''' The metadata prepared for and reviewed by community organizations for their materials. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Watari/License%20%26%20metadata/Watari_Metadata_2023-11-30.docx?d=wbf264ccb6bcc44adb16174b8e965134e&csf=1&web=1&e=DqCfyg an example of a community metadata sheet]. A primer for the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets/Community%20Metadata%20Sheet.docx?d=w9df7942ce0c643a5b77b96f849c1379d&csf=1&web=1&e=jtxSUq Community Metadata Sheet], which should be sent to community organizations alongside any prepared metadata, can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets?csf=1&web=1&e=aebcwo Teams > Collection Work > cIRcle Documents > Metadata Sheets].</s>

<s>When the cIRcle license and the cIRcle submission folder are ready, send the populated (but unsigned) cIRcle license to the creator. Use '''Template 3''' to draft this email and attach a PDF version of the cIRcle license. Once this email has been sent, move the unsigned cIRcle license to the Archived folder in the creator's designated cIRcle submission folder.</s>

'''<s>5) Review the signed cIRcle license and the permissible version of the article.</s>'''

<s>When the creator returns the signed cIRcle license and passes along the permissible version of the article, review the signed license and the permissible article version to ensure that everything is complete and accurate. Because article versions can be difficult to parse and are not necessarily intuitive, it's not unusual for some back-and-forth emails between the Student Librarian and the creator to happen before the correct version of the article is secured.</s>

<s>When the correct permissible version for the article at hand have been secured, double-check whether [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#Version_Statements a version statement] is needed for the item ahead of its submission to cIRcle. If so, please apply the version statement at this stage.</s>

<s>Once the cIRcle license is completed/signed and the permissible version of the article is correct, then the documents are ready for submission to cIRcle. Ensure that the cIRcle submission folder for the creator has been updated to include the signed cIRcle license, the permissible version of the article, and any other corresponding documents.</s>

'''<s>6) Submit the item to cIRcle.</s>'''

<s>Follow the same steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#The Submission Process|submission process]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.</s>

'''4) Monitor rapTracker and MRAi inbox for notification from cIRcle when the item is published.'''

cIRcle will either publish the item in UBC Open Collections or not, due to ineligibility or at the creator's request.

'''5) Upload the item to the DTES RAP.'''

When the item has been successfully deposited to cIRcle, a persistent URI for the item (e.g., http://hdl.handle.net/1974/26685) will be provided either in the rapTracker or through an email notification from cIRcle (usually the cIRcle Specialist). Review the cIRcle entry for the item to ensure that the metadata is correct, especially as this information will auto-populate the item's record in the DTES RAP.

Using the cIRcle DOI for the item, create an item record for the item in the DTES RAP. Follow the steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#RAP Items|Creating Item Records]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Making Changes to the RAP|Making Changes to the DTES RAP]] section.

'''6) If the item is not selected for cIRcle, add it to DTES RAP anyway.'''

In cases where cIRcle does not publish the item, either due to ineligibility or at the creator's request, the item should still be uploaded to the DTES RAP. Even though it will not have a link to UBC Collections, the link to the original article should be used.

'''7) Notify the creator.'''

When this new item record has been published to the DTES RAP, notify the creator. Draft an email to the creator using '''Template 4'''.

= Selecting Content for cIRcle's Consideration =

=== The Process ===

* Items with a UBC affiliation are within scope for cIRcle and can be pursued for inclusion.
* Items that the MRAi Student Librarian chooses to pursue for cIRcle are added to the rapTracker document under the tab, cIRcle Candidates.
* <s>The MRAi Student Librarian ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). Articles which already have a Creative Commons license must have the terms appear on the resource or be included in the body of the email.</s>
* <s>The MRAi Student Librarian collects the correct version of the article, and where applicable, a completed cIRcle license to the MRAi Sharepoint folder and ensures the cIRcle Specialist has access.</s>
* <s>The MRAi Student Librarian emails the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca with a link to the appropriate Sharepoint folder to notify them that a submission is ready.</s>
* <s>The cIRcle Specialist reviews the material and, where necessary, follows up with the MRAi Student Librarian if there are questions or need for clarification.</s>
* <s>The cIRcle Specialist submits the content according to the cIRcle Submitter Guidelines (internal documentation) and the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].</s>
* The cIRcle Specialist notifies the [http://mailto:mrai.info@ubc.ca/ MRAi Student Librarian] by e-mail once the content is available in cIRcle. The notification will include the URI for the content. '''???'''
* The MRAi Student Librarian adds the new cIRcle item to the DTES RAP and notifies the content creator that the work is now available there; as well as updates the master rapTracker excel spreadsheet to indicate the circle is now effectively closed, pun intended.

To ensure that an item is eligible for cIRcle inclusion and that you have followed all the steps, see the checklist at the bottom of this page. Please submit any questions about the cIRcle deposit workflow to the cIRcle Office listserv circle.repository@ubc.ca.

=== Community Metadata Template ===

* You can use the metadata template when engaging with community organizations and uploading their items to the RAP. The template explains the fields and details that we include and the purpose of metadata. Using this template, we provide a clear outline of the proposed metadata for their items; this is then sent to the community organization for their review and approval before sending either to cIRcle or uploading to the RAP.
*''Tip: use a red font or add additional comments to draw attention to certain fields that require feedback.''
*'''Attention:''' While cIRcle and the RAP are connected, they use some of the fields differently from the RAP (namely the creator/contributor). Eg. cIRcle doesn't use the contributor field in the same way as the RAP, so when a community produced item has multiple individuals as both creators and contributors, we ask the cIRcle staff to leave these fields blank when they are uploading the items so that we can differentiate between the two fields when we upload the item to the RAP. It's not perfect, but it's working! Additionally, you might come across some discrepancies in how the contributor field is used. This is largely due to capacity issues as it can take a substantial amount of time to manually enter each name. You will see that for certain items which have a significant amount of contributors, we decided to included those names in the description field, rather than add them individually to the contributor fields. This is largely done on a case by case basis however, and tends to be for more publicly accessible documents by large organizations, rather than community based organizations. For the latter, we do prioritize including the individual contributors, regardless of the time it takes to enter each name separately.

=== <s>ASTU 100 Infographic Submission Process [This workflow is under review in 2025 to adjust for the Kx TLEF grant-funded expansion of the project].</s> ===

* <s>To submit the new batch of ASTU 100 infographics to cIRcle there are a few steps we must take.</s>
* <s>Reference the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/ASTU%20100%20Project/ASTU%20100%20Workflow.docx?d=w90a7a3112cb947678fdfa17c023782d1&csf=1&web=1&e=3aSael 2023 Workflow document] to ensure that each step is completed properly.</s>

=== SHARE Project Infographic Submission Process ===

* To successfully add new SHARE Project infographics to the DTES RAP, there are a few steps we must take involving cIRcle.
* Reference the cIRcle & DTES RAP Deposit Workflow: MRAi Kx Infographics (2025-26) '''[add link]''' to ensure that each step is completed properly.

=== <s>Submission Confirmation E-mail Template</s> ===
'''''<s>Note: Once cIRcle has provided the URI and the Student Librarian has added the item to the DTES RAP, send this email our KX TLEF student contact to notify creators.</s>'''''

=== Updating the Tracking Spreadsheet ===
Once the URI has been received, the MRAi Student Librarian updates the rapTracker:

* Change the article's '''Action Status''' to "Complete" and update the cIRcle Update to "MRAi Archived."
* Copy and paste the '''cIRcle URI''' to the correct column.
* In the '''Items Notes''' field, make a final dated entry confirming the article has been archived in cIRcle.

==== Checklist ====
{| cellpadding="2" cellspacing="0" border="1"
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet repository [[Documentation:MRAi cIRcle Submission Workflow#Selecting Materials for MRAi: Our Criteria| Material Criteria]]?
|-
! scope="row”" |      
|Which version of the article is permissible to submit?
|-
!Yes/No
|Is a creator affiliated with UBC?
|-
! scope="row”" |   Yes/No   
|Do you have access to it?
|-
! scope="row”" |   Yes/No   
|Does the article version require any special permissions?
|-
! scope="row”" |   
|        If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)
|-
! scope="row”" |   Yes/No   
|<s>Do you have a copy of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the creator or does the article already have a Creative Commons license?</s>
|-
!   Yes/No   
|<s>Have you forwarded a copy of the article to the cIRcle Office at circle.repository@ubc.ca?</s>
|-
!Yes/No
|Have you added the item and metadata to the rapTracker document under cIRcle Candidates?
|-
!   Yes/No   
|If the article has been archived in cIRcle and added to the DTES RAP, have you notified the creator and updated relevant tracking spreadsheet(s)?
|}

= <s>Tracking and Adding the Downtown Eastside Geo-Tag</s> =

=== <s>During the Submission Process</s> ===
<s>During the submission process, the cIRcle Specialist should ensure the following LC Authority geo-tag is added to the Geographic Location field exactly as rendered here: '''''Downtown-Eastside (Vancouver, B.C.)'''''</s>

=== <s>For Items Already Added to cIRcle</s> ===
<s>Items already ingested or added into cIRcle (e.g. Electronic Theses and Dissertations (ETDs), BioMed Central (BMC) articles) and (Multidisciplinary Publishing Institute)MDPI that fit MRAi criteria for inclusion also require the geo-tag.</s>

* <s>The MRAi Student Librarian is responsible for identifying items that need the geo-tag and placing them in the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geo-tag Remediation Tab] sheet within the rapTracker. The MRAi Student Librarian should refer to the [[Documentation:MRAi cIRcle Submission Workflow#Representational Output| Representational Output criteria]] and use their discretion when determining which items are appropriate for inclusion. To find items, you will search '''IN''' the cIRcle database use similar search terms to those of alerts, like “Vancouver” AND “Downtown Eastside” to scan the existing collection to find any outliers that do not already have the required geotag.</s>
* <s>The cIRcle Specialist is responsible for checking the tracking document for new content at the beginning of each month. Using the provided URI, she will update the cIRcle item record with the geo-tags to any newly-identified items. She will update the "Geo tag added Y/N?" column from an "N" to a "Y" to confirm the task is complete.</s>

= Adding Researchers to the Directory and Projects Pages =
[[File:MRAiProjectsDirectoryWorkflow.jpg|center|thumb|600x600px|Workflow for adding researchers to projects and directory pages]]

These functions are currently performed by the CBR Assistant.

* Consult with Community-Based Research Coordinator and other team members to identify priority researchers to contact
* Once you identify a researcher, refer to the RAP Creators Tracker to see if researcher has already been added.
** If the researcher has not been added, add them.
** If the researcher has been added, check to see if anyone has contacted the researcher by looking at Column H, "Creator Engagement notes."
**'''Tip:''' If needed, search MRAi inbox for additional details about recent contact.
* Email the researcher. Note: all email templates are housed in a shared folder. Modify them as needed to add a personal touch and / or address recent engagement between the researcher and the MRAi.
** You will first send an initial contact email to see if the researcher is interested.
*** If they don't respond, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they express interest, send a follow-up email (see next section).
** Send a followup email with a unique Qualtrics link (see [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Qualtrics Qualtrics] section).
*** If they do not respond to the survey, send an email in two weeks to remind them. If they do not respond after the second reminder, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they respond to the survey, input their information to the portal.
***'''Tip''': When you send the survey link, set a Task in Outlook to contact the researcher in two weeks if they do not respond to the survey.
* Input researcher's information to the portal.
** See [[Sandbox:Student Librarian Orientation#Qualtrics|Qualtrics]] for information about how to export information, and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance on how to input information to the RAP.
* Thank the researcher using the email template.
** Be sure to add a link to their specific projects pages.
**'''Tip''': Set a Task in Outlook to contact the researcher a year from when you input their information. Even if you are no longer in the position, you can assign these to the incoming student staff member.
* Annual followup
** One year after a given researcher was added to the portal, email them using the annual researcher check-in template.

= Tools & Key Documents =

== MRAi E-mail Account ==

=== Intended use ===
The MRAi mailbox ([mailto:mrai.info@ubc.ca mrai.info@ubc.ca]) is intended for "official correspondence." Please use this address when communicating with researchers, scholars, representatives from neighborhood organizations, and cIRcle Operations. This mailbox also receives regular search alerts from bibliographic databases (like Google Scholar and Read QxMD) that point to newly-published research on the DTES. These get sorted into their respective sub-folders and are reviewed for inclusion in the RAP Workspace at least once/month. In 2020, the inbox was renamed "Learning Exchange-UBC Library MRAi" and the UBC crest was added as the profile picture.

Note: In general, use first and last names when answering contact form emails and avoid assuming pronouns.

=== Linking to the DTES RAP ===
When linking to the DTES RAP in messages, use the correct trackable link.

For academic audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

For community organization audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

=== Switching between e-mail addresses in Outlook ===
When sending an e-mail, note the address in the '''From:''' field. If sending an e-mail to a researcher, organizational representative, or cIRcle Operations, be sure to use the dropdown on the '''From:''' button to switch from your "personal" UBC account to the MRAi account. This is a shared email.

=== Folders ===
'''@in_RapTracker'''

* What this is for

'''Alerts—Google Scholar'''
* Sort incoming search alerts from Google Scholar into this folder.
'''Alerts—Mendeley'''
* Sort incoming search alerts from Mendeley into this folder.

'''Alerts—READ by QxMD'''
* Sort incoming search alerts from QxMD into this folder.

'''ASTU'''

* Sort correspondence related to the ASTU 100 infographics project into this folder.

'''cIRcle Communications'''
* Place e-mails to and from cIRcle Operations (except notifications for successful cIRcle deposits) into this folder.
'''Completed List-serv Requests'''

* Once requests to be added to the list-serv have been processed, move them from the general inbox into this folder.

'''Inquiries from Other Institutions'''

* Sort correspondence with other institutions reaching out to learn about MRAi structure / processes / mission, etc., into this folder.

'''MRAi Creator Responses'''
* If a scholar/creator responds to your initial contact e-mail, sort the response into this folder.

'''MRAi Deposits'''
* Place all cIRcle Operations notifications for successful article deposits into this folder.

'''MRAi Licenses'''
* Place all automated notices for successfully submitted cIRcle licenses into this folder.

'''MRAi Permissions'''
* Place MRAi's requests to creators to have their projects hosted on the DTES RAP Project page into this folder.
'''MRAi Project & Directory Correspondence'''

* Sort all correspondence related to inclusion on the projects and directory pages into this folder.

'''MRAi Requests to Creators'''
* Place your initial requests to scholars/creators into this folder.
'''Publisher Communications'''
* Place e-mails to and from academic publishers into this folder.
'''RAP Contact Form'''

* Sort correspondence related to contact requests submitted via the site's contact form into this folder.

'''RAP Suggested Items'''
* Processed 'Suggested Items' are filed to this folder when complete/entered into our tracking system.
'''Rap WordPress'''

* For correspondence related to modifications to the WordPress.

'''Soft Launch Email Responses (Semi-Active)'''

* Houses email responses sent in reply to soft launch email from March 2021, unlikely that there will be anything to add.

'''Work General'''
* If an e-mail does not fit into any of the categories above but should be saved, move it to this folder. If there's a need to add new folders please discuss with Aleha.

== rapTracker ==

=== Overview ===
This is your mainframe, your best friend, where the magic happens! It keeps track of the ins and outs of the RAP, cIRcle, creators, and is a convenient way for everyone involved to get a quick snapshot of the collection at any given moment. In other words, the '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker]''' is a restricted spreadsheet that describes items in the MRAi collection. The fields in the rapTracker follow the initiative's [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit?usp=sharing '''Metadata Schema''']. The rapTracker was originally designed to help MRAi develop comprehensive and consistent item metadata in anticipation of the DTES RAP's launch, and to make it easier for the data to be imported to the RAP in bulk. Going forward, it should continue to be used in order to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP.

While it looks intimidating at first, it’s a pretty accessible space to be able to work with the metadata and get it ready for uploading into its respective interfaces, like the RAP or cIRcle. It’s also a space where you can leave notes for future GAA’s or other relevant parties about issues that have arisen, if anything is resolved, if items are ready for launching on the RAP, and so forth. Notes in a rapTacker item also connect with the [https://3.basecamp.com/3203619/buckets/9198328/cloud_files/3709983619 '''DTES Creators tracking spreadsheet on OneDrive'''], to keep track of what notifications were sent to whom by which team member and when.

'''Sample tasks that the rapTracker is currently used for:'''

# Tracking details of items that will be added to RAP and/or CIRcle
# Tracking metadata
# Status updates for individual items

More info is available at the [[Documentation:MRAi DTES RAP Metadata Style Guide#The rapTracker|Metadata Style Guide]].

As of November 2021, a [https://3.basecamp.com/3203619/buckets/9198328/google_documents/4362707655 RAP Workspace] was added to allow for a more streamlined look at the ‘In progress’ and ‘attention items’ without all the ‘complete’ items on the same sheet, which can get confusing and cluttered. Here the student will enter all the relevant metadata and follow the subsequent correspondence tasks, and then move the line over to the official RAP tracker once it can be considered complete. It is a low-stakes environment to get a good handle on the way the tracker and the overall MRAi role operates.

=== Tabs in the rapTracker <s>& Geotagging</s> ===
'''Items Descriptions'''
* Item descriptions derived from all items in all stages of processing. As of April 2021, it includes every item on the list, whether or not they have been archived to cIRcle.
'''cIRcle Candidates'''

* Items added on this tab are eligible for cIRcle inclusion and are being reviewed by the cIRcle team. The columns labeled in grey are filled out by the MRAi Student Librarian, and the columns labeled in yellow are filled out by the cIRcle team.

'''Other IR OA Candidates'''

* Items added on this tab are not eligible for cIRcle because they do not have a UBC affiliation, but it is possible for them to become Open Access in an alternate institutional repository. Both the MRAi Student Librarian and cIRcle team can contribute to the metadata columns in this tab.

'''Summary'''

* This tab includes numerical statistics for the rapTracker.

'''<s>Index and Match</s>'''

* <s>Once all metadata fields are complete, use this tab when creating an object in the DTES RAP.</s>

'''<s>Geotag Remediation Tab</s>'''

<s>cIRcle marks items in the repository that have been identified as part of the MRAi collection with a Geographic Location tag:</s>
*'''''<s>Downtown-Eastside (Vancouver, B.C.)</s>'''''
<s>cIRcle also archives a great deal of items as part of its regular, non-MRAi-related workflows. Some of these items must later be discovered and identified by the Student Librarian as candidates for inclusion in the MRAi collection. The two types of items that are most commonly retroactively identified as part of the MRAi collection are</s>
# <s>Theses and dissertations that include research on and discourse about the DTES;</s>
# <s>Open Access scholarly articles from the publisher BioMed Central that have been set up for automatic ingestion to cIRcle.</s>
<s>The '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geotag Remediation Tab]''' tracks cIRcle Specialist's addition of the '''''Downtown-Eastside (Vancouver, B.C.)''''' Geographic Location tag to items that the MRAi Student Librarian has flagged.</s>
* <s>The Student Librarian adds the item's title, creator(s), and the corresponding cIRcle URI to the appropriate place in the sheet (arranged in alphabetical order by first creator's surname).</s>
** <s>The Student Librarian must also make an entry for this item in the Tracking tab.</s>
* <s>The Student Librarian indicates in the '''Source''' column whether the item is ETD (Electronic Thesis/Dissertation), BMC (BioMed Central article), or Other (any item not fitting into the first two categories, including Graduate Projects).</s>
* <s>The Student Librarian places an "N" in the '''Geotag added?''' column to indicate to cIRcle Specialist that the item needs the geotag.</s>
* <s>The cIRcle Specialist, who checks the document periodically for updates, adds the geotag to the item and changes the "N" in '''Geotag added?''' to a "Y."</s>
* <s>To complete the workflow, the Student Librarian places an "Y or N" in the last column "Uploaded to the Rap" and once done notifies creators.</s>
'''<s>Tips for finding items in cIRcle as candidates for Geotag</s>'''

* <s>Start by using the '''advanced Search''' [https://open.library.ubc.ca/search/advanced<nowiki>]. </nowiki></s>
* <s>Try '''exact phrase''' searches but include synonyms for the geo-tag (DTES, Downtown Eastside, Downtown East Side, etc.)</s>
* <s>For the most comprehensive search search in '''all fields for more precise search limit to Descriptions''' (but we aware that not all items have descriptions/abstract in cIRcle).</s>
* <s>Ensure '''cIRcle''' is checked as the '''source repository'''</s>
* <s>Apply the '''NOT''' limiter and the '''geographic location''' ['''''Downtown-Eastside (Vancouver, B.C.)]''''' field to omit anything we’ve already geo-tagged</s>
* <s>See screenshot of sample search: [[:File:DTES geo-tag search 2021-07.png]]</s>

=== Entering Metadata into the rapTracker ===
When ascribing metadata to an item, consider the intention of the item was created with and consult the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] and [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit#gid=145969972 Metadata Schema.]
* The item entries in the rapTracker are placed in order by unique item identifier and then their citation. At the beginning this list was organized alphabetically, but as the collection grew, this became unsustainable and it is now only sorted by date and item identifier. These variables are combined as one single number and follow a formula of: the date and the number of item(s) added that day. For example, an item added on January 11, 2022 would be written as 2022-01-11-001. The date (in green) is written first, followed by the item number (in bold). If you add any other items to the tracker that day, they would be written as 2022-01-11-002, 2022-01-11-003, and so forth. Any item added the next day would be written as 2022-01-12-001. All new items are added at the bottom of the tracker, which allows for a quick and clear visual on how many new items need to be addressed.In cases where the first creator has multiple entries where they are listed as first creator:
** In cases where the first creator has multiple entries where they are listed as first creator:
*** If the creator has items they creatored alone, list those first.
*** Then list items they have co-creatored, putting them in alphabetical order by the second creator's last name.
* Make a blank row:
** Click on the row number that will be above or below the one you want to insert in the document.
** Right-click and select "Insert 1 above" (if you have highlighted the row below the one you are about to insert) or "Insert 1 below" (if you have highlighted the row above the one you are about to insert).
* Create a [[Documentation:MRAi DTES RAP Metadata Style Guide#Unique Item Identifier|unique item identifier.]]
* In the [[Documentation:MRAi DTES RAP Metadata Style Guide#Citation|citation]] field, write out a complete citation of the item (APA has typically been the standard).
* When entering information into the rest of the fields, refer to the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] for further guidance.
=== Filters ===
The rapTracker has five default Filter Views that correspond to the Access Status'. Use the Filter dropdown arrow (the one next to the "funnel" button on the Google Sheets toolbar) to pull up these Filter Views.

These filters are used to isolate sets of items by their statuses. For example, if you only want to look at the items that are awaiting action, you can click Action Required and the sheet will filter out items belonging to other statuses. To turn the filter off, click the Filter dropdown arrow again and choose '''None'''.

'''Do not''' make changes to the document while a filter is on. In the past, this has led to issues around information being overwritten or not properly saved. Turn off the filter first, and then make the changes. If you have suggestions for how to improve this document please discuss with Aleha before making any changes.

== DTES RAP Creators Tracking ==
This is the sister spreadsheet of the rapTracker. It is restricted and kept on Teams. It is used to track who and when we contact creators that are published on the DTES RAP.

Before contacting a creator, check this spreadsheet and the MRAi inbox for previous communications, so you can tailor your communications better.

== Unpaywall ==

=== Overview ===
The [https://unpaywall.org/products/extension '''Unpaywall browser extension'''] is a helpful tool for finding open access versions of articles. Unpaywall [https://unpaywall.org/sources '''uses both existing indexes and manual tracking'''] to point to open access versions of scholarly resources.

When you browse a resource on a publisher website, the Unpaywall extension tab on the right side of your screen displays different colours to indicate whether or not it has found an open access version of the resource. If the tab is coloured green, gold, or bronze, you can click it to access a version of the item. Some '''''(but not all)''''' versions of an item that are discoverable through Unpaywall are eligible for inclusion on the DTES RAP.

=== OA colours ===
* A '''green''' Unpaywall tab indicates that a version of the item has been self-archived to an OA repository. These items are licensed for sharing and reuse.
* A '''gold''' tab indicates that the open access item was published by the publisher. These items are licensed for sharing and reuse.
* A '''bronze''' tab indicates that the item was previously limited to subscribers, but has since been released for reading (typically after an embargo period). Items with a bronze Unpaywall tab typically have restrictions on reuse and sharing, so it is best to avoid sharing these versions of the items on the DTES RAP.
* A '''grey''' tab indicates that Unpaywall could not find an OA version of the article.

== Setting Up New Search Alerts ==
A search alert is a search string crafted for a specific database that, once saved, will e-mail an alert when new content meeting the criteria is added to that database. This step will describe generally how to pick databases, craft a search string, and set up a search alert.

#'''Selecting Databases:''' Select databases relevant to subject fields you want to target. You may want to focus on journals that have published a lot of UBC faculty work over the past few years. You might also want to consider focusing on journals that you know have good open access policies. For more information, see [[Sandbox:Making Research Accessible Publications Workflow#Checking Copyright Permissions|Checking Copyright Permissions]]. You can check [http://www.scimagojr.com/journalrank.php?area=0&category=0&country=CA&year=2014&order=tc&min=5&min_type=cdg Scientific Journal Rankings] for journal ideas to narrow your search. We recommend looking in at least two large databases; however, include as many databases as are necessary to cover the field in question.
#'''Crafting a Search String:''' Create a search string using the search box in your selected database. Make a search string that returns relevant content by UBC faculty contributors within your subject area (in this case, "Downtown Eastside" and "DTES" would be two standard terms). Narrow this by applying an affiliation parameter and/or a proximity operator to the string, if possible. The parameters and operators are often database specific and will likely be defined by the database. Further target the search by combining an affiliation search with subject specific terms relevant to the field you wish to search. Many databases have their own specific terms to narrow results. This search will return a smaller number of items relevant to your subject.
#'''Setting up Alerts:''' When satisfied with the amount of relevant results returned in the search string, save the search and/or set up a search alert. The terminology is often database specific, but a link or icon saying "save search" or "create search alert" is usually found in the header or sidebar of the page. Follow instructions to create or log in to an account. Make sure to use the mrai.info@ubc.ca e-mail address when creating your account. Most databases have a “frequency” setting for search alerts. This will set up e-mail alerts for any new results on a query at a specific time. It is recommended you set the frequency alerts to once per week.

== DTES RAP Pages ==
The Downtown Eastside Research Access Portal ([https://dtesresearchaccess.ubc.ca/ DTES RAP]) makes resources about Vancouver’s Downtown Eastside (DTES) more accessible and easier to discover. It was developed as part of the Making Research Accessible initiative (MRAi). Below are brief descriptions of each of the pages on the portal.

=== Topics ===
This page contains a list of topic tags that users can click on to navigate the portal. The terms for the topic tags were developed to not just reflect what is present in the portal, but to also highlight topics that are of interest to community residents. These topic tags are not imagined to be static, and can be added to or changed over time.

=== Search ===
This page allows users of the portal to identify and access academic materials such as scholarly articles and research summaries, as well as community materials such as reports, historical documents, and more. Note you can do an advanced search and limit results to open access only with the checkbox.

=== Directory ===
The directory identifies academic researchers and students who DTES community members and organizations could contact about research in the DTES. The current iteration of the site prioritizes UBC researchers. The directory was created in response to community members who identified not knowing or not being about to contact people who research in the DTES, and is designed to facilitate making those connections easier. In keeping with the values of the MRAi, only researchers who have given their permission to have their name and contact information on the site are included.

=== Projects ===
The projects page lists active or archived research projects that are happening or have happened in the DTES. This page was created in response to community members and organizations who wanted more knowledge about what research is happening in their neighborhood. In keeping with the values of the MRAi, only projects where the primary researchers have given their permission to have their research featured on the site are included.

=== Resources ===
The portal seeks to change the negative impacts of extractive ways of doing research by encouraging a more engaged and collaborative culture of knowledge exchange. This page provides links and brief descriptions of resources that have been identified as helpful for those interested in campus-community collaboration. Included in the resources are materials about making research more accessible, doing ethical and community-based research, using research for the public good, and planning a research partnership.

=== About ===
The About Page introduces the purpose and goals of the DTES RAP and the MRAi. It provides a brief history of the project, and is intended to be a jumping-off point for users to understand what they could use the portal for, what they will find on the portal, and how they might participate in the project.

=== News ===
The blog posts offer an opportunity to highlight different portions of the portal and make them easier for users to discover. For example, in one of the focus groups in user-testing the portal in 2019, participants identified wanting to use the portal to see different types of community-based research projects. While our tagging system does not currently have the ability to easily identify projects that use those methods in the search engine, a blog post could identify several research items available in the portal that do use these methods, making them more visible for users.

=== Contact ===
The contact page has a form where users can submit requests and recommend resources, and researchers can ask to be added to the directory or projects pages.

=== Help ===
The Help Page provides tips and tutorials for how to use the DTES RAP. This is imagined as a page users will go to for technical assistance in navigating the portal. In the future, we hope to add gifs and videos on this page.

== DTES RAP Content Style Guide ==
Currently, a [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit#heading=h.6jz5j6euppp MRAi Content & Style Guide] is in development by Nick Ubels. Consult as needed.

== DTES RAP Admin Panel ==
The DTES RAP Admin Panel is the RAP's content management system. The Student Librarians and Community-Based Research Assistant use the Admin Panel to create, edit, or delete information that displays on the RAP website, including:
* Item-level metadata entries,
* Controlled vocabularies (CVs) and their terms,
* Researcher entries for the RAP's Directory,
* Project entries for the RAP Projects Page,
* Blog content,
* Static text and photo content.
The DTES RAP Admin Panel has two different interfaces:
* [https://dtesresearchaccess.ubc.ca/admin '''RAP Admin Tools Panel'''] (Handles items, CVs, researcher directory, projects)
* [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] (Handles blog posts and certain static content)
Both require an authenticated Campus-Wide Login to access.

== Making Changes to the RAP ==

=== RAP Items ===
'''Adding Items'''
* First, get all your necessary tabs open to make the process as seamless as possible, this includes the: RAP Admin Tools Panel, the RAPtracker or Workspace, and the article you are adding. The rapTracker has a built-in “Index and Match” feature that will make adding objects a little easier. You simply need to copy the unique object identifier from the main Item Description page and then go into the Index and Match tab at the bottom of the excel sheet. Here you will copy and paste the unique object identifier into Column B, line 2 and all the information will auto populate. It’s the same info as is found in the Item description tab, just in an easier to read format. Alternatively, scroll across the columns to find the necessary details to add to the RAP. It is up to you and your preference!
* Now back to adding an item: In the RAP Admin Tools Panel, scroll down slightly to the '''Add/Edit Objects''' heading and click '''“Add new object”''' button.
* You should now be in the '''New Object''' menu. Copy and paste the '''''Primary Source URL''''' and '''''Primary Source Description''''' information from the Item Description List item record.
* '''Tips for Primary URLs:'''
** Make sure the primary source URL starts with http:// or https://. Example: https://www.linkvan.ca/about Once finished, click '''Set Source'''.
** Once the Primary URL is set, more fields should appear. Please note Primary URLs cannot be edited after the item has been published.
** For items that are hosted with UBC Library (e.g., cIRcle/Open Collections, UBC catalogue and therefor pull metadata from the original hosted sources it is important to note for our backend harvester to update these items nightly from OC and Voyager, the URLs should be in the formats below;
{| class="wikitable"
|'''Source'''
|'''Format'''
|'''For Example'''
|-
|OC
|<nowiki>https://dx.doi.org/10.14288/*</nowiki>
|<nowiki>https://dx.doi.org/10.14288/1.0223647</nowiki>
|-
|Voyager
|<nowiki>http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=*</nowiki>
|
|}
* To add a Secondary URL, click '''Add Source'''. A box with fields very similar to the Primary URL fields will appear.
*'''''Title''''', '''''Alt Title''''', '''''Serial Title''''', '''''Publication Date''''', '''''Description''''', and '''''Collection''''' are plain-text entry fields. Copy and paste the appropriate metadata from the Item Description List record to these fields. ''NOTE:'' the Collection is always the DTES.
*'''Creator(s), Contributor(s), Subject(s), and Language''' are "Click to Add" fields. This just means that if you do not “click to add”, then what you have entered will not be saved. In the Item Description List fields on the RAPtracker or Workspace, we differentiate the individual '''Creator(s), Contributor(s), and Subject(s)''' information for a given record with semicolons. On the RAP however, each creator(s), contributor(s), and subject(s) are entered as separate fields. So it takes a little bit of time and some copy/paste action, but it becomes second nature once you get the hang of it. Using ‘creator(s)’ as an example, the easiest way to enter all the necessary information in the RAP is to copy the entire creator list from the RAPtracker and then paste all the names into the creator field line on the RAP and press “Click to add”. Once you have added one field, the option to add more will then appear below. From there, just copy and paste each individual name into a new line and click to add, until you have gone through all the names. Be sure to delete the names from the original line as you go as well so you end up with a list of individual names in each field. The same process applies for the contributor(s) and subject(s) as well.
*'''''Access''''' is a dropdown field. Click the arrow and choose the option that matches the Access entry in the Item Description List record.
*'''''Projects''''', '''''Topics''''', '''''Affiliations''''', '''''Categories''''', '''''Genres''''', and '''''Types''''' are checkbox fields. For these fields, consult the Item Description List record and choose the Admin Panel checkbox options that match.
*'''''TIP:''''' The Affiliations field has grown extensively, so the easiest way to enter the information here is to search for the specific affiliation, check the box, and continue searching from there. You will not be able to see the entire list but once you have clicked the box, you can rest assured that the information is stored. If you do not see the affiliation listed, then you will have to add it by editing the ‘affiliations’ controlled vocabulary. See below for a detailed breakdown of how to do this.
* Items can be refer to other items. To make your item '''Refer To''' another item already in the RAP, you will need the other item's Object ID.
** The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
** The string after "[https://dtesresearchaccess.ubc.ca/admin https://dtesresearchaccess.ubc.ca/object/]" in the URL is the Object ID. It can begin with "ext." or "oc."
** Copy the string, paste it into the '''Refer To''' field for your new item, and click '''Add reference'''. Repeat if you want the new item to refer to more RAP items.

* When finished with all of the fields and satisfied with the results, click '''Publish'''. If you do not want the new item record to show up on the front end yet, click '''Save as Draft''' instead. If publishing sounds a bit intimidating, don’t worry if you think you have made a mistake or need to fix something, you can always edit an item once you have published it on the RAP.
'''Editing Items'''
* You can edit an existing item in two ways.
*# If you already know the item's Object ID, you can enter it into the '''Edit Object''' box on the main Admin Panel.
*# While signed into the Admin Panel, you can look for the item using the '''Search''' feature in the top nav, navigate to its page, and click the '''Edit Object''' button in the top left corner of the item record.
'''Deleting Items'''
* In the Item Editing Panel, there is a '''Delete''' button in the bottom-left. When you click it, a warning will display: ''Are you sure you want to delete this? The data cannot be recovered.'' To confirm, click '''Delete'''. To go back, click '''Cancel.'''
'''Adding research summaries'''
# Check if the original article is in rapTracker and is published on the DTES RAP (Search for title of the original article or creators)
# If not, add the original article to rapTracker and DTES RAP (this will help you generate the same metadata for the summary).
# Create an APA citation for the summary.
# In the rapTracker, insert a new row next to the original article, using the summary citation.
# Copy the applicable metadata from the original article, for example, subjects, topics, affiliations will remain the same.
## Note: For the summary, the creator is the creator/organisation that created the summary, under ‘contributors’, put the creators of the original article.
## Note for cIRcle items, creator first names may become initials, for example, “Wood, Evan” becomes “Wood, E.” In this case, follow cIRcle’s convention in the metadata of the summary. For more information, consult the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
# Add summary to DTES RAP.
## When the object is published on the RAP, it generates an Object ID under “Linked Objects” and “Refers To.” This is the Object ID of the item you added to the RAP (example: ext.6224).
## Copy this Object ID and add it to the rapTracker field under “RAP ID refers to.” This indicates that it has been published on the RAP and can be found by searching for this number.
# Cross-reference the summary to the original article.
## Find the Object ID of the original article
### The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
### The string after "<nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>" in the URL is the Object ID. It can begin with "ext." or "oc."
### Copy the Object ID of the original article and paste it in the summary’s rapTracker row under “RAP ID” for your new item.
# Return to the item in Wordpress and “edit object”
## Remember to click Add reference. Repeat if you want the new item to refer to more RAP items.
# In the rapTracker field “refers to DTES RAP ID”, add the object identifier number that was generated in “refers to” under Linked Objects in Wordpress Admin.
# Check how it looks on the RAP and check the links are correct

=== Controlled Vocabularies ===
'''Editing Controlled Vocabularies'''
* In the RAP Admin Tools Panel, scroll down to '''Manage Controlled Vocabularies'''. You will see a dropdown box with eight different controlled vocabularies: ''Access, Category, Expertise, Genre, Affiliation, Project_status, Topic,'' and ''Type.''
* Each correspond to a particular field in either RAP item records, researcher directory records, or project records.
* From the dropdown, choose which controlled vocabulary you want to edit and click '''Edit Vocabulary'''.
* For example, when '''Topic''' is chosen, you will be taken to a page with a list of Topic Terms.
'''Adding Terms Within a Controlled Vocabulary'''
* Scroll past the list of terms to the bottom of the page. Click '''Add a Term'''.
* Give your term a descriptive '''Label''' (required) and a '''Definition''' (optional). '''Label''' is public facing. '''Definition''' is not. Use the '''Definition''' field for scope notes and LC Name Authority Notes.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Editing Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a white '''Edit''' button. Click it to change the term's '''''Label''''' and/or '''''Definition'''''.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Deleting Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a dark blue '''Delete''' button (just below the white '''Edit''' button).
* A confirmation box will appear. If you want to delete the term, click '''Delete''' again. Otherwise, click '''Cancel'''.
* If an item is tagged with the term, the system will not allow you to delete it. It will tell you which object IDs are tagged with the term. If you still want to delete the term, you will have to untag each item first.

=== Directory of Researchers ===
'''Adding a New Researcher'''
* Under the '''Add/Edit Researcher''' header, click '''Add New Researcher'''.
* '''First Name''' and '''Last Name''' are mandatory text entries.
* '''Title''', '''Institution''', '''Faculty''', '''Department''', and '''Description''' are all optional text entries. If you do not have any information for any one of these fields, leave the field blank.
* '''UBC Faculty Profile, Phone''', '''Email''', '''URL''', and '''Twitter''' are are all optional "Click to Add" fields. If you do not have any information for any one of these fields, leave the field blank. If you do have information, type one entry in the field and then '''Click to Add''' to save that entry. If you have another entry for the field (for example, if the researcher has two e-mail addresses and you have already entered one), repeat the process. If you need to remove or relocate information from one field to another, make sure to delete the text input and then click the button to '''Remove''' the information.
** If a researcher provides you with any links to a personal profile on a University faculty profile site or institutional profile, etc., add this link in the "UBC Faculty Profile" field, followed by ", See FirstName's [description of profile]" to show a description of the link on the profile page. '''Example''': Entering Joey McJoerson's CDC profile into the "UBC Faculty Profile" field, input: www.yourcdc.ca/Joey-McJoerson, See Joey's CDC profile
** If a researcher provides you with a Twitter link, add @TheirHandle into the Twitter field and Wordpress will hyperlink to their profile.
* '''Expertise''' is a checkbox field. If the research has supplied their area of expertise and it is in the Expertise CV, select it.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
*
'''Editing a Researcher'''
* Like items, you can edit an existing researcher in two ways.
# If you already know a researcher's Researcher ID, you can enter it into the '''Edit Researcher''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the researcher using the '''Directory''' feature in the top nav. Find the researcher in the list and click the '''Edit Researcher [ID#]''' button underneath their record.
=== Projects ===
'''Adding a New Project'''
* Under the '''Add/Edit Project''' header, click '''Add New Project'''.
* '''Project Name''' and '''Status''' are mandatory fields. The first is a text field; the second is a dropdown field with three options.
* '''Primary Researchers''' and '''Other Researchers''' are Click to Add fields.
* '''Project URL / Nickname, Description,''' and '''Methodology''' are optional text fields.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
'''Editing a Project'''
* Like items and researchers, you can edit an existing project in two ways.
# If you already know the Project ID, you can enter it into the '''Edit Project''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the project using the '''Projects''' feature in the top nav. Find the project in the list and click the '''Edit Project [ID#]''' button in the lower right corner of the project "card."
=== Blog ===
'''Adding a New Blog Post'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Posts.'''
* In the Posts menu, click '''Add New''' near the top.
* Add a title in the Title field, then add your text to the field underneath.
* If needed, you can toggle between the '''Visual''' (WYSIWYG) tab and the '''Text''' (HTML) tab.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to '''News''' on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it will look.
'''Editing a Blog Post'''
* In the '''Posts''' menu, find the relevant blog post. Click on the title.
* When finished editing the post, click '''Publish''' again.
'''Deleting a Blog Post'''
* In the '''Posts''' menu, hover over a blog post title.
* You will see four additional options appear underneath the title. Click '''Trash'''.

*

=== Static Content ===
'''Editing Resources, About, and Help Pages'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Pages.'''
* You will see three main web pages: '''Resources''', '''Help''', and '''About.'''
* You will also find sub-pages underneath '''Resources''' and '''About.''' These sub-pages are preceded by an em dash.
* Click on the title of the page you want to edit. Edit content in either the '''Visual''' or '''Text''' tabs.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to the corresponding site on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it looks.
*
'''Editing Header Images for Resources, About and Help Pages'''
* When in the edit panel for one of these pages, scroll down to '''Featured Image''' in the right sidebar.
* To change the image that appears in the header, click the Featured Image thumbnail.
* Wordpress will take you the the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library].''' You can either select an image from the collection of images that have already been uploaded to the Wordpress site, or you can switch to the '''Upload Files''' (top left corner) tab if you want to upload a new image.
* The images should be optimized for web, so the photo file size should be shrunk to less than 500kB.
* The aspect ratios should be similar.
* Make sure the image you select has an identifying name (it should probably correspond to the page it is going on—for example: "help_header1").
* With your image highlighted in the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library]''', click '''Set featured image'''.
'''Editing Header Images for Other Pages'''
* If you want to edit static content on other pages (including the Home page, Topics, Search, Directory, and Projects), you will have to contact IT for the change.
* However, if there is a header image in place on one of these pages, it can be '''replaced''' through the '''Media''' tab in the left sidebar.
* Search the name of the page in the media library search bar. It should pull up the corresponding header photo for the page. Click on that photo.

[[File:SLO MediaGallery Capture1.png|thumb|A screenshot of the Media Gallery search.|none]]

* In the photo menu, click '''Replace Image.'''

[[File:SLO MediaGallery Capture2.png|thumb|In the photo menu, click on Replace Image.|none]]

* At the next screen, choose '''Just replace the file'''. Click '''Upload'''.
**Warning: Choosing '''Replace the file, use new file name, and update all links''' will break the link to the image on the site.

[[File:SLO MediaGallery Capture3.png|thumb|Select "Just replace the file."|none]]

== MRAi TeamShare Folder (aka Shared drive) ==

=== Overview ===
The root folder MRAi uses to store its files on UBC's TeamShare storage is called '''MRA Campaign (Path —T:\MRA Campaign)'''. Here's instructions for mapping for the first time outside of UBC Library https://it.ubc.ca/services/web-servers-storage/teamshare-storage-service/mapping-or-mounting-teamshare-microsoft

This is a place for long term secure storage of files. You can arrange to use this from personal laptops, workstations at the Learning Exchange or UBC Library.
== Qualtrics ==
The Qualtrics tool is used to collect information from researchers in order to populate the Directory and Projects pages. This includes details about how to contact them, their academic affiliations, and their research focuses. (Note: EM modified Qualtrics survey on February 17, 2022 so that the researcher directory topic options match the topic labels displayed in the RAP.)

=== Sending the Qualtrics survey ===

* Manually add the researcher as a contact, in the Contacts section.
** Note: if this is your first time sending a survey link, you will need to create a new contact list.
* Navigate to Projects, select the MRAi Directory and Projects Survey, go the "Distributions" section.
* Select "Personal links" from the list of options on the left-hand side.
* Select the "Generate link" button in the upper right.
* Click "Select contacts," and select the researcher to whom you are sending the link.
* Set the link to expire in 60 days (the default), and then select "generate links."
* The link will automatically download in an Excel spreadsheet. Open it and use the link in your email to the researcher.
* Update the Creators tracker by adding details in columns N-P

=== Accessing survey results ===

* You should receive emails when researchers submit their surveys, from noreply@qemailserver.com
* If the researcher has submitted only one project or fewer for inclusion in the portal, you may be able to copy responses directly from this email.
* If the researcher has submitted multiple projects, the formatting is confusing to view as delivered in the email. Instead you can log in to Qualtrics, select the MRAi Directory and Projects Survey, navigate to the "Data and Analysis" page and either:
** Click the down arrow button at the far right side next to the response you wish to view, then select "Export to PDF," OR
** Select "Export & Import" > CSV > Download to see an Excel spreadsheet with all responses
* Input responses into the appropriate sections of the RAP Creators tracker (columns Q-BV) and to the appropriate sections of the RAP. See [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance.

== Teams ==
Starting in July 2022, the MRAi began using Teams for active file sharing and management of Task lists, in place of Basecamp and Teamshare. You can read the MRAi Teams [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/Teams%20intro%20user%20guide.docx?d=wa1975f50db3a49e19f4a7b037eea38b4&csf=1&web=1&e=vwXiKC user guide] or watch [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/How%20to%20videos?csf=1&web=1&e=iFeyRn explainer videos]. Note that you will have to be a member of the MRAi Teams site to view these files.
[[Category:MRAi]]
[[Category:Circle Projects]]

Documentation:Student Librarian Orientation (MRAi)

2026-08-21T23:54:15Z

KendallWilber:

== Introduction to this Wiki ==
The Student Librarian Orientation (SLO) Wiki page is intended to give incoming MRAi Student Librarians a basic overview of all the many different aspects of this position. It introduces the major tools and interfaces frequently used in the role, as well as general guidence for day-to-day workflows. It is also useful for those new to the MRAi in general, and will be a great reference point when incoming MRAi team members are finding their feet in the early days of their new position. The SLO Wiki and/or its attendant Wikis should be updated in accordance with the [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]] when relevant tools/guidelines/workflows are added, eliminated, or modified.

As you read through this SLO Wiki, do keep in mind that there are a lot of moving parts that make up the MRAi and it takes time for new folks to learn what they are and how they all interact with one another. We encourage all incoming team members to be graceful with themselves as they learn about the work of this initiative. Please feel free to ask any questions!

== Reference Tools ==
'''MRAi Resources'''
* [https://wiki.ubc.ca/Sandbox:MRAi_Orientation_Documents MRAi Orientation Documents]: Higher-level information about the MRAi's purpose, how we work, what we accomplished last year, and our annual work plan.
* [[Documentation:MRAi DTES RAP Metadata Style Guide|MRAi DTES RAP Metadata Style Guide]]: Definitions of, and stylistic guidelines for, each metadata field in Downtown Eastside Research Access Portal (DTES RAP) item records. ''This one is especially helpful!''
* [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit# MRAi Style and Content Guide (Draft)]: This working document is meant to be used by MRAi team members (referred to as users) who create or edit content for the DTES RAP that is not part of the collection. Created by Nick Ubels and Geoff D'Auria.
* [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]]: Read about how the Wiki is structured and how and when to add/remove content.
* [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv subscribers]: This document was created in 2023 to track correspondence with authors, creators, and other folks in the MRAi network regarding the DTES RAP. Information about who currently is a subscriber to the MRAi Listserv is also recorded in this document.
'''cIRcle Resources'''
* [[Library:Circle/Adding faculty publications to cIRcle|Adding Faculty Publications to cIRcle''':''']] This is a general workflow guide maintained by the cIRcle Office. [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Section 3: Check Copyright Permissions]] is the section relevant for identifying if research articles are eligible for deposit in an institutional repository and under what conditions.
*[[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]: This page is maintained by the cIRcle Office and provides guidance on preferred and accepted file formats. ''This one is especially helpful!''
*[https://circle.ubc.ca/ cIRcle website:]: Search the repository, find all up-to-date guidelines, policies, sponsorship webforms and licenses.
'''Other UBC Library Resources'''
*[https://scholcomm.ubc.ca/open-access/ ScholComms@UBC] Website: Has up-to-date information about Open Access, Open Scholarship and Author Rights.
*[https://open.ubc.ca/access/ Open UBC]: Has toolkits to support open access.
*[https://about.library.ubc.ca/contact-us/ejournal-help/ UBC Library IT]: Use this form to report technical issues with the RAP. Please update Aleha if you experiencing any issues with the RAP.

== Roles and Responsibilities ==

==== MRAi Student Librarian ====
The MRAi Student Librarian works within the MRAi to support collection development and maintenance for the Downtown Eastside Research Access Portal (DTES RAP), communicate with both authors and staff alike, adhere to publishing permissions, and contribute to the greater task of writing and compiling metadata. This position currently works with and reports to the MRAi Community Engagement Librarian DTES RAP Project Lead for day-to-day library projects and is guided by the Academic Director of UBC's Learning Exchange for broader MRAi projects and goals. Student Librarians are also in regular communication with cIRcle staff to facilitate adding new material to [https://circle.ubc.ca/ cIRcle], UBC's institutional repository. All items to be added to cIRcle go through a workflow process, where the Student Librarian records possible items for cIRcle on a shared documentation tab (see cIRcle Candidates tab on the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). The cIRcle Specialist then communicates with the authors and creators, writes and collects pre-populated PDF licenses, and submits these for publication. Once items are published in cIRcle, the Student Librarian will be notified to then add these items to the RAP. Further details about this workflow process can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

The principal responsibility of the Student Librarian role is to support the collection development activities of the DTES RAP. New research articles, as well as community and scholarly works, are discovered through a variety of sources, including email alerts, word of mouth, internal recommendations, and self-archiving. Part of the Student Librarian’s regular tasks is to sort through and identify prospective works that can be self-archived in cIRcle and/or curated on the DTES RAP. To determine an item's eligibility for inclusion, the Student Librarian uses best judgement, remembering that all new material should reference and be specific to the DTES community. If in doubt, reach out to the MRAi Community Engagement Librarian DTES RAP Project Lead for clarification and confirmation. As well, a substantial amount of this role involves compiling and writing metadata for items that will be added to either cIRcle and/or the DTES RAP. The Student Librarian uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] and [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] for drafting all metadata. These Google Sheets are intimidating at first but new Student Librarians will get the hang of them in no time!

Communication is a big part of this role, all with the leading purpose of growing the DTES RAP collection and building a wider network of scholarly and community-based relationships. The overarching goal of the DTES RAP is to function as a useful stand-alone resource for knowledge dissemination, as well as encourage and facilitate knowledge exchange activities for UBC and the broader community. There are lots of little bits to this position, many of which new Student Librarians will learn in the first few weeks, and after this learning curve, the finer details start to seem much more straightforward.

The Student Librarian works closely with the Community Engagement Librarian/DTES RAP Project Lead, the Community-Based Research Assistant, the Community-Based Research Coordinator, the cIRcle Specialist, and the MRAi cIRcle Project Lead. Details about these working relationships can be found below.

==== MRAi Community Engagement Librarian DTES RAP Project Lead ====
The Student Librarian coordinates with the cIRcle MRAi Community Engagement Librarian Project Lead to ensure clear and consistent expectations, workflows, and deliverables. This position oversees the work of the MRAi Student Librarian to ensure deliverables are met and processes are executed accurately. This position is permanently held by [http://directory.library.ubc.ca/people/view/744 Aleha McCauley] (she/her), the Community Engagement Librarian based at the Irving K. Barber Learning Centre (IKBLC).

==== Community-Based Research Assistant ('''currently vacant)''' ====
The Student Librarian coordinates with the Community-Based Research Assistant, another student position within the MRAi team, to aid the input of researcher contact information into the DTES RAP [https://dtesresearchaccess.ubc.ca/directory Directory page], as well as the input of project information into the DTES RAP [https://dtesresearchaccess.ubc.ca/projects Projects page]. Further details about this process can be found in the [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Adding_Researchers_to_the_Directory_and_Projects_Pages Adding Researchers to the Directory and Projects Pages]. The Community-Based Research Assistant is predominantly based out of the UBC Learning Exchange, and the Student Librarian may hold standing virtual and/or in-person meetings with the student working in this role.

'''Community-Based Research Coordinator (currently vacant)'''

The working relationship between the Student Librarian and the Community-Based Research Assistant is further supported by the Community-Based Research Coordinator, a position that supports community-university knowledge exchange activities out of the UBC Learning Exchange. As one of the supervisors for the Community-Based Research Assistant, the Community-Based Research Assistant supports and, where necessary, provides guidance on the shared work of the Student Librarian and the Community-Based Research Assistant, especially with respect to the ongoing development and maintenance of the DTES RAP Directory and Projects Pages. The Student Librarian also works alongside the Community-Based Research Coordinator on a semi-annual basis to facilitate and support the work of the ASTU 100 Project. Details about this specific workflow process can be found in the [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#ASTU_100_Infographic_Submission_Process ASTU 100 Infographic Submission Process] section. This position is currently held by [https://learningexchange.ubc.ca/about-us/our-team/ Katherine Cheng] (she/they).

==== cIRcle Specialist ====
The Student Librarian coordinates with the cIRcle Specialist to deposit materials for the MRAi project to cIRcle and apply metadata enhancement practices to pre-defined materials. The cIRcle Specialist and the MRAi Student Librarian work closely to coordinate the deposit of materials to cIRcle as well as track archived/metadata-enhanced materials in shared MRAi and cIRcle workflow tracking documentation (see the cIRcle Candidates tab of the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). This position is currently held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin] (she/her), Digital Repository Specialist.

==== MRAi cIRcle Project Lead ====
The MRAi cIRcle Project Lead supports the working relationship between the cIRcle Specialist and the Student Librarian, as well as provides guidance on cIRcle-related matters (e.g., copyright, self-archiving, etc.). This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian ([https://directory.library.ubc.ca/people/view/1020 Amber Saundry], Digital Repository Librarian, served as cIRcle Project Lead during Tara's sabbatical [July 2025-June 2026] and will continue to consult as needed).

'''Other MRAi Team Members'''

The Student Librarian also interacts with other team members working within and/or for the MRAi and, depending on the individual interests and/or capacity of the Student Librarian, may work on special projects with them. The following roles are standing members of the MRAi team:

* '''Communications Specialist, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBR%24KG0%40T%20%0A Geoff D'Auria] [he/him]).
* '''Director, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBS%24%5BA1PH%20%0A Kathleen Leahy] [she/her]).
* '''Academic Director, UBC Learning Exchange''' (currently vacant)

== Discovery and Selection of Items ==
The MRAi simultaneously pursues both academic research and community materials (what we refer to as grey literature, or "grey lit" for short) for both archiving in cIRcle and for curated links to in the DTES RAP. Some items are better suited for linking directly to the DTES RAP, such as an open access thesis from a non-UBC repository or a non-profit report from an organization's website, while others are suited for archiving in cIRcle, such as a restricted access scholarly article by a researcher who is interested in sharing a permissible open access version in cIRcle.

=== Academic articles through search alerts ===
The MRAi discovers the bulk of its academic research using pre-set search alerts. So far, the MRAi has three primary search alerts: Mendeley, Google Scholar and Read by QXMD. At intervals, the alerts deliver newly-indexed articles, filtered by MRAi’s specified search terms, to the shared MRAi e-mail account (mrai.info@ubc.ca). The search alerts are automatically sorted into the email folders that correspond to the database they came from. On a weekly basis, the Student Librarian reviews each set of results for relevancy to the MRAi's criteria for inclusion. Once the Student Librarian deems an item eligible for inclusion, they make a new entry for the item in the rapTracker and/or RAP Workspace.

Using [https://unpaywall.org/ UnPaywall], [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder], [https://shareyourpaper.org/ ShareYourPaper], [https://resources.library.ubc.ca/page.php?id=41 UlrichsWeb] (a database accessed through the UBC Library and requires a CWL), [https://circle.ubc.ca/ UBC cIRcle], and a Google search of the title, look for an open access (OA) version of the item. If the item is not OA, note the [[Documentation:Student Librarian Orientation (MRAi)#Checking Copyright Permissions|embargo period]] in the rapTracker in the appropriate column. Previous Student Librarians found the use of the [https://unpaywall.org/ UnPaywall browser extension] to be one of the most helpful tools in their work and recommend that future Student Librarians use it, too.

OA can sometimes look slightly different based on different publisher permissions, so take your time to familiarize yourself with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. This is an ever-evolving landscape to navigate! Based on previous Student Librarian experiences, this part of the role took a bit longer to get the hang of, so ''be patient with yourself'' as you learn the specifics of copyright permissions. Bring questions to your check-ins.

=== Community-generated materials/grey literature ===
Community materials or grey literature—such as community reports, newsletters, and working documents—often offers flexible, grounded, and process-oriented insights that differ from the conventions of traditional academic publishing. Within the DTES RAP, grey literature includes either UBC-affiliated materials eligible for archiving in cIRcle or curated, externally linked content created by community or government organizations working in or on the Downtown Eastside (DTES).

As of '''May 2025''', '''only materials with an explicit UBC affiliation are eligible for deposit in cIRcle.''' cIRcle defines UBC affiliation as content that is authored or co-authored by, created in affiliation with, contributed by, or hosted by a UBC student, staff, faculty member, department, or official UBC location (e.g., Learning Exchange). '''Materials that do not meet this affiliation requirement may still be''' '''curated on the DTES RAP through external links,''' offering visibility and access to the public, though they cannot be archived in UBC’s institutional repository.

In 2023, we began informally collecting newsletters from DTES-based community organizations through the MRAi shared email (mrai.info@ubc.ca). These are stored in a designated "Community Organizations Newsletters" folder and reviewed periodically by the Student Librarian as a source for discovering relevant community content. As new organizations are identified, we encourage Student Librarians to subscribe to their newsletters using the shared MRAi email and update the Outlook rule to ensure consistent organization and tracking. If you identify materials that are at risk becoming inaccessible please discuss with our MRAi contacts.

=== Suggested items ===
For a period of time, members of the MRAi team would input suggested items via a Google form '''but as of 2023 this is no longer in use.''' This now-defunct Google form, however, can still be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Google%20Form?csf=1&web=1&e=XpKmyk Teams > Collection Work].

When the Google form was in use, the Student Librarian could access the content of the Google form using the MRAi Gmail account (mrai.shared@gmail.com). An alert would come to the MRAi shared inbox when a response was submitted. If the suggested item was deemed urgent and the suggester wanted it added to the portal within a specific timeframe, the suggester would also email the MRAi inbox to flag the item for urgent inclusion. Suggested items would then be entered into the rapTracker and RAP Workspace to later undergo the usual workflow of an item.

== Pursuing Items: Our Working Criteria ==
The following offers some guidance to determine whether the material is representative of the goals of the MRAi project. Scope may change as the initiative matures, so this criteria is often revisited by our Steering Committee and various stakeholders. Please keep up-to-date with our [https://infohub-2019.sites.olt.ubc.ca/files/2020/07/Curatorial-Statement-2020-Final.pdf public curatorial statement] to ensure items being considered for inclusion to the DTES RAP and/or cIRlcle are consistent with current MRAi practices.

=== Current Working Criteria ===
When determining an item’s eligibility, consider:

==== 1) Geographic location relevance ====
Look for keyword frequency, the appearance of terms such as “Vancouver” and/or “Downtown Eastside” in the title, subject headings, and/or body text of an item. The contributors or affiliations may also have a connection to the DTES community. However, as this may not always be apparent in a keyword search, always do a little digging on the creators and organizations mentioned in the item. Double-checking internal MRAi documentation, like the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=xQsodi Master List - Student Librarian Engagement Notes and Listserv Subscribers], can be helpful for this, too.

Note: When we refer to the DTES, we are referring to the [https://guidelines.vancouver.ca/policy-plan-downtown-eastside.pdf Local Planning Area] per the City of Vancouver's definition. This definitions comprises seven sub-areas: Chinatown, Gastown, Industrial Area, Oppenheimer District, Strathcona, Thornton Park, and Victory Square.

==== 2) Timeliness ====
We typically only curate and upload items that have been published from 2010 onwards, however, there are always exceptions to this rule. Be sure to run any item with an earlier date that you think may be of interest to the DTES RAP collection by the MRAi Community Engagement Librarian DTES RAP Project Lead for confirmation.

As well, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from creators. To learn more about and/or get a refresher on post-prints, see the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Checking Copyright Permissions]] section.

==== 3) Institutional affiliation ====
As of '''May 2025''', only items with a clear UBC affiliation are eligible for inclusion in cIRcle. This means the creator must be a UBC student, staff, faculty member, or affiliated with a UBC unit or host location—and must be named as an author, co-author, contributor, or institutional affiliate. Because of this requirement, materials created solely by non-UBC affiliates are no longer eligible for cIRcle deposit, though they may still be curated on the DTES RAP via external links.

==== 4) Language ====
At this time, we only work with items written and published in English.

==== 5) Stakeholder recommendations ====
We aim to prioritize materials where there is an identified DTES community interest in the topic and subject matter. We also take recommendations from many stakeholders, including current MRAi affiliates, the general public via our contact us form, and the UBC community.

=== Exceptions to the Working Criteria ===
As we seek to grow the DTES RAP collection, exceptions can be made, especially when an item offers:

* Information and/or insight into an under-represented topic and/or subject matter.
* Historical significance.
* Diverse representation.
* Research that is conducted outside of the DTES that is nonetheless of importance to DTES.
Items that are frequently cited by other works in the DTES RAP collection may also be exceptions to our standard working criteria.

=== '''cIRcle vs. DTES RAP Candidacy''' ===
There are several factors that Student Librarians can keep in mind when searching for and/or discovering potential material to include in the DTES RAP collection, especially when it comes to whether an item should be pursued for cIRcle ''in addition to'' being curated in the DTES RAP.

==== '''1) Hyperlink stability and availability''' ====
Is the item hosted on a stable, well-funded website and/or archived in a repository like PubMed Central or BioMed Central? If so, then just linking to the item (or, curating) on the DTES RAP is sufficient.

Is the item only hosted in one location online and/or is vulnerable to loss and deletion? In other words, will you be able to reliably access or download a PDF copy of the work? If there is no reliable source and you suspect the link is not stable, then the item is a good candidate for linking on the DTES RAP and/or depositing to cIRcle.

As a general rule, if the link is seemingly unstable and is a good fit for the DTES RAP, then it is a good idea to also archive the item in cIRcle so that access to it will remain both possible and stable in the long term. If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== '''2) Organizational need''' ====
Does the creator and/or organization have a need for free support in order to help preserve their work, or do they have the capacity to archive or preserve their own work? This is especially important to keep in mind when engaging with community-based organizations and non-profit societies working within and around the DTES who may not have the funding, staff time/expertise, and/or digital infrastructure to preserve their valuable materials (e.g., annual reports for community organizations). If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== 3) Relationship ====
This is where our internal tracking documents come in great hand. Check the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] to see whether the MRAi has an existing relationship with a certain creator. If so, has the creator been previously willing and able to work with us to self-archive their work in cIRcle? Take note of any capacity issues that this person may have expressed during previous correspondence. Our goal is to make the work of creators easier - the last thing we want to do is overburden them with requests. For instance, would it be best to hold off on pursuing an item for cIRcle for the time being and return to it at a later date when the creator is less busy?

If the creator of an item is someone who the MRAi has not connected with previously (to the best of your knowledge and by the notes retained in our internal tracking documents, at least), then can accurate and up-to-date contact information for this person be readily found online? If not, then this may not be a reliable creator to reach out to at this time.

==== 4) Level of description ====
Do we have adequate information to describe the item appropriately and fill out our mandatory metadata fields (e.g., title, publication date, creator names, topic, category, genre, type? If working with community-generated material, can the creator help us to describe the item appropriately?

=== '''Saving Citations''' ===
The MRAi uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] to track item citations and the status of requested materials. The MRAi Student Librarian saves citations for viable candidates to the DTES RAP by using the appropriate columns of the spreadsheet. Each new entry receives a "Data Created" status and initially includes the item's title, its creators, a publisher DOI, a full citation, and a creator point-of-contact (i.e., the article's designated corresponding author). The Student Librarian fills other fields in the entry as the item progresses through the relevant processes.

= Checking Copyright Permissions =
The starting place for discovering and understanding publisher self-archiving policies is [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder] (formerly SHERPA/Romeo). Although the Policy Finder is a good place to get a quick policy digest, each entry includes links to the journal's self-archiving policy page. Use these links to verify and clarify policies and conditions on the publisher's website.

A term that Student Librarians will become familiar with as they understanding publisher self-archiving policies is "embargo." An embargo is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals and/or those with institutional affiliation(s). If an article is currently under embargo, it can still be archived to cIRcle, but access to the article on the repository will be restricted until the embargo end date. Folks interested in items currently under embargo must make a special request to cIRcle in order to access it.

=== Understanding Article Versions ===
cIRcle has a Wiki page for [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Adding Faculty Publications to cIRcle]] which includes a section on [[Library:Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Identifying Permitted Self-Archiving Versions]]. Please review carefully, and revisit as needed.

The Student Librarian first needs to identify which version of an item is permitted for self-archiving, and then work with the item's author to apply any conditions such as a version statement, citation, and/or embargo. Many authors need coaching on identifying the permitted self-archiving version; they frequently assume you are asking for the published version and permitted version terminology serves to add to that confusion. For this reason, you may want to include a brief description and example of the version you are asking for: "...the accepted post-peer review version without publisher formatting (i.e. Author's Accepted Manuscript)."

In many cases, creators will need clarification from the Student Librarian to understand the differences between the version types. For more information and examples regarding identifying and communicating version types, see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki or the [https://wiki.ubc.ca/images/f/fe/CopyrightcIRcle_AuthorsGuide.pdf Author's Guide to Self-Archiving].
=== Strategies for Checking Journal Copyright Permissions ===
The Student Librarian can generally go through the following steps to check the copyright permissions of a scholarly article:

'''1)''' As mentioned above, first search for the journal in the JISC Open Policy Finder for an at-a-glance view of their self-archiving policies. Then, visit the website of the journal and double-check their open access policy to ensure the information found on the JISC Open Policy Finder is up-to-date.

'''2)''' Use tools, such as the [https://unpaywall.org/ Unpaywall] browser extension and [https://shareyourpaper.org/ Share your Paper], to see if there is an open access version of the article somewhere online.

'''3)''' Try searching for the article in the UBC catalogue to see if it's a part of the UBC Library collection already.

'''4)''' Search [https://resources.library.ubc.ca/page.php?id=41 Ulrichs] to see an example of record confirming where the journal is made available online, as well as if it is open access.

'''5)''' As a final step, contact the journal's editor for more information. If this needs to be done, please contact the MRAi cIRcle Project Lead and the MRAi Community Engagement Librarian DTES RAP Project Lead first.

= Requesting Creator Permissions =

=== Email Templates and Preparing Correspondence ===
The MRAi team has drafted a number of templates to streamline and standardize the process of requesting creator permissions for articles identified for inclusion to the DTES RAP. The email templates are located in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Email%20Templates?csf=1&web=1&e=XKKlmj Teams > Collection Work > Email Templates]. To make it easier for the Student Librarian to use and copy the email templates, they are also held in a folder of the same name in the shared MRAi email inbox. The Student Librarian will select the appropriate template based on whether or not the MRAi team has contacted the creator before and at what stage engagement with this creator is at (e.g., self-archiving request sent, providing next steps for self-archiving in cIRcle). A helpful tool here is the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listerv Subscribers]. Use this document to not only check whether the MRAi team has previous and/or current engagement with certain creators but also to keep track of the engagement currently happening with the creator regarding self-archiving requests.

Unsure of which co-author/co-creator to contact about an article/item? Most scholarly articles will have a designated author that correspondence can be directed to. This information is often found in the author field at the top of an article or, in some cases, it may be found in the article's footnotes or endnotes. Sometimes this information is indicated by the presence of an envelope icon next to an author's name.

==== When drafting correspondence from the MRAi shared email account, please keep the following in mind: ====
* For every email, use a descriptive subject line. Each email template has a descriptive subject line for the Student Librarian to use.
* Always cc: the MRAi Community Engagement Librarian DTES RAP Project Lead.
* If requesting more than one article from the same creator, send only one e-mail with a numbered list of all the relevant articles. For each article, include a full citation and a description of the publisher's stipulations for archiving the article (i.e., the permitted version, embargo period, date of embargo expiry if applicable).
* <s>When sending out a self-archiving request ('''Template 1A''' or '''Template 1B''') be sure to also include a pre-populated PDF of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. Always download the cIRcle License directly from the cIRcle website to ensure you have the current version.</s>
* <s>Depending on correspondence and the individual style of each Student Librarian, the cIRcle license can also be passed along to the creator when providing next steps ('''Template 3''').</s>
** <s>Reminder: At least one co-creator must fill out the license form online for the article to be uploaded to the repository. It is expected that the creator signing the cIRcle License will make co-creators aware of their agreement to archive the article in cIRcle. The creator who fills out the form assumes license permissions responsibility on behalf of all co-creators. If the creator chooses to notify others affiliated with the paper, they may do so by inserting their e-mail addresses into the cc: field.</s>

* If an article already has a Creative Commons (CC) License and it is permissible to distribute freely in things like institutional repositories, it is still best practice to notify the creators that their work is now also accessible in cIRcle ('''Template 5''').
* For consistency, please use Calibri font, size 11, and Canadian spelling.
* Use custom links when referring to the DTES RAP so that the MRAi can track the portal's traffic (e.g., academic audiences vs. community-based audiences).
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation academic audiences].
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation community audiences].

=== Version Statements ===
Version statements help alert users what version of academic research they are reading (e.g., the preprint or postprint), as well as where they can find the published version of the article. As a general rule, Student Librarians apply the version statement to an item on behalf of creators. Even if the publisher does not require a version statement, it is very helpful to cIRcle to include one.

Some publishers will have a version statement template to apply to an article's submitted manuscript or accepted manuscript, and this can often be found in the publisher's open access policy or somewhere on their website.

However, most version statements follow a similar format, and Student Librarians can generally use the following format when applying a version statement:

''"This is the [pre-print/post-print] version of the following article: [full citation], which has been published in final form at [article DOI]. This article may be used for non-commercial purposes in accordance with [publisher names] Terms and Conditions for Use of Self-Archived Versions."''

Note: The inclusion of the last sentence will depend on the CC license of the individual journal. The most important part is the statement of the version and the full citation.

View an example of [https://dx.doi.org/10.14288/1.0394565 a MRAi-archived scholarly article with an amended version statement] in cIRcle.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|link=https://wiki.ubc.ca/File:079575-blue-white-pearl-icon-business-light-on.png|100x100px|Tip]]
|'''Tip:''' If the creator sends an incorrect version, you will need to follow up and provide clearer instruction on version types. If a creator uses the Item Submission form for an embargoed article, [mailto:circle.repository@ubc.ca please notify the cIRcle office immediately] to request the file be deleted.
|}
=== "Pursuing for cIRcle" Workflow ===
When an item has been identified as a good candidate for cIRcle, the Student Librarian can move through the following workflow:

'''1)''' '''Update the item entry.'''

Go to the item's entry in the [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] and change the text in the '''cIRcle Update''' column to "Pursuing for cIRcle."

'''2)''' '''Complete metadata for item(s).'''

Update other metadata fields for the item in the DTES RAP Workspace as needed. Past Student Librarians have found that completing the metadata for an item ''before'' pursuing it for cIRcle is helpful, especially since part of the self-archiving process with the creator/author may require sharing the metadata with them for their review and input. This is usually the case when working with community-generated materials, such as annual reports.

'''3) Add item and corresponding metadata to the "cIRcle Candidates" tab on the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker].'''

This tab includes RAP Unique Item Identifier, Citation, UBC-affiliated author, and MRAi Items Notes. The rest of the metadata columns on this tab are for cIRcle to fill out.

<s>'''3)''' '''Send a self-archiving request to the corresponding creator.'''</s>

<s>To initiate correspondence with the item's creator, use either '''Template 1A''' (for new contacts) or '''Template 1B''' (for existing contacts) to request participation in the DTES RAP. Be sure to also include the citation(s) for the item(s) that have been identified as candidates for cIRcle and the DTES RAP. If there is no response to this initial email within two to three weeks, the Student Librarian can send a follow-up email using '''Template 2'''.</s>

<s>A friendly reminder that any and all correspondence with a creator/author necessitates comprehensive documentation. The Student Librarian can use the '''Item Notes''' column in the DTES RAP Workspace to track ongoing communications with an item's creator/author as they advance through the "Pursuing for cIRcle" workflow process. However, it is more important that creator engagement is well-documented in the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=85QL72 Master List - Student Librarian Engagement Notes and Listserv Subscribers] so that this correspondence can be referred back to at future dates by present and future MRAi team members.</s>

<s>'''4)''' '''Prepare the cIRcle license and cIRcle submission folder; then, send the unsigned cIRcle license for the creator's review and signature.'''</s>

<s>When the creator responds to the self-archiving request and expresses that they are interested in participating with the DTES RAP, complete a [https://circle.ubc.ca/submissions/license-form/ cIRcle license] for the item(s) at hand, including citation(s), pre/post-print status(es), embargo period(s) and copyright owner(s). Populated cIRcle licenses that have been used in previous submissions to cIRcle can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=Yf4Si2 Teams > Collection Work > cIRcle Documents].</s>

<s></s>

<s>Next, ensure that there is a cIRcle submission folder ready for the item and its corresponding documents ([https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=zdiNgm Teams > Collection Work > cIRcle Documents > Submissions]). If the creator does not already have a designated cIRcle submission folder, create one using the naming convention "Last Name, First Name" (i.e., Cui, Zishan). For community organizations, please use the name of the organization (i.e., Carnegie Dance Troupe).</s>

<s>Each cIRcle submission folder should contain the following subfolders:</s>

* <s>'''Archived:''' Houses the unsigned cIRcle license, as well as documents for any of the creator's past submissions to cIRcle. This folder is for MRAi purposes only, and the intention behind it is to mitigate any possible confusion between current and past documents when any submissions are passed on to cIRcle staff.</s>
* <s>'''Files to be deposited:''' Houses the PDF or Word formats of the items that are being submitted to cIRcle for deposit. Use the naming convention "LastName_YYYY-MM-DD_##" (e.g., Cui_2023-02-24-01) for each item that will be submitted to cIRcle for deposit. The date used here should align with the date that the item is submitted to cIRcle. This helps distinguish between past cIRcle submissions for one creator that, after being successfully deposited to cIRcle, are held in the Archived folder. The "##" portion of the naming convention helps to distinguish between multiple submissions to cIRcle at one time. For instance, when researcher Michelle Cui submitted two articles to cIRcle, the [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Files%20to%20be%20deposited?csf=1&web=1&e=4dIk7I submissions] were distinguished from each other as Cui_2023-02-24-01 and Cui_2023-02-24-02.</s>
* <s>'''License & metadata:''' Houses the populated and signed cIRcle license for the creator, as well as any corresponding documents that the cIRcle staff will need to review alongside the license. Corresponding documents may include:</s>
** <s>'''Submission lists''' - A list of items being submitted to cIRcle. The creation of such a list is only necessary when the number of items and their relevant information (e.g., citations, copyright owners, permissible versions, etc.) exceeds the allotted corresponding space on the cIRcle license form. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/License%20%26%20metadata/Cui_Submissions_2023-02-24.docx?d=wf813d651b9314669a794a5a91e49e4b4&csf=1&web=1&e=K0eEIT an example of a submission list].</s>
** <s>'''Affiliation lists -''' A comprehensive list of affiliations for the item(s) being submitted to cIRcle. Like the submission list, an affiliation list is only necessary when the number of affiliations for an item/items exceeds the given space provided on the cIRcle license. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Argento,%20Elena/License%20%26%20metadata/Argento_Affiliations_2023-10-24.docx?d=w4132b9b452374dd58442aedbb3d07b4e&csf=1&web=1&e=sN2JOB an example of an affiliation list].</s>
** <s>'''Community Metadata Sheet -''' The metadata prepared for and reviewed by community organizations for their materials. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Watari/License%20%26%20metadata/Watari_Metadata_2023-11-30.docx?d=wbf264ccb6bcc44adb16174b8e965134e&csf=1&web=1&e=DqCfyg an example of a community metadata sheet]. A primer for the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets/Community%20Metadata%20Sheet.docx?d=w9df7942ce0c643a5b77b96f849c1379d&csf=1&web=1&e=jtxSUq Community Metadata Sheet], which should be sent to community organizations alongside any prepared metadata, can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets?csf=1&web=1&e=aebcwo Teams > Collection Work > cIRcle Documents > Metadata Sheets].</s>

<s>When the cIRcle license and the cIRcle submission folder are ready, send the populated (but unsigned) cIRcle license to the creator. Use '''Template 3''' to draft this email and attach a PDF version of the cIRcle license. Once this email has been sent, move the unsigned cIRcle license to the Archived folder in the creator's designated cIRcle submission folder.</s>

'''<s>5) Review the signed cIRcle license and the permissible version of the article.</s>'''

<s>When the creator returns the signed cIRcle license and passes along the permissible version of the article, review the signed license and the permissible article version to ensure that everything is complete and accurate. Because article versions can be difficult to parse and are not necessarily intuitive, it's not unusual for some back-and-forth emails between the Student Librarian and the creator to happen before the correct version of the article is secured.</s>

<s>When the correct permissible version for the article at hand have been secured, double-check whether [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#Version_Statements a version statement] is needed for the item ahead of its submission to cIRcle. If so, please apply the version statement at this stage.</s>

<s>Once the cIRcle license is completed/signed and the permissible version of the article is correct, then the documents are ready for submission to cIRcle. Ensure that the cIRcle submission folder for the creator has been updated to include the signed cIRcle license, the permissible version of the article, and any other corresponding documents.</s>

'''<s>6) Submit the item to cIRcle.</s>'''

<s>Follow the same steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#The Submission Process|submission process]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.</s>

'''4) Monitor rapTracker and MRAi inbox for notification from cIRcle when the item is published.'''

cIRcle will either publish the item in UBC Open Collections or not, due to ineligibility or at the creator's request.

'''5) Upload the item to the DTES RAP.'''

When the item has been successfully deposited to cIRcle, a persistent URI for the item (e.g., http://hdl.handle.net/1974/26685) will be provided either in the rapTracker or through an email notification from cIRcle (usually the cIRcle Specialist). Review the cIRcle entry for the item to ensure that the metadata is correct, especially as this information will auto-populate the item's record in the DTES RAP.

Using the cIRcle DOI for the item, create an item record for the item in the DTES RAP. Follow the steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#RAP Items|Creating Item Records]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Making Changes to the RAP|Making Changes to the DTES RAP]] section.

'''6) If the item is not selected for cIRcle, add it to DTES RAP anyway.'''

In cases where cIRcle does not publish the item, either due to ineligibility or at the creator's request, the item should still be uploaded to the DTES RAP. Even though it will not have a link to UBC Collections, the link to the original article should be used.

'''7) Notify the creator.'''

When this new item record has been published to the DTES RAP, notify the creator. Draft an email to the creator using '''Template 4'''.

= Submitting Content to cIRcle =

=== The Submission Process ===

* Items with a UBC affiliation are within scope for cIRcle and can be pursued for inclusion.
* The MRAi Student Librarian ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). Articles which already have a Creative Commons license must have the terms appear on the resource or be included in the body of the email.
* The MRAi Student Librarian collects the correct version of the article, and where applicable, a completed cIRcle license to the MRAi Sharepoint folder and ensures the cIRcle Specialist has access.
* The MRAi Student Librarian emails the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca with a link to the appropriate Sharepoint folder to notify them that a submission is ready.
* The cIRcle Specialist reviews the material and, where necessary, follows up with the MRAi Student Librarian if there are questions or need for clarification.
* The cIRcle Specialist submits the content according to the cIRcle Submitter Guidelines (internal documentation) and the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
* The cIRcle Specialist notifies the [http://mailto:mrai.info@ubc.ca/ MRAi Student Librarian] by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the URI for the content.
* The MRAi Student Librarian notifies the content creator that the work is now available in cIRcle using the provided templates; as well as updates the master rapTracker excel spreadsheet to indicate the circle is now effectively closed, pun intended.

Consult'''[[Documentation:MRAi cIRcle Submission Workflow#Checklist| the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow. Please submit any questions about the cIRcle deposit workflow to the cIRcle Office listserv circle.repository@ubc.ca.

=== Community Metadata Template ===

* You can use the metadata template when engaging with community organizations and uploading their items to the RAP. The template explains the fields and details that we include and the purpose of metadata. Using this template, we provide a clear outline of the proposed metadata for their items; this is then sent to the community organization for their review and approval before sending either to cIRcle or uploading to the RAP.
*''Tip: use a red font or add additional comments to draw attention to certain fields that require feedback.''
*'''Attention:''' While cIRcle and the RAP are connected, they use some of the fields differently from the RAP (namely the creator/contributor). Eg. cIRcle doesn't use the contributor field in the same way as the RAP, so when a community produced item has multiple individuals as both creators and contributors, we ask the cIRcle staff to leave these fields blank when they are uploading the items so that we can differentiate between the two fields when we upload the item to the RAP. It's not perfect, but it's working! Additionally, you might come across some discrepancies in how the contributor field is used. This is largely due to capacity issues as it can take a substantial amount of time to manually enter each name. You will see that for certain items which have a significant amount of contributors, we decided to included those names in the description field, rather than add them individually to the contributor fields. This is largely done on a case by case basis however, and tends to be for more publicly accessible documents by large organizations, rather than community based organizations. For the latter, we do prioritize including the individual contributors, regardless of the time it takes to enter each name separately.

=== ASTU 100 Infographic Submission Process [This workflow is under review in 2025 to adjust for the Kx TLEF grant-funded expansion of the project]. ===

* To submit the new batch of ASTU 100 infographics to cIRcle there are a few steps we must take.
* Reference the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/ASTU%20100%20Project/ASTU%20100%20Workflow.docx?d=w90a7a3112cb947678fdfa17c023782d1&csf=1&web=1&e=3aSael 2023 Workflow document] to ensure that each step is completed properly.

=== Submission Confirmation E-mail Template ===
'''''Note: Once cIRcle has provided the URI and the Student Librarian has added the item to the DTES RAP, send this email our KX TLEF student contact to notify creators.'''''

=== Updating the Tracking Spreadsheet ===
Once the URI has been received, the MRAi Student Librarian updates the rapTracker:

* Change the article's '''Action Status''' to "Complete" and update the cIRcle Update to "MRAi Archived."
* Copy and paste the '''cIRcle URI''' to the correct column.
* In the '''Items Notes''' field, make a final dated entry confirming the article has been archived in cIRcle.

==== Checklist ====
{| cellpadding="2" cellspacing="0" border="1"
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet repository [[Documentation:MRAi cIRcle Submission Workflow#Selecting Materials for MRAi: Our Criteria| Material Criteria]]?
|-
! scope="row”" |      
|Which version of the article is permissible to submit?
|-
!Yes/No
|Is a creator affiliated with UBC?
|-
! scope="row”" |   Yes/No   
|Do you have access to it?
|-
! scope="row”" |   Yes/No   
|Does the article version require any special permissions?
|-
! scope="row”" |   
|        If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)
|-
! scope="row”" |   Yes/No   
|Do you have a copy of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the creator or does the article already have a Creative Commons license?
|-
!   Yes/No   
|Have you forwarded a copy of the article to the cIRcle Office at circle.repository@ubc.ca?
|-
!   Yes/No   
|If the article has been archived, have you notified the creator and updated relevant tracking spreadsheet(s)?
|}

= Tracking and Adding the Downtown Eastside Geo-Tag =

=== During the Submission Process ===
During the submission process, the cIRcle Specialist should ensure the following LC Authority geo-tag is added to the Geographic Location field exactly as rendered here: '''''Downtown-Eastside (Vancouver, B.C.)'''''

=== For Items Already Added to cIRcle ===
Items already ingested or added into cIRcle (e.g. Electronic Theses and Dissertations (ETDs), BioMed Central (BMC) articles) and (Multidisciplinary Publishing Institute)MDPI that fit MRAi criteria for inclusion also require the geo-tag.

* The MRAi Student Librarian is responsible for identifying items that need the geo-tag and placing them in the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geo-tag Remediation Tab] sheet within the rapTracker. The MRAi Student Librarian should refer to the [[Documentation:MRAi cIRcle Submission Workflow#Representational Output| Representational Output criteria]] and use their discretion when determining which items are appropriate for inclusion. To find items, you will search '''IN''' the cIRcle database use similar search terms to those of alerts, like “Vancouver” AND “Downtown Eastside” to scan the existing collection to find any outliers that do not already have the required geotag.
* The cIRcle Specialist is responsible for checking the tracking document for new content at the beginning of each month. Using the provided URI, she will update the cIRcle item record with the geo-tags to any newly-identified items. She will update the "Geo tag added Y/N?" column from an "N" to a "Y" to confirm the task is complete.

= Adding Researchers to the Directory and Projects Pages =
[[File:MRAiProjectsDirectoryWorkflow.jpg|center|thumb|600x600px|Workflow for adding researchers to projects and directory pages]]

These functions are currently performed by the CBR Assistant.

* Consult with Community-Based Research Coordinator and other team members to identify priority researchers to contact
* Once you identify a researcher, refer to the RAP Creators Tracker to see if researcher has already been added.
** If the researcher has not been added, add them.
** If the researcher has been added, check to see if anyone has contacted the researcher by looking at Column H, "Creator Engagement notes."
**'''Tip:''' If needed, search MRAi inbox for additional details about recent contact.
* Email the researcher. Note: all email templates are housed in a shared folder. Modify them as needed to add a personal touch and / or address recent engagement between the researcher and the MRAi.
** You will first send an initial contact email to see if the researcher is interested.
*** If they don't respond, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they express interest, send a follow-up email (see next section).
** Send a followup email with a unique Qualtrics link (see [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Qualtrics Qualtrics] section).
*** If they do not respond to the survey, send an email in two weeks to remind them. If they do not respond after the second reminder, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they respond to the survey, input their information to the portal.
***'''Tip''': When you send the survey link, set a Task in Outlook to contact the researcher in two weeks if they do not respond to the survey.
* Input researcher's information to the portal.
** See [[Sandbox:Student Librarian Orientation#Qualtrics|Qualtrics]] for information about how to export information, and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance on how to input information to the RAP.
* Thank the researcher using the email template.
** Be sure to add a link to their specific projects pages.
**'''Tip''': Set a Task in Outlook to contact the researcher a year from when you input their information. Even if you are no longer in the position, you can assign these to the incoming student staff member.
* Annual followup
** One year after a given researcher was added to the portal, email them using the annual researcher check-in template.

*

= Tools & Key Documents =

== MRAi E-mail Account ==

=== Intended use ===
The MRAi mailbox ([mailto:mrai.info@ubc.ca mrai.info@ubc.ca]) is intended for "official correspondence." Please use this address when communicating with researchers, scholars, representatives from neighborhood organizations, and cIRcle Operations. This mailbox also receives regular search alerts from bibliographic databases (like Google Scholar and Read QxMD) that point to newly-published research on the DTES. These get sorted into their respective sub-folders and are reviewed for inclusion in the RAP Workspace at least once/month. In 2020, the inbox was renamed "Learning Exchange-UBC Library MRAi" and the UBC crest was added as the profile picture.

Note: In general, use first and last names when answering contact form emails and avoid assuming pronouns.

=== Linking to the DTES RAP ===
When linking to the DTES RAP in messages, use the correct trackable link.

For academic audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

For community organization audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

=== Switching between e-mail addresses in Outlook ===
When sending an e-mail, note the address in the '''From:''' field. If sending an e-mail to a researcher, organizational representative, or cIRcle Operations, be sure to use the dropdown on the '''From:''' button to switch from your "personal" UBC account to the MRAi account. This is a shared email.

=== Folders ===
'''@in_RapTracker'''

* What this is for

'''Alerts—Google Scholar'''
* Sort incoming search alerts from Google Scholar into this folder.
'''Alerts—Mendeley'''
* Sort incoming search alerts from Mendeley into this folder.

'''Alerts—READ by QxMD'''
* Sort incoming search alerts from QxMD into this folder.

'''ASTU'''

* Sort correspondence related to the ASTU 100 infographics project into this folder.

'''cIRcle Communications'''
* Place e-mails to and from cIRcle Operations (except notifications for successful cIRcle deposits) into this folder.
'''Completed List-serv Requests'''

* Once requests to be added to the list-serv have been processed, move them from the general inbox into this folder.

'''Inquiries from Other Institutions'''

* Sort correspondence with other institutions reaching out to learn about MRAi structure / processes / mission, etc., into this folder.

'''MRAi Creator Responses'''
* If a scholar/creator responds to your initial contact e-mail, sort the response into this folder.

'''MRAi Deposits'''
* Place all cIRcle Operations notifications for successful article deposits into this folder.

'''MRAi Licenses'''
* Place all automated notices for successfully submitted cIRcle licenses into this folder.

'''MRAi Permissions'''
* Place MRAi's requests to creators to have their projects hosted on the DTES RAP Project page into this folder.
'''MRAi Project & Directory Correspondence'''

* Sort all correspondence related to inclusion on the projects and directory pages into this folder.

'''MRAi Requests to Creators'''
* Place your initial requests to scholars/creators into this folder.
'''Publisher Communications'''
* Place e-mails to and from academic publishers into this folder.
'''RAP Contact Form'''

* Sort correspondence related to contact requests submitted via the site's contact form into this folder.

'''RAP Suggested Items'''
* Processed 'Suggested Items' are filed to this folder when complete/entered into our tracking system.
'''Rap WordPress'''

* For correspondence related to modifications to the WordPress.

'''Soft Launch Email Responses (Semi-Active)'''

* Houses email responses sent in reply to soft launch email from March 2021, unlikely that there will be anything to add.

'''Work General'''
* If an e-mail does not fit into any of the categories above but should be saved, move it to this folder. If there's a need to add new folders please discuss with Aleha.

== rapTracker ==

=== Overview ===
This is your mainframe, your best friend, where the magic happens! It keeps track of the ins and outs of the RAP, cIRcle, creators, and is a convenient way for everyone involved to get a quick snapshot of the collection at any given moment. In other words, the '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker]''' is a restricted spreadsheet that describes items in the MRAi collection. The fields in the rapTracker follow the initiative's [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit?usp=sharing '''Metadata Schema''']. The rapTracker was originally designed to help MRAi develop comprehensive and consistent item metadata in anticipation of the DTES RAP's launch, and to make it easier for the data to be imported to the RAP in bulk. Going forward, it should continue to be used in order to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP.

While it looks intimidating at first, it’s a pretty accessible space to be able to work with the metadata and get it ready for uploading into its respective interfaces, like the RAP or cIRcle. It’s also a space where you can leave notes for future GAA’s or other relevant parties about issues that have arisen, if anything is resolved, if items are ready for launching on the RAP, and so forth. Notes in a rapTacker item also connect with the [https://3.basecamp.com/3203619/buckets/9198328/cloud_files/3709983619 '''DTES Creators tracking spreadsheet on OneDrive'''], to keep track of what notifications were sent to whom by which team member and when.

'''Sample tasks that the rapTracker is currently used for:'''

# Tracking details of items that will be added to RAP and/or CIRcle
# Tracking metadata
# Status updates for individual items

More info is available at the [[Documentation:MRAi DTES RAP Metadata Style Guide#The rapTracker|Metadata Style Guide]].

As of November 2021, a [https://3.basecamp.com/3203619/buckets/9198328/google_documents/4362707655 RAP Workspace] was added to allow for a more streamlined look at the ‘In progress’ and ‘attention items’ without all the ‘complete’ items on the same sheet, which can get confusing and cluttered. Here the student will enter all the relevant metadata and follow the subsequent correspondence tasks, and then move the line over to the official RAP tracker once it can be considered complete. It is a low-stakes environment to get a good handle on the way the tracker and the overall MRAi role operates.

=== Tabs in the rapTracker & Geotagging ===
'''Items Descriptions'''
* Item descriptions derived from all items in all stages of processing. As of April 2021, it includes every item on the list, whether or not they have been archived to cIRcle.

'''Index and Match'''

* Once all metadata fields are complete, use this tab when creating an object in the DTES RAP.
*

'''Geotag Remediation Tab'''

cIRcle marks items in the repository that have been identified as part of the MRAi collection with a Geographic Location tag:
*'''''Downtown-Eastside (Vancouver, B.C.)'''''
cIRcle also archives a great deal of items as part of its regular, non-MRAi-related workflows. Some of these items must later be discovered and identified by the Student Librarian as candidates for inclusion in the MRAi collection. The two types of items that are most commonly retroactively identified as part of the MRAi collection are
# Theses and dissertations that include research on and discourse about the DTES;
# Open Access scholarly articles from the publisher BioMed Central that have been set up for automatic ingestion to cIRcle.
The '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geotag Remediation Tab]''' tracks cIRcle Specialist's addition of the '''''Downtown-Eastside (Vancouver, B.C.)''''' Geographic Location tag to items that the MRAi Student Librarian has flagged.
* The Student Librarian adds the item's title, creator(s), and the corresponding cIRcle URI to the appropriate place in the sheet (arranged in alphabetical order by first creator's surname).
** The Student Librarian must also make an entry for this item in the Tracking tab.
* The Student Librarian indicates in the '''Source''' column whether the item is ETD (Electronic Thesis/Dissertation), BMC (BioMed Central article), or Other (any item not fitting into the first two categories, including Graduate Projects).
* The Student Librarian places an "N" in the '''Geotag added?''' column to indicate to cIRcle Specialist that the item needs the geotag.
* The cIRcle Specialist, who checks the document periodically for updates, adds the geotag to the item and changes the "N" in '''Geotag added?''' to a "Y."
* To complete the workflow, the Student Librarian places an "Y or N" in the last column "Uploaded to the Rap" and once done notifies creators.
'''Tips for finding items in cIRcle as candidates for Geotag'''

* Start by using the '''advanced Search''' [https://open.library.ubc.ca/search/advanced<nowiki>]. </nowiki>
* Try '''exact phrase''' searches but include synonyms for the geo-tag (DTES, Downtown Eastside, Downtown East Side, etc.)
* For the most comprehensive search search in '''all fields for more precise search limit to Descriptions''' (but we aware that not all items have descriptions/abstract in cIRcle).
* Ensure '''cIRcle''' is checked as the '''source repository'''
* Apply the '''NOT''' limiter and the '''geographic location''' ['''''Downtown-Eastside (Vancouver, B.C.)]''''' field to omit anything we’ve already geo-tagged
* See screenshot of sample search: [[:File:DTES geo-tag search 2021-07.png]]

*

=== Entering Metadata into the rapTracker ===
When ascribing metadata to an item, consider the intention of the item was created with and consult the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] and [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit#gid=145969972 Metadata Schema.]
* The item entries in the rapTracker are placed in order by unique item identifier and then their citation. At the beginning this list was organized alphabetically, but as the collection grew, this became unsustainable and it is now only sorted by date and item identifier. These variables are combined as one single number and follow a formula of: the date and the number of item(s) added that day. For example, an item added on January 11, 2022 would be written as 2022-01-11-001. The date (in green) is written first, followed by the item number (in bold). If you add any other items to the tracker that day, they would be written as 2022-01-11-002, 2022-01-11-003, and so forth. Any item added the next day would be written as 2022-01-12-001. All new items are added at the bottom of the tracker, which allows for a quick and clear visual on how many new items need to be addressed.In cases where the first creator has multiple entries where they are listed as first creator:
** In cases where the first creator has multiple entries where they are listed as first creator:
*** If the creator has items they creatored alone, list those first.
*** Then list items they have co-creatored, putting them in alphabetical order by the second creator's last name.
* Make a blank row:
** Click on the row number that will be above or below the one you want to insert in the document.
** Right-click and select "Insert 1 above" (if you have highlighted the row below the one you are about to insert) or "Insert 1 below" (if you have highlighted the row above the one you are about to insert).
* Create a [[Documentation:MRAi DTES RAP Metadata Style Guide#Unique Item Identifier|unique item identifier.]]
* In the [[Documentation:MRAi DTES RAP Metadata Style Guide#Citation|citation]] field, write out a complete citation of the item (APA has typically been the standard).
* When entering information into the rest of the fields, refer to the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] for further guidance.
=== Filters ===
The rapTracker has five default Filter Views that correspond to the Access Status'. Use the Filter dropdown arrow (the one next to the "funnel" button on the Google Sheets toolbar) to pull up these Filter Views.

These filters are used to isolate sets of items by their statuses. For example, if you only want to look at the items that are awaiting action, you can click Action Required and the sheet will filter out items belonging to other statuses. To turn the filter off, click the Filter dropdown arrow again and choose '''None'''.

'''Do not''' make changes to the document while a filter is on. In the past, this has led to issues around information being overwritten or not properly saved. Turn off the filter first, and then make the changes. If you have suggestions for how to improve this document please discuss with Aleha before making any changes.

== DTES RAP Creators Tracking ==
This is the sister spreadsheet of the rapTracker. It is restricted and kept on Teams. It is used to track who and when we contact creators that are published on the DTES RAP.

Before contacting a creator, check this spreadsheet and the MRAi inbox for previous communications, so you can tailor your communications better.

== Unpaywall ==

=== Overview ===
The [https://unpaywall.org/products/extension '''Unpaywall browser extension'''] is a helpful tool for finding open access versions of articles. Unpaywall [https://unpaywall.org/sources '''uses both existing indexes and manual tracking'''] to point to open access versions of scholarly resources.

When you browse a resource on a publisher website, the Unpaywall extension tab on the right side of your screen displays different colours to indicate whether or not it has found an open access version of the resource. If the tab is coloured green, gold, or bronze, you can click it to access a version of the item. Some '''''(but not all)''''' versions of an item that are discoverable through Unpaywall are eligible for inclusion on the DTES RAP.

=== OA colours ===
* A '''green''' Unpaywall tab indicates that a version of the item has been self-archived to an OA repository. These items are licensed for sharing and reuse.
* A '''gold''' tab indicates that the open access item was published by the publisher. These items are licensed for sharing and reuse.
* A '''bronze''' tab indicates that the item was previously limited to subscribers, but has since been released for reading (typically after an embargo period). Items with a bronze Unpaywall tab typically have restrictions on reuse and sharing, so it is best to avoid sharing these versions of the items on the DTES RAP.
* A '''grey''' tab indicates that Unpaywall could not find an OA version of the article.

== Setting Up New Search Alerts ==
A search alert is a search string crafted for a specific database that, once saved, will e-mail an alert when new content meeting the criteria is added to that database. This step will describe generally how to pick databases, craft a search string, and set up a search alert.

#'''Selecting Databases:''' Select databases relevant to subject fields you want to target. You may want to focus on journals that have published a lot of UBC faculty work over the past few years. You might also want to consider focusing on journals that you know have good open access policies. For more information, see [[Sandbox:Making Research Accessible Publications Workflow#Checking Copyright Permissions|Checking Copyright Permissions]]. You can check [http://www.scimagojr.com/journalrank.php?area=0&category=0&country=CA&year=2014&order=tc&min=5&min_type=cdg Scientific Journal Rankings] for journal ideas to narrow your search. We recommend looking in at least two large databases; however, include as many databases as are necessary to cover the field in question.
#'''Crafting a Search String:''' Create a search string using the search box in your selected database. Make a search string that returns relevant content by UBC faculty contributors within your subject area (in this case, "Downtown Eastside" and "DTES" would be two standard terms). Narrow this by applying an affiliation parameter and/or a proximity operator to the string, if possible. The parameters and operators are often database specific and will likely be defined by the database. Further target the search by combining an affiliation search with subject specific terms relevant to the field you wish to search. Many databases have their own specific terms to narrow results. This search will return a smaller number of items relevant to your subject.
#'''Setting up Alerts:''' When satisfied with the amount of relevant results returned in the search string, save the search and/or set up a search alert. The terminology is often database specific, but a link or icon saying "save search" or "create search alert" is usually found in the header or sidebar of the page. Follow instructions to create or log in to an account. Make sure to use the mrai.info@ubc.ca e-mail address when creating your account. Most databases have a “frequency” setting for search alerts. This will set up e-mail alerts for any new results on a query at a specific time. It is recommended you set the frequency alerts to once per week.

== DTES RAP Pages ==
The Downtown Eastside Research Access Portal ([https://dtesresearchaccess.ubc.ca/ DTES RAP]) makes resources about Vancouver’s Downtown Eastside (DTES) more accessible and easier to discover. It was developed as part of the Making Research Accessible initiative (MRAi). Below are brief descriptions of each of the pages on the portal.

=== Topics ===
This page contains a list of topic tags that users can click on to navigate the portal. The terms for the topic tags were developed to not just reflect what is present in the portal, but to also highlight topics that are of interest to community residents. These topic tags are not imagined to be static, and can be added to or changed over time.

=== Search ===
This page allows users of the portal to identify and access academic materials such as scholarly articles and research summaries, as well as community materials such as reports, historical documents, and more. Note you can do an advanced search and limit results to open access only with the checkbox.

=== Directory ===
The directory identifies academic researchers and students who DTES community members and organizations could contact about research in the DTES. The current iteration of the site prioritizes UBC researchers. The directory was created in response to community members who identified not knowing or not being about to contact people who research in the DTES, and is designed to facilitate making those connections easier. In keeping with the values of the MRAi, only researchers who have given their permission to have their name and contact information on the site are included.

=== Projects ===
The projects page lists active or archived research projects that are happening or have happened in the DTES. This page was created in response to community members and organizations who wanted more knowledge about what research is happening in their neighborhood. In keeping with the values of the MRAi, only projects where the primary researchers have given their permission to have their research featured on the site are included.

=== Resources ===
The portal seeks to change the negative impacts of extractive ways of doing research by encouraging a more engaged and collaborative culture of knowledge exchange. This page provides links and brief descriptions of resources that have been identified as helpful for those interested in campus-community collaboration. Included in the resources are materials about making research more accessible, doing ethical and community-based research, using research for the public good, and planning a research partnership.

=== About ===
The About Page introduces the purpose and goals of the DTES RAP and the MRAi. It provides a brief history of the project, and is intended to be a jumping-off point for users to understand what they could use the portal for, what they will find on the portal, and how they might participate in the project.

=== News ===
The blog posts offer an opportunity to highlight different portions of the portal and make them easier for users to discover. For example, in one of the focus groups in user-testing the portal in 2019, participants identified wanting to use the portal to see different types of community-based research projects. While our tagging system does not currently have the ability to easily identify projects that use those methods in the search engine, a blog post could identify several research items available in the portal that do use these methods, making them more visible for users.

=== Contact ===
The contact page has a form where users can submit requests and recommend resources, and researchers can ask to be added to the directory or projects pages.

=== Help ===
The Help Page provides tips and tutorials for how to use the DTES RAP. This is imagined as a page users will go to for technical assistance in navigating the portal. In the future, we hope to add gifs and videos on this page.

== DTES RAP Content Style Guide ==
Currently, a [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit#heading=h.6jz5j6euppp MRAi Content & Style Guide] is in development by Nick Ubels. Consult as needed.

== DTES RAP Admin Panel ==
The DTES RAP Admin Panel is the RAP's content management system. The Student Librarians and Community-Based Research Assistant use the Admin Panel to create, edit, or delete information that displays on the RAP website, including:
* Item-level metadata entries,
* Controlled vocabularies (CVs) and their terms,
* Researcher entries for the RAP's Directory,
* Project entries for the RAP Projects Page,
* Blog content,
* Static text and photo content.
The DTES RAP Admin Panel has two different interfaces:
* [https://dtesresearchaccess.ubc.ca/admin '''RAP Admin Tools Panel'''] (Handles items, CVs, researcher directory, projects)
* [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] (Handles blog posts and certain static content)
Both require an authenticated Campus-Wide Login to access.

== Making Changes to the RAP ==

=== RAP Items ===
'''Adding Items'''
* First, get all your necessary tabs open to make the process as seamless as possible, this includes the: RAP Admin Tools Panel, the RAPtracker or Workspace, and the article you are adding. The rapTracker has a built-in “Index and Match” feature that will make adding objects a little easier. You simply need to copy the unique object identifier from the main Item Description page and then go into the Index and Match tab at the bottom of the excel sheet. Here you will copy and paste the unique object identifier into Column B, line 2 and all the information will auto populate. It’s the same info as is found in the Item description tab, just in an easier to read format. Alternatively, scroll across the columns to find the necessary details to add to the RAP. It is up to you and your preference!
* Now back to adding an item: In the RAP Admin Tools Panel, scroll down slightly to the '''Add/Edit Objects''' heading and click '''“Add new object”''' button.
* You should now be in the '''New Object''' menu. Copy and paste the '''''Primary Source URL''''' and '''''Primary Source Description''''' information from the Item Description List item record.
* '''Tips for Primary URLs:'''
** Make sure the primary source URL starts with http:// or https://. Example: https://www.linkvan.ca/about Once finished, click '''Set Source'''.
** Once the Primary URL is set, more fields should appear. Please note Primary URLs cannot be edited after the item has been published.
** For items that are hosted with UBC Library (e.g., cIRcle/Open Collections, UBC catalogue and therefor pull metadata from the original hosted sources it is important to note for our backend harvester to update these items nightly from OC and Voyager, the URLs should be in the formats below;
{| class="wikitable"
|'''Source'''
|'''Format'''
|'''For Example'''
|-
|OC
|<nowiki>https://dx.doi.org/10.14288/*</nowiki>
|<nowiki>https://dx.doi.org/10.14288/1.0223647</nowiki>
|-
|Voyager
|<nowiki>http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=*</nowiki>
|
|}
* To add a Secondary URL, click '''Add Source'''. A box with fields very similar to the Primary URL fields will appear.
*'''''Title''''', '''''Alt Title''''', '''''Serial Title''''', '''''Publication Date''''', '''''Description''''', and '''''Collection''''' are plain-text entry fields. Copy and paste the appropriate metadata from the Item Description List record to these fields. ''NOTE:'' the Collection is always the DTES.
*'''Creator(s), Contributor(s), Subject(s), and Language''' are "Click to Add" fields. This just means that if you do not “click to add”, then what you have entered will not be saved. In the Item Description List fields on the RAPtracker or Workspace, we differentiate the individual '''Creator(s), Contributor(s), and Subject(s)''' information for a given record with semicolons. On the RAP however, each creator(s), contributor(s), and subject(s) are entered as separate fields. So it takes a little bit of time and some copy/paste action, but it becomes second nature once you get the hang of it. Using ‘creator(s)’ as an example, the easiest way to enter all the necessary information in the RAP is to copy the entire creator list from the RAPtracker and then paste all the names into the creator field line on the RAP and press “Click to add”. Once you have added one field, the option to add more will then appear below. From there, just copy and paste each individual name into a new line and click to add, until you have gone through all the names. Be sure to delete the names from the original line as you go as well so you end up with a list of individual names in each field. The same process applies for the contributor(s) and subject(s) as well.
*'''''Access''''' is a dropdown field. Click the arrow and choose the option that matches the Access entry in the Item Description List record.
*'''''Projects''''', '''''Topics''''', '''''Affiliations''''', '''''Categories''''', '''''Genres''''', and '''''Types''''' are checkbox fields. For these fields, consult the Item Description List record and choose the Admin Panel checkbox options that match.
*'''''TIP:''''' The Affiliations field has grown extensively, so the easiest way to enter the information here is to search for the specific affiliation, check the box, and continue searching from there. You will not be able to see the entire list but once you have clicked the box, you can rest assured that the information is stored. If you do not see the affiliation listed, then you will have to add it by editing the ‘affiliations’ controlled vocabulary. See below for a detailed breakdown of how to do this.
* Items can be refer to other items. To make your item '''Refer To''' another item already in the RAP, you will need the other item's Object ID.
** The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
** The string after "[https://dtesresearchaccess.ubc.ca/admin https://dtesresearchaccess.ubc.ca/object/]" in the URL is the Object ID. It can begin with "ext." or "oc."
** Copy the string, paste it into the '''Refer To''' field for your new item, and click '''Add reference'''. Repeat if you want the new item to refer to more RAP items.

* When finished with all of the fields and satisfied with the results, click '''Publish'''. If you do not want the new item record to show up on the front end yet, click '''Save as Draft''' instead. If publishing sounds a bit intimidating, don’t worry if you think you have made a mistake or need to fix something, you can always edit an item once you have published it on the RAP.
'''Editing Items'''
* You can edit an existing item in two ways.
*# If you already know the item's Object ID, you can enter it into the '''Edit Object''' box on the main Admin Panel.
*# While signed into the Admin Panel, you can look for the item using the '''Search''' feature in the top nav, navigate to its page, and click the '''Edit Object''' button in the top left corner of the item record.
'''Deleting Items'''
* In the Item Editing Panel, there is a '''Delete''' button in the bottom-left. When you click it, a warning will display: ''Are you sure you want to delete this? The data cannot be recovered.'' To confirm, click '''Delete'''. To go back, click '''Cancel.'''
'''Adding research summaries'''
# Check if the original article is in rapTracker and is published on the DTES RAP (Search for title of the original article or creators)
# If not, add the original article to rapTracker and DTES RAP (this will help you generate the same metadata for the summary).
# Create an APA citation for the summary.
# In the rapTracker, insert a new row next to the original article, using the summary citation.
# Copy the applicable metadata from the original article, for example, subjects, topics, affiliations will remain the same.
## Note: For the summary, the creator is the creator/organisation that created the summary, under ‘contributors’, put the creators of the original article.
## Note for cIRcle items, creator first names may become initials, for example, “Wood, Evan” becomes “Wood, E.” In this case, follow cIRcle’s convention in the metadata of the summary. For more information, consult the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
# Add summary to DTES RAP.
## When the object is published on the RAP, it generates an Object ID under “Linked Objects” and “Refers To.” This is the Object ID of the item you added to the RAP (example: ext.6224).
## Copy this Object ID and add it to the rapTracker field under “RAP ID refers to.” This indicates that it has been published on the RAP and can be found by searching for this number.
# Cross-reference the summary to the original article.
## Find the Object ID of the original article
### The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
### The string after "<nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>" in the URL is the Object ID. It can begin with "ext." or "oc."
### Copy the Object ID of the original article and paste it in the summary’s rapTracker row under “RAP ID” for your new item.
# Return to the item in Wordpress and “edit object”
## Remember to click Add reference. Repeat if you want the new item to refer to more RAP items.
# In the rapTracker field “refers to DTES RAP ID”, add the object identifier number that was generated in “refers to” under Linked Objects in Wordpress Admin.
# Check how it looks on the RAP and check the links are correct

=== Controlled Vocabularies ===
'''Editing Controlled Vocabularies'''
* In the RAP Admin Tools Panel, scroll down to '''Manage Controlled Vocabularies'''. You will see a dropdown box with eight different controlled vocabularies: ''Access, Category, Expertise, Genre, Affiliation, Project_status, Topic,'' and ''Type.''
* Each correspond to a particular field in either RAP item records, researcher directory records, or project records.
* From the dropdown, choose which controlled vocabulary you want to edit and click '''Edit Vocabulary'''.
* For example, when '''Topic''' is chosen, you will be taken to a page with a list of Topic Terms.
'''Adding Terms Within a Controlled Vocabulary'''
* Scroll past the list of terms to the bottom of the page. Click '''Add a Term'''.
* Give your term a descriptive '''Label''' (required) and a '''Definition''' (optional). '''Label''' is public facing. '''Definition''' is not. Use the '''Definition''' field for scope notes and LC Name Authority Notes.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Editing Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a white '''Edit''' button. Click it to change the term's '''''Label''''' and/or '''''Definition'''''.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Deleting Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a dark blue '''Delete''' button (just below the white '''Edit''' button).
* A confirmation box will appear. If you want to delete the term, click '''Delete''' again. Otherwise, click '''Cancel'''.
* If an item is tagged with the term, the system will not allow you to delete it. It will tell you which object IDs are tagged with the term. If you still want to delete the term, you will have to untag each item first.

=== Directory of Researchers ===
'''Adding a New Researcher'''
* Under the '''Add/Edit Researcher''' header, click '''Add New Researcher'''.
* '''First Name''' and '''Last Name''' are mandatory text entries.
* '''Title''', '''Institution''', '''Faculty''', '''Department''', and '''Description''' are all optional text entries. If you do not have any information for any one of these fields, leave the field blank.
* '''UBC Faculty Profile, Phone''', '''Email''', '''URL''', and '''Twitter''' are are all optional "Click to Add" fields. If you do not have any information for any one of these fields, leave the field blank. If you do have information, type one entry in the field and then '''Click to Add''' to save that entry. If you have another entry for the field (for example, if the researcher has two e-mail addresses and you have already entered one), repeat the process. If you need to remove or relocate information from one field to another, make sure to delete the text input and then click the button to '''Remove''' the information.
** If a researcher provides you with any links to a personal profile on a University faculty profile site or institutional profile, etc., add this link in the "UBC Faculty Profile" field, followed by ", See FirstName's [description of profile]" to show a description of the link on the profile page. '''Example''': Entering Joey McJoerson's CDC profile into the "UBC Faculty Profile" field, input: www.yourcdc.ca/Joey-McJoerson, See Joey's CDC profile
** If a researcher provides you with a Twitter link, add @TheirHandle into the Twitter field and Wordpress will hyperlink to their profile.
* '''Expertise''' is a checkbox field. If the research has supplied their area of expertise and it is in the Expertise CV, select it.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
*
'''Editing a Researcher'''
* Like items, you can edit an existing researcher in two ways.
# If you already know a researcher's Researcher ID, you can enter it into the '''Edit Researcher''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the researcher using the '''Directory''' feature in the top nav. Find the researcher in the list and click the '''Edit Researcher [ID#]''' button underneath their record.
=== Projects ===
'''Adding a New Project'''
* Under the '''Add/Edit Project''' header, click '''Add New Project'''.
* '''Project Name''' and '''Status''' are mandatory fields. The first is a text field; the second is a dropdown field with three options.
* '''Primary Researchers''' and '''Other Researchers''' are Click to Add fields.
* '''Project URL / Nickname, Description,''' and '''Methodology''' are optional text fields.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
'''Editing a Project'''
* Like items and researchers, you can edit an existing project in two ways.
# If you already know the Project ID, you can enter it into the '''Edit Project''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the project using the '''Projects''' feature in the top nav. Find the project in the list and click the '''Edit Project [ID#]''' button in the lower right corner of the project "card."
=== Blog ===
'''Adding a New Blog Post'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Posts.'''
* In the Posts menu, click '''Add New''' near the top.
* Add a title in the Title field, then add your text to the field underneath.
* If needed, you can toggle between the '''Visual''' (WYSIWYG) tab and the '''Text''' (HTML) tab.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to '''News''' on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it will look.
'''Editing a Blog Post'''
* In the '''Posts''' menu, find the relevant blog post. Click on the title.
* When finished editing the post, click '''Publish''' again.
'''Deleting a Blog Post'''
* In the '''Posts''' menu, hover over a blog post title.
* You will see four additional options appear underneath the title. Click '''Trash'''.

*

=== Static Content ===
'''Editing Resources, About, and Help Pages'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Pages.'''
* You will see three main web pages: '''Resources''', '''Help''', and '''About.'''
* You will also find sub-pages underneath '''Resources''' and '''About.''' These sub-pages are preceded by an em dash.
* Click on the title of the page you want to edit. Edit content in either the '''Visual''' or '''Text''' tabs.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to the corresponding site on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it looks.
*
'''Editing Header Images for Resources, About and Help Pages'''
* When in the edit panel for one of these pages, scroll down to '''Featured Image''' in the right sidebar.
* To change the image that appears in the header, click the Featured Image thumbnail.
* Wordpress will take you the the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library].''' You can either select an image from the collection of images that have already been uploaded to the Wordpress site, or you can switch to the '''Upload Files''' (top left corner) tab if you want to upload a new image.
* The images should be optimized for web, so the photo file size should be shrunk to less than 500kB.
* The aspect ratios should be similar.
* Make sure the image you select has an identifying name (it should probably correspond to the page it is going on—for example: "help_header1").
* With your image highlighted in the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library]''', click '''Set featured image'''.
'''Editing Header Images for Other Pages'''
* If you want to edit static content on other pages (including the Home page, Topics, Search, Directory, and Projects), you will have to contact IT for the change.
* However, if there is a header image in place on one of these pages, it can be '''replaced''' through the '''Media''' tab in the left sidebar.
* Search the name of the page in the media library search bar. It should pull up the corresponding header photo for the page. Click on that photo.

[[File:SLO MediaGallery Capture1.png|thumb|A screenshot of the Media Gallery search.|none]]

* In the photo menu, click '''Replace Image.'''

[[File:SLO MediaGallery Capture2.png|thumb|In the photo menu, click on Replace Image.|none]]

* At the next screen, choose '''Just replace the file'''. Click '''Upload'''.
**Warning: Choosing '''Replace the file, use new file name, and update all links''' will break the link to the image on the site.

[[File:SLO MediaGallery Capture3.png|thumb|Select "Just replace the file."|none]]

== MRAi TeamShare Folder (aka Shared drive) ==

=== Overview ===
The root folder MRAi uses to store its files on UBC's TeamShare storage is called '''MRA Campaign (Path —T:\MRA Campaign)'''. Here's instructions for mapping for the first time outside of UBC Library https://it.ubc.ca/services/web-servers-storage/teamshare-storage-service/mapping-or-mounting-teamshare-microsoft

This is a place for long term secure storage of files. You can arrange to use this from personal laptops, workstations at the Learning Exchange or UBC Library.
== Qualtrics ==
The Qualtrics tool is used to collect information from researchers in order to populate the Directory and Projects pages. This includes details about how to contact them, their academic affiliations, and their research focuses. (Note: EM modified Qualtrics survey on February 17, 2022 so that the researcher directory topic options match the topic labels displayed in the RAP.)

=== Sending the Qualtrics survey ===

* Manually add the researcher as a contact, in the Contacts section.
** Note: if this is your first time sending a survey link, you will need to create a new contact list.
* Navigate to Projects, select the MRAi Directory and Projects Survey, go the "Distributions" section.
* Select "Personal links" from the list of options on the left-hand side.
* Select the "Generate link" button in the upper right.
* Click "Select contacts," and select the researcher to whom you are sending the link.
* Set the link to expire in 60 days (the default), and then select "generate links."
* The link will automatically download in an Excel spreadsheet. Open it and use the link in your email to the researcher.
* Update the Creators tracker by adding details in columns N-P

=== Accessing survey results ===

* You should receive emails when researchers submit their surveys, from noreply@qemailserver.com
* If the researcher has submitted only one project or fewer for inclusion in the portal, you may be able to copy responses directly from this email.
* If the researcher has submitted multiple projects, the formatting is confusing to view as delivered in the email. Instead you can log in to Qualtrics, select the MRAi Directory and Projects Survey, navigate to the "Data and Analysis" page and either:
** Click the down arrow button at the far right side next to the response you wish to view, then select "Export to PDF," OR
** Select "Export & Import" > CSV > Download to see an Excel spreadsheet with all responses
* Input responses into the appropriate sections of the RAP Creators tracker (columns Q-BV) and to the appropriate sections of the RAP. See [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance.

== Teams ==
Starting in July 2022, the MRAi began using Teams for active file sharing and management of Task lists, in place of Basecamp and Teamshare. You can read the MRAi Teams [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/Teams%20intro%20user%20guide.docx?d=wa1975f50db3a49e19f4a7b037eea38b4&csf=1&web=1&e=vwXiKC user guide] or watch [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/How%20to%20videos?csf=1&web=1&e=iFeyRn explainer videos]. Note that you will have to be a member of the MRAi Teams site to view these files.
[[Category:MRAi]]
[[Category:Circle Projects]]

Documentation:Student Librarian Orientation (MRAi)

2026-08-21T23:53:24Z

KendallWilber:

== Introduction to this Wiki ==
The Student Librarian Orientation (SLO) Wiki page is intended to give incoming MRAi Student Librarians a basic overview of all the many different aspects of this position. It introduces the major tools and interfaces frequently used in the role, as well as general guidence for day-to-day workflows. It is also useful for those new to the MRAi in general, and will be a great reference point when incoming MRAi team members are finding their feet in the early days of their new position. The SLO Wiki and/or its attendant Wikis should be updated in accordance with the [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]] when relevant tools/guidelines/workflows are added, eliminated, or modified.

As you read through this SLO Wiki, do keep in mind that there are a lot of moving parts that make up the MRAi and it takes time for new folks to learn what they are and how they all interact with one another. We encourage all incoming team members to be graceful with themselves as they learn about the work of this initiative. Please feel free to ask any questions!

== Reference Tools ==
'''MRAi Resources'''
* [https://wiki.ubc.ca/Sandbox:MRAi_Orientation_Documents MRAi Orientation Documents]: Higher-level information about the MRAi's purpose, how we work, what we accomplished last year, and our annual work plan.
* [[Documentation:MRAi DTES RAP Metadata Style Guide|MRAi DTES RAP Metadata Style Guide]]: Definitions of, and stylistic guidelines for, each metadata field in Downtown Eastside Research Access Portal (DTES RAP) item records. ''This one is especially helpful!''
* [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit# MRAi Style and Content Guide (Draft)]: This working document is meant to be used by MRAi team members (referred to as users) who create or edit content for the DTES RAP that is not part of the collection. Created by Nick Ubels and Geoff D'Auria.
* [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]]: Read about how the Wiki is structured and how and when to add/remove content.
* [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv subscribers]: This document was created in 2023 to track correspondence with authors, creators, and other folks in the MRAi network regarding the DTES RAP. Information about who currently is a subscriber to the MRAi Listserv is also recorded in this document.
'''cIRcle Resources'''
* [[Library:Circle/Adding faculty publications to cIRcle|Adding Faculty Publications to cIRcle''':''']] This is a general workflow guide maintained by the cIRcle Office. [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Section 3: Check Copyright Permissions]] is the section relevant for identifying if research articles are eligible for deposit in an institutional repository and under what conditions.
*[[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]: This page is maintained by the cIRcle Office and provides guidance on preferred and accepted file formats. ''This one is especially helpful!''
*[https://circle.ubc.ca/ cIRcle website:]: Search the repository, find all up-to-date guidelines, policies, sponsorship webforms and licenses.
'''Other UBC Library Resources'''
*[https://scholcomm.ubc.ca/open-access/ ScholComms@UBC] Website: Has up-to-date information about Open Access, Open Scholarship and Author Rights.
*[https://open.ubc.ca/access/ Open UBC]: Has toolkits to support open access.
*[https://about.library.ubc.ca/contact-us/ejournal-help/ UBC Library IT]: Use this form to report technical issues with the RAP. Please update Aleha if you experiencing any issues with the RAP.

== Roles and Responsibilities ==

==== MRAi Student Librarian ====
The MRAi Student Librarian works within the MRAi to support collection development and maintenance for the Downtown Eastside Research Access Portal (DTES RAP), communicate with both authors and staff alike, adhere to publishing permissions, and contribute to the greater task of writing and compiling metadata. This position currently works with and reports to the MRAi Community Engagement Librarian DTES RAP Project Lead for day-to-day library projects and is guided by the Academic Director of UBC's Learning Exchange for broader MRAi projects and goals. Student Librarians are also in regular communication with cIRcle staff to facilitate adding new material to [https://circle.ubc.ca/ cIRcle], UBC's institutional repository. All items to be added to cIRcle go through a workflow process, where the Student Librarian records possible items for cIRcle on a shared documentation tab (see cIRcle Candidates tab on the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). The cIRcle Specialist then communicates with the authors and creators, writes and collects pre-populated PDF licenses, and submits these for publication. Once items are published in cIRcle, the Student Librarian will be notified to then add these items to the RAP. Further details about this workflow process can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

The principal responsibility of the Student Librarian role is to support the collection development activities of the DTES RAP. New research articles, as well as community and scholarly works, are discovered through a variety of sources, including email alerts, word of mouth, internal recommendations, and self-archiving. Part of the Student Librarian’s regular tasks is to sort through and identify prospective works that can be self-archived in cIRcle and/or curated on the DTES RAP. To determine an item's eligibility for inclusion, the Student Librarian uses best judgement, remembering that all new material should reference and be specific to the DTES community. If in doubt, reach out to the MRAi Community Engagement Librarian DTES RAP Project Lead for clarification and confirmation. As well, a substantial amount of this role involves compiling and writing metadata for items that will be added to either cIRcle and/or the DTES RAP. The Student Librarian uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] and [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] for drafting all metadata. These Google Sheets are intimidating at first but new Student Librarians will get the hang of them in no time!

Communication is a big part of this role, all with the leading purpose of growing the DTES RAP collection and building a wider network of scholarly and community-based relationships. The overarching goal of the DTES RAP is to function as a useful stand-alone resource for knowledge dissemination, as well as encourage and facilitate knowledge exchange activities for UBC and the broader community. There are lots of little bits to this position, many of which new Student Librarians will learn in the first few weeks, and after this learning curve, the finer details start to seem much more straightforward.

The Student Librarian works closely with the Community Engagement Librarian/DTES RAP Project Lead, the Community-Based Research Assistant, the Community-Based Research Coordinator, the cIRcle Specialist, and the MRAi cIRcle Project Lead. Details about these working relationships can be found below.

==== MRAi Community Engagement Librarian DTES RAP Project Lead ====
The Student Librarian coordinates with the cIRcle MRAi Community Engagement Librarian Project Lead to ensure clear and consistent expectations, workflows, and deliverables. This position oversees the work of the MRAi Student Librarian to ensure deliverables are met and processes are executed accurately. This position is permanently held by [http://directory.library.ubc.ca/people/view/744 Aleha McCauley] (she/her), the Community Engagement Librarian based at the Irving K. Barber Learning Centre (IKBLC).

==== Community-Based Research Assistant ('''currently vacant)''' ====
The Student Librarian coordinates with the Community-Based Research Assistant, another student position within the MRAi team, to aid the input of researcher contact information into the DTES RAP [https://dtesresearchaccess.ubc.ca/directory Directory page], as well as the input of project information into the DTES RAP [https://dtesresearchaccess.ubc.ca/projects Projects page]. Further details about this process can be found in the [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Adding_Researchers_to_the_Directory_and_Projects_Pages Adding Researchers to the Directory and Projects Pages]. The Community-Based Research Assistant is predominantly based out of the UBC Learning Exchange, and the Student Librarian may hold standing virtual and/or in-person meetings with the student working in this role.

'''Community-Based Research Coordinator (currently vacant)'''

The working relationship between the Student Librarian and the Community-Based Research Assistant is further supported by the Community-Based Research Coordinator, a position that supports community-university knowledge exchange activities out of the UBC Learning Exchange. As one of the supervisors for the Community-Based Research Assistant, the Community-Based Research Assistant supports and, where necessary, provides guidance on the shared work of the Student Librarian and the Community-Based Research Assistant, especially with respect to the ongoing development and maintenance of the DTES RAP Directory and Projects Pages. The Student Librarian also works alongside the Community-Based Research Coordinator on a semi-annual basis to facilitate and support the work of the ASTU 100 Project. Details about this specific workflow process can be found in the [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#ASTU_100_Infographic_Submission_Process ASTU 100 Infographic Submission Process] section. This position is currently held by [https://learningexchange.ubc.ca/about-us/our-team/ Katherine Cheng] (she/they).

==== cIRcle Specialist ====
The Student Librarian coordinates with the cIRcle Specialist to deposit materials for the MRAi project to cIRcle and apply metadata enhancement practices to pre-defined materials. The cIRcle Specialist and the MRAi Student Librarian work closely to coordinate the deposit of materials to cIRcle as well as track archived/metadata-enhanced materials in shared MRAi and cIRcle workflow tracking documentation (see the cIRcle Candidates tab of the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). This position is currently held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin] (she/her), Digital Repository Specialist.

==== MRAi cIRcle Project Lead ====
The MRAi cIRcle Project Lead supports the working relationship between the cIRcle Specialist and the Student Librarian, as well as provides guidance on cIRcle-related matters (e.g., copyright, self-archiving, etc.). This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian ([https://directory.library.ubc.ca/people/view/1020 Amber Saundry], Digital Repository Librarian, served as cIRcle Project Lead during Tara's sabbatical [July 2025-June 2026] and will continue to consult as needed).

'''Other MRAi Team Members'''

The Student Librarian also interacts with other team members working within and/or for the MRAi and, depending on the individual interests and/or capacity of the Student Librarian, may work on special projects with them. The following roles are standing members of the MRAi team:

* '''Communications Specialist, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBR%24KG0%40T%20%0A Geoff D'Auria] [he/him]).
* '''Director, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBS%24%5BA1PH%20%0A Kathleen Leahy] [she/her]).
* '''Academic Director, UBC Learning Exchange''' (currently vacant)

== Discovery and Selection of Items ==
The MRAi simultaneously pursues both academic research and community materials (what we refer to as grey literature, or "grey lit" for short) for both archiving in cIRcle and for curated links to in the DTES RAP. Some items are better suited for linking directly to the DTES RAP, such as an open access thesis from a non-UBC repository or a non-profit report from an organization's website, while others are suited for archiving in cIRcle, such as a restricted access scholarly article by a researcher who is interested in sharing a permissible open access version in cIRcle.

=== Academic articles through search alerts ===
The MRAi discovers the bulk of its academic research using pre-set search alerts. So far, the MRAi has three primary search alerts: Mendeley, Google Scholar and Read by QXMD. At intervals, the alerts deliver newly-indexed articles, filtered by MRAi’s specified search terms, to the shared MRAi e-mail account (mrai.info@ubc.ca). The search alerts are automatically sorted into the email folders that correspond to the database they came from. On a weekly basis, the Student Librarian reviews each set of results for relevancy to the MRAi's criteria for inclusion. Once the Student Librarian deems an item eligible for inclusion, they make a new entry for the item in the rapTracker and/or RAP Workspace.

Using [https://unpaywall.org/ UnPaywall], [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder], [https://shareyourpaper.org/ ShareYourPaper], [https://resources.library.ubc.ca/page.php?id=41 UlrichsWeb] (a database accessed through the UBC Library and requires a CWL), [https://circle.ubc.ca/ UBC cIRcle], and a Google search of the title, look for an open access (OA) version of the item. If the item is not OA, note the [[Documentation:Student Librarian Orientation (MRAi)#Checking Copyright Permissions|embargo period]] in the rapTracker in the appropriate column. Previous Student Librarians found the use of the [https://unpaywall.org/ UnPaywall browser extension] to be one of the most helpful tools in their work and recommend that future Student Librarians use it, too.

OA can sometimes look slightly different based on different publisher permissions, so take your time to familiarize yourself with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. This is an ever-evolving landscape to navigate! Based on previous Student Librarian experiences, this part of the role took a bit longer to get the hang of, so ''be patient with yourself'' as you learn the specifics of copyright permissions. Bring questions to your check-ins.

=== Community-generated materials/grey literature ===
Community materials or grey literature—such as community reports, newsletters, and working documents—often offers flexible, grounded, and process-oriented insights that differ from the conventions of traditional academic publishing. Within the DTES RAP, grey literature includes either UBC-affiliated materials eligible for archiving in cIRcle or curated, externally linked content created by community or government organizations working in or on the Downtown Eastside (DTES).

As of '''May 2025''', '''only materials with an explicit UBC affiliation are eligible for deposit in cIRcle.''' cIRcle defines UBC affiliation as content that is authored or co-authored by, created in affiliation with, contributed by, or hosted by a UBC student, staff, faculty member, department, or official UBC location (e.g., Learning Exchange). '''Materials that do not meet this affiliation requirement may still be''' '''curated on the DTES RAP through external links,''' offering visibility and access to the public, though they cannot be archived in UBC’s institutional repository.

In 2023, we began informally collecting newsletters from DTES-based community organizations through the MRAi shared email (mrai.info@ubc.ca). These are stored in a designated "Community Organizations Newsletters" folder and reviewed periodically by the Student Librarian as a source for discovering relevant community content. As new organizations are identified, we encourage Student Librarians to subscribe to their newsletters using the shared MRAi email and update the Outlook rule to ensure consistent organization and tracking. If you identify materials that are at risk becoming inaccessible please discuss with our MRAi contacts.

=== Suggested items ===
For a period of time, members of the MRAi team would input suggested items via a Google form '''but as of 2023 this is no longer in use.''' This now-defunct Google form, however, can still be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Google%20Form?csf=1&web=1&e=XpKmyk Teams > Collection Work].

When the Google form was in use, the Student Librarian could access the content of the Google form using the MRAi Gmail account (mrai.shared@gmail.com). An alert would come to the MRAi shared inbox when a response was submitted. If the suggested item was deemed urgent and the suggester wanted it added to the portal within a specific timeframe, the suggester would also email the MRAi inbox to flag the item for urgent inclusion. Suggested items would then be entered into the rapTracker and RAP Workspace to later undergo the usual workflow of an item.

== Pursuing Items: Our Working Criteria ==
The following offers some guidance to determine whether the material is representative of the goals of the MRAi project. Scope may change as the initiative matures, so this criteria is often revisited by our Steering Committee and various stakeholders. Please keep up-to-date with our [https://infohub-2019.sites.olt.ubc.ca/files/2020/07/Curatorial-Statement-2020-Final.pdf public curatorial statement] to ensure items being considered for inclusion to the DTES RAP and/or cIRlcle are consistent with current MRAi practices.

=== Current Working Criteria ===
When determining an item’s eligibility, consider:

==== 1) Geographic location relevance ====
Look for keyword frequency, the appearance of terms such as “Vancouver” and/or “Downtown Eastside” in the title, subject headings, and/or body text of an item. The contributors or affiliations may also have a connection to the DTES community. However, as this may not always be apparent in a keyword search, always do a little digging on the creators and organizations mentioned in the item. Double-checking internal MRAi documentation, like the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=xQsodi Master List - Student Librarian Engagement Notes and Listserv Subscribers], can be helpful for this, too.

Note: When we refer to the DTES, we are referring to the [https://guidelines.vancouver.ca/policy-plan-downtown-eastside.pdf Local Planning Area] per the City of Vancouver's definition. This definitions comprises seven sub-areas: Chinatown, Gastown, Industrial Area, Oppenheimer District, Strathcona, Thornton Park, and Victory Square.

==== 2) Timeliness ====
We typically only curate and upload items that have been published from 2010 onwards, however, there are always exceptions to this rule. Be sure to run any item with an earlier date that you think may be of interest to the DTES RAP collection by the MRAi Community Engagement Librarian DTES RAP Project Lead for confirmation.

As well, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from creators. To learn more about and/or get a refresher on post-prints, see the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Checking Copyright Permissions]] section.

==== 3) Institutional affiliation ====
As of '''May 2025''', only items with a clear UBC affiliation are eligible for inclusion in cIRcle. This means the creator must be a UBC student, staff, faculty member, or affiliated with a UBC unit or host location—and must be named as an author, co-author, contributor, or institutional affiliate. Because of this requirement, materials created solely by non-UBC affiliates are no longer eligible for cIRcle deposit, though they may still be curated on the DTES RAP via external links.

==== 4) Language ====
At this time, we only work with items written and published in English.

==== 5) Stakeholder recommendations ====
We aim to prioritize materials where there is an identified DTES community interest in the topic and subject matter. We also take recommendations from many stakeholders, including current MRAi affiliates, the general public via our contact us form, and the UBC community.

=== Exceptions to the Working Criteria ===
As we seek to grow the DTES RAP collection, exceptions can be made, especially when an item offers:

* Information and/or insight into an under-represented topic and/or subject matter.
* Historical significance.
* Diverse representation.
* Research that is conducted outside of the DTES that is nonetheless of importance to DTES.
Items that are frequently cited by other works in the DTES RAP collection may also be exceptions to our standard working criteria.

=== '''cIRcle vs. DTES RAP Candidacy''' ===
There are several factors that Student Librarians can keep in mind when searching for and/or discovering potential material to include in the DTES RAP collection, especially when it comes to whether an item should be pursued for cIRcle ''in addition to'' being curated in the DTES RAP.

==== '''1) Hyperlink stability and availability''' ====
Is the item hosted on a stable, well-funded website and/or archived in a repository like PubMed Central or BioMed Central? If so, then just linking to the item (or, curating) on the DTES RAP is sufficient.

Is the item only hosted in one location online and/or is vulnerable to loss and deletion? In other words, will you be able to reliably access or download a PDF copy of the work? If there is no reliable source and you suspect the link is not stable, then the item is a good candidate for linking on the DTES RAP and/or depositing to cIRcle.

As a general rule, if the link is seemingly unstable and is a good fit for the DTES RAP, then it is a good idea to also archive the item in cIRcle so that access to it will remain both possible and stable in the long term. If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== '''2) Organizational need''' ====
Does the creator and/or organization have a need for free support in order to help preserve their work, or do they have the capacity to archive or preserve their own work? This is especially important to keep in mind when engaging with community-based organizations and non-profit societies working within and around the DTES who may not have the funding, staff time/expertise, and/or digital infrastructure to preserve their valuable materials (e.g., annual reports for community organizations). If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== 3) Relationship ====
This is where our internal tracking documents come in great hand. Check the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] to see whether the MRAi has an existing relationship with a certain creator. If so, has the creator been previously willing and able to work with us to self-archive their work in cIRcle? Take note of any capacity issues that this person may have expressed during previous correspondence. Our goal is to make the work of creators easier - the last thing we want to do is overburden them with requests. For instance, would it be best to hold off on pursuing an item for cIRcle for the time being and return to it at a later date when the creator is less busy?

If the creator of an item is someone who the MRAi has not connected with previously (to the best of your knowledge and by the notes retained in our internal tracking documents, at least), then can accurate and up-to-date contact information for this person be readily found online? If not, then this may not be a reliable creator to reach out to at this time.

==== 4) Level of description ====
Do we have adequate information to describe the item appropriately and fill out our mandatory metadata fields (e.g., title, publication date, creator names, topic, category, genre, type? If working with community-generated material, can the creator help us to describe the item appropriately?

=== '''Saving Citations''' ===
The MRAi uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] to track item citations and the status of requested materials. The MRAi Student Librarian saves citations for viable candidates to the DTES RAP by using the appropriate columns of the spreadsheet. Each new entry receives a "Data Created" status and initially includes the item's title, its creators, a publisher DOI, a full citation, and a creator point-of-contact (i.e., the article's designated corresponding author). The Student Librarian fills other fields in the entry as the item progresses through the relevant processes.

= Checking Copyright Permissions =
The starting place for discovering and understanding publisher self-archiving policies is [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder] (formerly SHERPA/Romeo). Although the Policy Finder is a good place to get a quick policy digest, each entry includes links to the journal's self-archiving policy page. Use these links to verify and clarify policies and conditions on the publisher's website.

A term that Student Librarians will become familiar with as they understanding publisher self-archiving policies is "embargo." An embargo is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals and/or those with institutional affiliation(s). If an article is currently under embargo, it can still be archived to cIRcle, but access to the article on the repository will be restricted until the embargo end date. Folks interested in items currently under embargo must make a special request to cIRcle in order to access it.

=== Understanding Article Versions ===
cIRcle has a Wiki page for [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Adding Faculty Publications to cIRcle]] which includes a section on [[Library:Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Identifying Permitted Self-Archiving Versions]]. Please review carefully, and revisit as needed.

The Student Librarian first needs to identify which version of an item is permitted for self-archiving, and then work with the item's author to apply any conditions such as a version statement, citation, and/or embargo. Many authors need coaching on identifying the permitted self-archiving version; they frequently assume you are asking for the published version and permitted version terminology serves to add to that confusion. For this reason, you may want to include a brief description and example of the version you are asking for: "...the accepted post-peer review version without publisher formatting (i.e. Author's Accepted Manuscript)."

In many cases, creators will need clarification from the Student Librarian to understand the differences between the version types. For more information and examples regarding identifying and communicating version types, see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki or the [https://wiki.ubc.ca/images/f/fe/CopyrightcIRcle_AuthorsGuide.pdf Author's Guide to Self-Archiving].
=== Strategies for Checking Journal Copyright Permissions ===
The Student Librarian can generally go through the following steps to check the copyright permissions of a scholarly article:

'''1)''' As mentioned above, first search for the journal in the JISC Open Policy Finder for an at-a-glance view of their self-archiving policies. Then, visit the website of the journal and double-check their open access policy to ensure the information found on the JISC Open Policy Finder is up-to-date.

'''2)''' Use tools, such as the [https://unpaywall.org/ Unpaywall] browser extension and [https://shareyourpaper.org/ Share your Paper], to see if there is an open access version of the article somewhere online.

'''3)''' Try searching for the article in the UBC catalogue to see if it's a part of the UBC Library collection already.

'''4)''' Search [https://resources.library.ubc.ca/page.php?id=41 Ulrichs] to see an example of record confirming where the journal is made available online, as well as if it is open access.

'''5)''' As a final step, contact the journal's editor for more information. If this needs to be done, please contact the MRAi cIRcle Project Lead and the MRAi Community Engagement Librarian DTES RAP Project Lead first.

= Requesting Creator Permissions =

=== Email Templates and Preparing Correspondence ===
The MRAi team has drafted a number of templates to streamline and standardize the process of requesting creator permissions for articles identified for inclusion to the DTES RAP. The email templates are located in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Email%20Templates?csf=1&web=1&e=XKKlmj Teams > Collection Work > Email Templates]. To make it easier for the Student Librarian to use and copy the email templates, they are also held in a folder of the same name in the shared MRAi email inbox. The Student Librarian will select the appropriate template based on whether or not the MRAi team has contacted the creator before and at what stage engagement with this creator is at (e.g., self-archiving request sent, providing next steps for self-archiving in cIRcle). A helpful tool here is the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listerv Subscribers]. Use this document to not only check whether the MRAi team has previous and/or current engagement with certain creators but also to keep track of the engagement currently happening with the creator regarding self-archiving requests.

Unsure of which co-author/co-creator to contact about an article/item? Most scholarly articles will have a designated author that correspondence can be directed to. This information is often found in the author field at the top of an article or, in some cases, it may be found in the article's footnotes or endnotes. Sometimes this information is indicated by the presence of an envelope icon next to an author's name.

==== When drafting correspondence from the MRAi shared email account, please keep the following in mind: ====
* For every email, use a descriptive subject line. Each email template has a descriptive subject line for the Student Librarian to use.
* Always cc: the MRAi Community Engagement Librarian DTES RAP Project Lead.
* If requesting more than one article from the same creator, send only one e-mail with a numbered list of all the relevant articles. For each article, include a full citation and a description of the publisher's stipulations for archiving the article (i.e., the permitted version, embargo period, date of embargo expiry if applicable).
* When sending out a self-archiving request ('''Template 1A''' or '''Template 1B''') be sure to also include a pre-populated PDF of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. Always download the cIRcle License directly from the cIRcle website to ensure you have the current version.
* Depending on correspondence and the individual style of each Student Librarian, the cIRcle license can also be passed along to the creator when providing next steps ('''Template 3''').
** Reminder: At least one co-creator must fill out the license form online for the article to be uploaded to the repository. It is expected that the creator signing the cIRcle License will make co-creators aware of their agreement to archive the article in cIRcle. The creator who fills out the form assumes license permissions responsibility on behalf of all co-creators. If the creator chooses to notify others affiliated with the paper, they may do so by inserting their e-mail addresses into the cc: field.

* If an article already has a Creative Commons (CC) License and it is permissible to distribute freely in things like institutional repositories, it is still best practice to notify the creators that their work is now also accessible in cIRcle ('''Template 5''').
* For consistency, please use Calibri font, size 11, and Canadian spelling.
* Use custom links when referring to the DTES RAP so that the MRAi can track the portal's traffic (e.g., academic audiences vs. community-based audiences).
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation academic audiences].
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation community audiences].

=== Version Statements ===
Version statements help alert users what version of academic research they are reading (e.g., the preprint or postprint), as well as where they can find the published version of the article. As a general rule, Student Librarians apply the version statement to an item on behalf of creators. Even if the publisher does not require a version statement, it is very helpful to cIRcle to include one.

Some publishers will have a version statement template to apply to an article's submitted manuscript or accepted manuscript, and this can often be found in the publisher's open access policy or somewhere on their website.

However, most version statements follow a similar format, and Student Librarians can generally use the following format when applying a version statement:

''"This is the [pre-print/post-print] version of the following article: [full citation], which has been published in final form at [article DOI]. This article may be used for non-commercial purposes in accordance with [publisher names] Terms and Conditions for Use of Self-Archived Versions."''

Note: The inclusion of the last sentence will depend on the CC license of the individual journal. The most important part is the statement of the version and the full citation.

View an example of [https://dx.doi.org/10.14288/1.0394565 a MRAi-archived scholarly article with an amended version statement] in cIRcle.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|link=https://wiki.ubc.ca/File:079575-blue-white-pearl-icon-business-light-on.png|100x100px|Tip]]
|'''Tip:''' If the creator sends an incorrect version, you will need to follow up and provide clearer instruction on version types. If a creator uses the Item Submission form for an embargoed article, [mailto:circle.repository@ubc.ca please notify the cIRcle office immediately] to request the file be deleted.
|}
=== "Pursuing for cIRcle" Workflow ===
When an item has been identified as a good candidate for cIRcle, the Student Librarian can move through the following workflow:

'''1)''' '''Update the item entry.'''

Go to the item's entry in the [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] and change the text in the '''cIRcle Update''' column to "Pursuing for cIRcle."

'''2)''' '''Complete metadata for item(s).'''

Update other metadata fields for the item in the DTES RAP Workspace as needed. Past Student Librarians have found that completing the metadata for an item ''before'' pursuing it for cIRcle is helpful, especially since part of the self-archiving process with the creator/author may require sharing the metadata with them for their review and input. This is usually the case when working with community-generated materials, such as annual reports.

'''3) Add item and corresponding metadata to the "cIRcle Candidates" tab on the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker].'''

This tab includes RAP Unique Item Identifier, Citation, UBC-affiliated author, and MRAi Items Notes. The rest of the metadata columns on this tab are for cIRcle to fill out.

<s>'''3)''' '''Send a self-archiving request to the corresponding creator.'''</s>

<s>To initiate correspondence with the item's creator, use either '''Template 1A''' (for new contacts) or '''Template 1B''' (for existing contacts) to request participation in the DTES RAP. Be sure to also include the citation(s) for the item(s) that have been identified as candidates for cIRcle and the DTES RAP. If there is no response to this initial email within two to three weeks, the Student Librarian can send a follow-up email using '''Template 2'''.</s>

<s>A friendly reminder that any and all correspondence with a creator/author necessitates comprehensive documentation. The Student Librarian can use the '''Item Notes''' column in the DTES RAP Workspace to track ongoing communications with an item's creator/author as they advance through the "Pursuing for cIRcle" workflow process. However, it is more important that creator engagement is well-documented in the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=85QL72 Master List - Student Librarian Engagement Notes and Listserv Subscribers] so that this correspondence can be referred back to at future dates by present and future MRAi team members.</s>

<s>'''4)''' '''Prepare the cIRcle license and cIRcle submission folder; then, send the unsigned cIRcle license for the creator's review and signature.'''</s>

<s>When the creator responds to the self-archiving request and expresses that they are interested in participating with the DTES RAP, complete a [https://circle.ubc.ca/submissions/license-form/ cIRcle license] for the item(s) at hand, including citation(s), pre/post-print status(es), embargo period(s) and copyright owner(s). Populated cIRcle licenses that have been used in previous submissions to cIRcle can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=Yf4Si2 Teams > Collection Work > cIRcle Documents].</s>

<s></s>

<s>Next, ensure that there is a cIRcle submission folder ready for the item and its corresponding documents ([https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=zdiNgm Teams > Collection Work > cIRcle Documents > Submissions]). If the creator does not already have a designated cIRcle submission folder, create one using the naming convention "Last Name, First Name" (i.e., Cui, Zishan). For community organizations, please use the name of the organization (i.e., Carnegie Dance Troupe).</s>

<s>Each cIRcle submission folder should contain the following subfolders:</s>

* <s>'''Archived:''' Houses the unsigned cIRcle license, as well as documents for any of the creator's past submissions to cIRcle. This folder is for MRAi purposes only, and the intention behind it is to mitigate any possible confusion between current and past documents when any submissions are passed on to cIRcle staff.</s>
* <s>'''Files to be deposited:''' Houses the PDF or Word formats of the items that are being submitted to cIRcle for deposit. Use the naming convention "LastName_YYYY-MM-DD_##" (e.g., Cui_2023-02-24-01) for each item that will be submitted to cIRcle for deposit. The date used here should align with the date that the item is submitted to cIRcle. This helps distinguish between past cIRcle submissions for one creator that, after being successfully deposited to cIRcle, are held in the Archived folder. The "##" portion of the naming convention helps to distinguish between multiple submissions to cIRcle at one time. For instance, when researcher Michelle Cui submitted two articles to cIRcle, the [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Files%20to%20be%20deposited?csf=1&web=1&e=4dIk7I submissions] were distinguished from each other as Cui_2023-02-24-01 and Cui_2023-02-24-02.</s>
* <s>'''License & metadata:''' Houses the populated and signed cIRcle license for the creator, as well as any corresponding documents that the cIRcle staff will need to review alongside the license. Corresponding documents may include:</s>
** <s>'''Submission lists''' - A list of items being submitted to cIRcle. The creation of such a list is only necessary when the number of items and their relevant information (e.g., citations, copyright owners, permissible versions, etc.) exceeds the allotted corresponding space on the cIRcle license form. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/License%20%26%20metadata/Cui_Submissions_2023-02-24.docx?d=wf813d651b9314669a794a5a91e49e4b4&csf=1&web=1&e=K0eEIT an example of a submission list].</s>
** <s>'''Affiliation lists -''' A comprehensive list of affiliations for the item(s) being submitted to cIRcle. Like the submission list, an affiliation list is only necessary when the number of affiliations for an item/items exceeds the given space provided on the cIRcle license. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Argento,%20Elena/License%20%26%20metadata/Argento_Affiliations_2023-10-24.docx?d=w4132b9b452374dd58442aedbb3d07b4e&csf=1&web=1&e=sN2JOB an example of an affiliation list].</s>
** <s>'''Community Metadata Sheet -''' The metadata prepared for and reviewed by community organizations for their materials. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Watari/License%20%26%20metadata/Watari_Metadata_2023-11-30.docx?d=wbf264ccb6bcc44adb16174b8e965134e&csf=1&web=1&e=DqCfyg an example of a community metadata sheet]. A primer for the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets/Community%20Metadata%20Sheet.docx?d=w9df7942ce0c643a5b77b96f849c1379d&csf=1&web=1&e=jtxSUq Community Metadata Sheet], which should be sent to community organizations alongside any prepared metadata, can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets?csf=1&web=1&e=aebcwo Teams > Collection Work > cIRcle Documents > Metadata Sheets].</s>

<s>When the cIRcle license and the cIRcle submission folder are ready, send the populated (but unsigned) cIRcle license to the creator. Use '''Template 3''' to draft this email and attach a PDF version of the cIRcle license. Once this email has been sent, move the unsigned cIRcle license to the Archived folder in the creator's designated cIRcle submission folder.</s>

'''<s>5) Review the signed cIRcle license and the permissible version of the article.</s>'''

<s>When the creator returns the signed cIRcle license and passes along the permissible version of the article, review the signed license and the permissible article version to ensure that everything is complete and accurate. Because article versions can be difficult to parse and are not necessarily intuitive, it's not unusual for some back-and-forth emails between the Student Librarian and the creator to happen before the correct version of the article is secured.</s>

<s>When the correct permissible version for the article at hand have been secured, double-check whether [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#Version_Statements a version statement] is needed for the item ahead of its submission to cIRcle. If so, please apply the version statement at this stage.</s>

<s>Once the cIRcle license is completed/signed and the permissible version of the article is correct, then the documents are ready for submission to cIRcle. Ensure that the cIRcle submission folder for the creator has been updated to include the signed cIRcle license, the permissible version of the article, and any other corresponding documents.</s>

'''<s>6) Submit the item to cIRcle.</s>'''

<s>Follow the same steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#The Submission Process|submission process]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.</s>

'''4) Monitor rapTracker and MRAi inbox for notification from cIRcle when the item is published.'''

cIRcle will either publish the item in UBC Open Collections or not, due to ineligibility or at the creator's request.

'''5) Upload the item to the DTES RAP.'''

When the item has been successfully deposited to cIRcle, a persistent URI for the item (e.g., http://hdl.handle.net/1974/26685) will be provided either in the rapTracker or through an email notification from cIRcle (usually the cIRcle Specialist). Review the cIRcle entry for the item to ensure that the metadata is correct, especially as this information will auto-populate the item's record in the DTES RAP.

Using the cIRcle DOI for the item, create an item record for the item in the DTES RAP. Follow the steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#RAP Items|Creating Item Records]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Making Changes to the RAP|Making Changes to the DTES RAP]] section.

'''6) If the item is not selected for cIRcle, add it to DTES RAP anyway.'''

In cases where cIRcle does not publish the item, either due to ineligibility or at the creator's request, the item should still be uploaded to the DTES RAP. Even though it will not have a link to UBC Collections, the link to the original article should be used.

'''7) Notify the creator.'''

When this new item record has been published to the DTES RAP, notify the creator. Draft an email to the creator using '''Template 4'''.

= Submitting Content to cIRcle =

=== The Submission Process ===

* Items with a UBC affiliation are within scope for cIRcle and can be pursued for inclusion.
* The MRAi Student Librarian ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). Articles which already have a Creative Commons license must have the terms appear on the resource or be included in the body of the email.
* The MRAi Student Librarian collects the correct version of the article, and where applicable, a completed cIRcle license to the MRAi Sharepoint folder and ensures the cIRcle Specialist has access.
* The MRAi Student Librarian emails the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca with a link to the appropriate Sharepoint folder to notify them that a submission is ready.
* The cIRcle Specialist reviews the material and, where necessary, follows up with the MRAi Student Librarian if there are questions or need for clarification.
* The cIRcle Specialist submits the content according to the cIRcle Submitter Guidelines (internal documentation) and the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
* The cIRcle Specialist notifies the [http://mailto:mrai.info@ubc.ca/ MRAi Student Librarian] by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the URI for the content.
* The MRAi Student Librarian notifies the content creator that the work is now available in cIRcle using the provided templates; as well as updates the master rapTracker excel spreadsheet to indicate the circle is now effectively closed, pun intended.

Consult'''[[Documentation:MRAi cIRcle Submission Workflow#Checklist| the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow. Please submit any questions about the cIRcle deposit workflow to the cIRcle Office listserv circle.repository@ubc.ca.

=== Community Metadata Template ===

* You can use the metadata template when engaging with community organizations and uploading their items to the RAP. The template explains the fields and details that we include and the purpose of metadata. Using this template, we provide a clear outline of the proposed metadata for their items; this is then sent to the community organization for their review and approval before sending either to cIRcle or uploading to the RAP.
*''Tip: use a red font or add additional comments to draw attention to certain fields that require feedback.''
*'''Attention:''' While cIRcle and the RAP are connected, they use some of the fields differently from the RAP (namely the creator/contributor). Eg. cIRcle doesn't use the contributor field in the same way as the RAP, so when a community produced item has multiple individuals as both creators and contributors, we ask the cIRcle staff to leave these fields blank when they are uploading the items so that we can differentiate between the two fields when we upload the item to the RAP. It's not perfect, but it's working! Additionally, you might come across some discrepancies in how the contributor field is used. This is largely due to capacity issues as it can take a substantial amount of time to manually enter each name. You will see that for certain items which have a significant amount of contributors, we decided to included those names in the description field, rather than add them individually to the contributor fields. This is largely done on a case by case basis however, and tends to be for more publicly accessible documents by large organizations, rather than community based organizations. For the latter, we do prioritize including the individual contributors, regardless of the time it takes to enter each name separately.

=== ASTU 100 Infographic Submission Process [This workflow is under review in 2025 to adjust for the Kx TLEF grant-funded expansion of the project]. ===

* To submit the new batch of ASTU 100 infographics to cIRcle there are a few steps we must take.
* Reference the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/ASTU%20100%20Project/ASTU%20100%20Workflow.docx?d=w90a7a3112cb947678fdfa17c023782d1&csf=1&web=1&e=3aSael 2023 Workflow document] to ensure that each step is completed properly.

=== Submission Confirmation E-mail Template ===
'''''Note: Once cIRcle has provided the URI and the Student Librarian has added the item to the DTES RAP, send this email our KX TLEF student contact to notify creators.'''''

=== Updating the Tracking Spreadsheet ===
Once the URI has been received, the MRAi Student Librarian updates the rapTracker:

* Change the article's '''Action Status''' to "Complete" and update the cIRcle Update to "MRAi Archived."
* Copy and paste the '''cIRcle URI''' to the correct column.
* In the '''Items Notes''' field, make a final dated entry confirming the article has been archived in cIRcle.

==== Checklist ====
{| cellpadding="2" cellspacing="0" border="1"
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet repository [[Documentation:MRAi cIRcle Submission Workflow#Selecting Materials for MRAi: Our Criteria| Material Criteria]]?
|-
! scope="row”" |      
|Which version of the article is permissible to submit?
|-
!Yes/No
|Is a creator affiliated with UBC?
|-
! scope="row”" |   Yes/No   
|Do you have access to it?
|-
! scope="row”" |   Yes/No   
|Does the article version require any special permissions?
|-
! scope="row”" |   
|        If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)
|-
! scope="row”" |   Yes/No   
|Do you have a copy of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the creator or does the article already have a Creative Commons license?
|-
!   Yes/No   
|Have you forwarded a copy of the article to the cIRcle Office at circle.repository@ubc.ca?
|-
!   Yes/No   
|If the article has been archived, have you notified the creator and updated relevant tracking spreadsheet(s)?
|}

= Tracking and Adding the Downtown Eastside Geo-Tag =

=== During the Submission Process ===
During the submission process, the cIRcle Specialist should ensure the following LC Authority geo-tag is added to the Geographic Location field exactly as rendered here: '''''Downtown-Eastside (Vancouver, B.C.)'''''

=== For Items Already Added to cIRcle ===
Items already ingested or added into cIRcle (e.g. Electronic Theses and Dissertations (ETDs), BioMed Central (BMC) articles) and (Multidisciplinary Publishing Institute)MDPI that fit MRAi criteria for inclusion also require the geo-tag.

* The MRAi Student Librarian is responsible for identifying items that need the geo-tag and placing them in the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geo-tag Remediation Tab] sheet within the rapTracker. The MRAi Student Librarian should refer to the [[Documentation:MRAi cIRcle Submission Workflow#Representational Output| Representational Output criteria]] and use their discretion when determining which items are appropriate for inclusion. To find items, you will search '''IN''' the cIRcle database use similar search terms to those of alerts, like “Vancouver” AND “Downtown Eastside” to scan the existing collection to find any outliers that do not already have the required geotag.
* The cIRcle Specialist is responsible for checking the tracking document for new content at the beginning of each month. Using the provided URI, she will update the cIRcle item record with the geo-tags to any newly-identified items. She will update the "Geo tag added Y/N?" column from an "N" to a "Y" to confirm the task is complete.

= Adding Researchers to the Directory and Projects Pages =
[[File:MRAiProjectsDirectoryWorkflow.jpg|center|thumb|600x600px|Workflow for adding researchers to projects and directory pages]]

These functions are currently performed by the CBR Assistant.

* Consult with Community-Based Research Coordinator and other team members to identify priority researchers to contact
* Once you identify a researcher, refer to the RAP Creators Tracker to see if researcher has already been added.
** If the researcher has not been added, add them.
** If the researcher has been added, check to see if anyone has contacted the researcher by looking at Column H, "Creator Engagement notes."
**'''Tip:''' If needed, search MRAi inbox for additional details about recent contact.
* Email the researcher. Note: all email templates are housed in a shared folder. Modify them as needed to add a personal touch and / or address recent engagement between the researcher and the MRAi.
** You will first send an initial contact email to see if the researcher is interested.
*** If they don't respond, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they express interest, send a follow-up email (see next section).
** Send a followup email with a unique Qualtrics link (see [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Qualtrics Qualtrics] section).
*** If they do not respond to the survey, send an email in two weeks to remind them. If they do not respond after the second reminder, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they respond to the survey, input their information to the portal.
***'''Tip''': When you send the survey link, set a Task in Outlook to contact the researcher in two weeks if they do not respond to the survey.
* Input researcher's information to the portal.
** See [[Sandbox:Student Librarian Orientation#Qualtrics|Qualtrics]] for information about how to export information, and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance on how to input information to the RAP.
* Thank the researcher using the email template.
** Be sure to add a link to their specific projects pages.
**'''Tip''': Set a Task in Outlook to contact the researcher a year from when you input their information. Even if you are no longer in the position, you can assign these to the incoming student staff member.
* Annual followup
** One year after a given researcher was added to the portal, email them using the annual researcher check-in template.

*

= Tools & Key Documents =

== MRAi E-mail Account ==

=== Intended use ===
The MRAi mailbox ([mailto:mrai.info@ubc.ca mrai.info@ubc.ca]) is intended for "official correspondence." Please use this address when communicating with researchers, scholars, representatives from neighborhood organizations, and cIRcle Operations. This mailbox also receives regular search alerts from bibliographic databases (like Google Scholar and Read QxMD) that point to newly-published research on the DTES. These get sorted into their respective sub-folders and are reviewed for inclusion in the RAP Workspace at least once/month. In 2020, the inbox was renamed "Learning Exchange-UBC Library MRAi" and the UBC crest was added as the profile picture.

Note: In general, use first and last names when answering contact form emails and avoid assuming pronouns.

=== Linking to the DTES RAP ===
When linking to the DTES RAP in messages, use the correct trackable link.

For academic audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

For community organization audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

=== Switching between e-mail addresses in Outlook ===
When sending an e-mail, note the address in the '''From:''' field. If sending an e-mail to a researcher, organizational representative, or cIRcle Operations, be sure to use the dropdown on the '''From:''' button to switch from your "personal" UBC account to the MRAi account. This is a shared email.

=== Folders ===
'''@in_RapTracker'''

* What this is for

'''Alerts—Google Scholar'''
* Sort incoming search alerts from Google Scholar into this folder.
'''Alerts—Mendeley'''
* Sort incoming search alerts from Mendeley into this folder.

'''Alerts—READ by QxMD'''
* Sort incoming search alerts from QxMD into this folder.

'''ASTU'''

* Sort correspondence related to the ASTU 100 infographics project into this folder.

'''cIRcle Communications'''
* Place e-mails to and from cIRcle Operations (except notifications for successful cIRcle deposits) into this folder.
'''Completed List-serv Requests'''

* Once requests to be added to the list-serv have been processed, move them from the general inbox into this folder.

'''Inquiries from Other Institutions'''

* Sort correspondence with other institutions reaching out to learn about MRAi structure / processes / mission, etc., into this folder.

'''MRAi Creator Responses'''
* If a scholar/creator responds to your initial contact e-mail, sort the response into this folder.

'''MRAi Deposits'''
* Place all cIRcle Operations notifications for successful article deposits into this folder.

'''MRAi Licenses'''
* Place all automated notices for successfully submitted cIRcle licenses into this folder.

'''MRAi Permissions'''
* Place MRAi's requests to creators to have their projects hosted on the DTES RAP Project page into this folder.
'''MRAi Project & Directory Correspondence'''

* Sort all correspondence related to inclusion on the projects and directory pages into this folder.

'''MRAi Requests to Creators'''
* Place your initial requests to scholars/creators into this folder.
'''Publisher Communications'''
* Place e-mails to and from academic publishers into this folder.
'''RAP Contact Form'''

* Sort correspondence related to contact requests submitted via the site's contact form into this folder.

'''RAP Suggested Items'''
* Processed 'Suggested Items' are filed to this folder when complete/entered into our tracking system.
'''Rap WordPress'''

* For correspondence related to modifications to the WordPress.

'''Soft Launch Email Responses (Semi-Active)'''

* Houses email responses sent in reply to soft launch email from March 2021, unlikely that there will be anything to add.

'''Work General'''
* If an e-mail does not fit into any of the categories above but should be saved, move it to this folder. If there's a need to add new folders please discuss with Aleha.

== rapTracker ==

=== Overview ===
This is your mainframe, your best friend, where the magic happens! It keeps track of the ins and outs of the RAP, cIRcle, creators, and is a convenient way for everyone involved to get a quick snapshot of the collection at any given moment. In other words, the '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker]''' is a restricted spreadsheet that describes items in the MRAi collection. The fields in the rapTracker follow the initiative's [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit?usp=sharing '''Metadata Schema''']. The rapTracker was originally designed to help MRAi develop comprehensive and consistent item metadata in anticipation of the DTES RAP's launch, and to make it easier for the data to be imported to the RAP in bulk. Going forward, it should continue to be used in order to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP.

While it looks intimidating at first, it’s a pretty accessible space to be able to work with the metadata and get it ready for uploading into its respective interfaces, like the RAP or cIRcle. It’s also a space where you can leave notes for future GAA’s or other relevant parties about issues that have arisen, if anything is resolved, if items are ready for launching on the RAP, and so forth. Notes in a rapTacker item also connect with the [https://3.basecamp.com/3203619/buckets/9198328/cloud_files/3709983619 '''DTES Creators tracking spreadsheet on OneDrive'''], to keep track of what notifications were sent to whom by which team member and when.

'''Sample tasks that the rapTracker is currently used for:'''

# Tracking details of items that will be added to RAP and/or CIRcle
# Tracking metadata
# Status updates for individual items

More info is available at the [[Documentation:MRAi DTES RAP Metadata Style Guide#The rapTracker|Metadata Style Guide]].

As of November 2021, a [https://3.basecamp.com/3203619/buckets/9198328/google_documents/4362707655 RAP Workspace] was added to allow for a more streamlined look at the ‘In progress’ and ‘attention items’ without all the ‘complete’ items on the same sheet, which can get confusing and cluttered. Here the student will enter all the relevant metadata and follow the subsequent correspondence tasks, and then move the line over to the official RAP tracker once it can be considered complete. It is a low-stakes environment to get a good handle on the way the tracker and the overall MRAi role operates.

=== Tabs in the rapTracker & Geotagging ===
'''Items Descriptions'''
* Item descriptions derived from all items in all stages of processing. As of April 2021, it includes every item on the list, whether or not they have been archived to cIRcle.

'''Index and Match'''

* Once all metadata fields are complete, use this tab when creating an object in the DTES RAP.
*

'''Geotag Remediation Tab'''

cIRcle marks items in the repository that have been identified as part of the MRAi collection with a Geographic Location tag:
*'''''Downtown-Eastside (Vancouver, B.C.)'''''
cIRcle also archives a great deal of items as part of its regular, non-MRAi-related workflows. Some of these items must later be discovered and identified by the Student Librarian as candidates for inclusion in the MRAi collection. The two types of items that are most commonly retroactively identified as part of the MRAi collection are
# Theses and dissertations that include research on and discourse about the DTES;
# Open Access scholarly articles from the publisher BioMed Central that have been set up for automatic ingestion to cIRcle.
The '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geotag Remediation Tab]''' tracks cIRcle Specialist's addition of the '''''Downtown-Eastside (Vancouver, B.C.)''''' Geographic Location tag to items that the MRAi Student Librarian has flagged.
* The Student Librarian adds the item's title, creator(s), and the corresponding cIRcle URI to the appropriate place in the sheet (arranged in alphabetical order by first creator's surname).
** The Student Librarian must also make an entry for this item in the Tracking tab.
* The Student Librarian indicates in the '''Source''' column whether the item is ETD (Electronic Thesis/Dissertation), BMC (BioMed Central article), or Other (any item not fitting into the first two categories, including Graduate Projects).
* The Student Librarian places an "N" in the '''Geotag added?''' column to indicate to cIRcle Specialist that the item needs the geotag.
* The cIRcle Specialist, who checks the document periodically for updates, adds the geotag to the item and changes the "N" in '''Geotag added?''' to a "Y."
* To complete the workflow, the Student Librarian places an "Y or N" in the last column "Uploaded to the Rap" and once done notifies creators.
'''Tips for finding items in cIRcle as candidates for Geotag'''

* Start by using the '''advanced Search''' [https://open.library.ubc.ca/search/advanced<nowiki>]. </nowiki>
* Try '''exact phrase''' searches but include synonyms for the geo-tag (DTES, Downtown Eastside, Downtown East Side, etc.)
* For the most comprehensive search search in '''all fields for more precise search limit to Descriptions''' (but we aware that not all items have descriptions/abstract in cIRcle).
* Ensure '''cIRcle''' is checked as the '''source repository'''
* Apply the '''NOT''' limiter and the '''geographic location''' ['''''Downtown-Eastside (Vancouver, B.C.)]''''' field to omit anything we’ve already geo-tagged
* See screenshot of sample search: [[:File:DTES geo-tag search 2021-07.png]]

*

=== Entering Metadata into the rapTracker ===
When ascribing metadata to an item, consider the intention of the item was created with and consult the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] and [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit#gid=145969972 Metadata Schema.]
* The item entries in the rapTracker are placed in order by unique item identifier and then their citation. At the beginning this list was organized alphabetically, but as the collection grew, this became unsustainable and it is now only sorted by date and item identifier. These variables are combined as one single number and follow a formula of: the date and the number of item(s) added that day. For example, an item added on January 11, 2022 would be written as 2022-01-11-001. The date (in green) is written first, followed by the item number (in bold). If you add any other items to the tracker that day, they would be written as 2022-01-11-002, 2022-01-11-003, and so forth. Any item added the next day would be written as 2022-01-12-001. All new items are added at the bottom of the tracker, which allows for a quick and clear visual on how many new items need to be addressed.In cases where the first creator has multiple entries where they are listed as first creator:
** In cases where the first creator has multiple entries where they are listed as first creator:
*** If the creator has items they creatored alone, list those first.
*** Then list items they have co-creatored, putting them in alphabetical order by the second creator's last name.
* Make a blank row:
** Click on the row number that will be above or below the one you want to insert in the document.
** Right-click and select "Insert 1 above" (if you have highlighted the row below the one you are about to insert) or "Insert 1 below" (if you have highlighted the row above the one you are about to insert).
* Create a [[Documentation:MRAi DTES RAP Metadata Style Guide#Unique Item Identifier|unique item identifier.]]
* In the [[Documentation:MRAi DTES RAP Metadata Style Guide#Citation|citation]] field, write out a complete citation of the item (APA has typically been the standard).
* When entering information into the rest of the fields, refer to the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] for further guidance.
=== Filters ===
The rapTracker has five default Filter Views that correspond to the Access Status'. Use the Filter dropdown arrow (the one next to the "funnel" button on the Google Sheets toolbar) to pull up these Filter Views.

These filters are used to isolate sets of items by their statuses. For example, if you only want to look at the items that are awaiting action, you can click Action Required and the sheet will filter out items belonging to other statuses. To turn the filter off, click the Filter dropdown arrow again and choose '''None'''.

'''Do not''' make changes to the document while a filter is on. In the past, this has led to issues around information being overwritten or not properly saved. Turn off the filter first, and then make the changes. If you have suggestions for how to improve this document please discuss with Aleha before making any changes.

== DTES RAP Creators Tracking ==
This is the sister spreadsheet of the rapTracker. It is restricted and kept on Teams. It is used to track who and when we contact creators that are published on the DTES RAP.

Before contacting a creator, check this spreadsheet and the MRAi inbox for previous communications, so you can tailor your communications better.

== Unpaywall ==

=== Overview ===
The [https://unpaywall.org/products/extension '''Unpaywall browser extension'''] is a helpful tool for finding open access versions of articles. Unpaywall [https://unpaywall.org/sources '''uses both existing indexes and manual tracking'''] to point to open access versions of scholarly resources.

When you browse a resource on a publisher website, the Unpaywall extension tab on the right side of your screen displays different colours to indicate whether or not it has found an open access version of the resource. If the tab is coloured green, gold, or bronze, you can click it to access a version of the item. Some '''''(but not all)''''' versions of an item that are discoverable through Unpaywall are eligible for inclusion on the DTES RAP.

=== OA colours ===
* A '''green''' Unpaywall tab indicates that a version of the item has been self-archived to an OA repository. These items are licensed for sharing and reuse.
* A '''gold''' tab indicates that the open access item was published by the publisher. These items are licensed for sharing and reuse.
* A '''bronze''' tab indicates that the item was previously limited to subscribers, but has since been released for reading (typically after an embargo period). Items with a bronze Unpaywall tab typically have restrictions on reuse and sharing, so it is best to avoid sharing these versions of the items on the DTES RAP.
* A '''grey''' tab indicates that Unpaywall could not find an OA version of the article.

== Setting Up New Search Alerts ==
A search alert is a search string crafted for a specific database that, once saved, will e-mail an alert when new content meeting the criteria is added to that database. This step will describe generally how to pick databases, craft a search string, and set up a search alert.

#'''Selecting Databases:''' Select databases relevant to subject fields you want to target. You may want to focus on journals that have published a lot of UBC faculty work over the past few years. You might also want to consider focusing on journals that you know have good open access policies. For more information, see [[Sandbox:Making Research Accessible Publications Workflow#Checking Copyright Permissions|Checking Copyright Permissions]]. You can check [http://www.scimagojr.com/journalrank.php?area=0&category=0&country=CA&year=2014&order=tc&min=5&min_type=cdg Scientific Journal Rankings] for journal ideas to narrow your search. We recommend looking in at least two large databases; however, include as many databases as are necessary to cover the field in question.
#'''Crafting a Search String:''' Create a search string using the search box in your selected database. Make a search string that returns relevant content by UBC faculty contributors within your subject area (in this case, "Downtown Eastside" and "DTES" would be two standard terms). Narrow this by applying an affiliation parameter and/or a proximity operator to the string, if possible. The parameters and operators are often database specific and will likely be defined by the database. Further target the search by combining an affiliation search with subject specific terms relevant to the field you wish to search. Many databases have their own specific terms to narrow results. This search will return a smaller number of items relevant to your subject.
#'''Setting up Alerts:''' When satisfied with the amount of relevant results returned in the search string, save the search and/or set up a search alert. The terminology is often database specific, but a link or icon saying "save search" or "create search alert" is usually found in the header or sidebar of the page. Follow instructions to create or log in to an account. Make sure to use the mrai.info@ubc.ca e-mail address when creating your account. Most databases have a “frequency” setting for search alerts. This will set up e-mail alerts for any new results on a query at a specific time. It is recommended you set the frequency alerts to once per week.

== DTES RAP Pages ==
The Downtown Eastside Research Access Portal ([https://dtesresearchaccess.ubc.ca/ DTES RAP]) makes resources about Vancouver’s Downtown Eastside (DTES) more accessible and easier to discover. It was developed as part of the Making Research Accessible initiative (MRAi). Below are brief descriptions of each of the pages on the portal.

=== Topics ===
This page contains a list of topic tags that users can click on to navigate the portal. The terms for the topic tags were developed to not just reflect what is present in the portal, but to also highlight topics that are of interest to community residents. These topic tags are not imagined to be static, and can be added to or changed over time.

=== Search ===
This page allows users of the portal to identify and access academic materials such as scholarly articles and research summaries, as well as community materials such as reports, historical documents, and more. Note you can do an advanced search and limit results to open access only with the checkbox.

=== Directory ===
The directory identifies academic researchers and students who DTES community members and organizations could contact about research in the DTES. The current iteration of the site prioritizes UBC researchers. The directory was created in response to community members who identified not knowing or not being about to contact people who research in the DTES, and is designed to facilitate making those connections easier. In keeping with the values of the MRAi, only researchers who have given their permission to have their name and contact information on the site are included.

=== Projects ===
The projects page lists active or archived research projects that are happening or have happened in the DTES. This page was created in response to community members and organizations who wanted more knowledge about what research is happening in their neighborhood. In keeping with the values of the MRAi, only projects where the primary researchers have given their permission to have their research featured on the site are included.

=== Resources ===
The portal seeks to change the negative impacts of extractive ways of doing research by encouraging a more engaged and collaborative culture of knowledge exchange. This page provides links and brief descriptions of resources that have been identified as helpful for those interested in campus-community collaboration. Included in the resources are materials about making research more accessible, doing ethical and community-based research, using research for the public good, and planning a research partnership.

=== About ===
The About Page introduces the purpose and goals of the DTES RAP and the MRAi. It provides a brief history of the project, and is intended to be a jumping-off point for users to understand what they could use the portal for, what they will find on the portal, and how they might participate in the project.

=== News ===
The blog posts offer an opportunity to highlight different portions of the portal and make them easier for users to discover. For example, in one of the focus groups in user-testing the portal in 2019, participants identified wanting to use the portal to see different types of community-based research projects. While our tagging system does not currently have the ability to easily identify projects that use those methods in the search engine, a blog post could identify several research items available in the portal that do use these methods, making them more visible for users.

=== Contact ===
The contact page has a form where users can submit requests and recommend resources, and researchers can ask to be added to the directory or projects pages.

=== Help ===
The Help Page provides tips and tutorials for how to use the DTES RAP. This is imagined as a page users will go to for technical assistance in navigating the portal. In the future, we hope to add gifs and videos on this page.

== DTES RAP Content Style Guide ==
Currently, a [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit#heading=h.6jz5j6euppp MRAi Content & Style Guide] is in development by Nick Ubels. Consult as needed.

== DTES RAP Admin Panel ==
The DTES RAP Admin Panel is the RAP's content management system. The Student Librarians and Community-Based Research Assistant use the Admin Panel to create, edit, or delete information that displays on the RAP website, including:
* Item-level metadata entries,
* Controlled vocabularies (CVs) and their terms,
* Researcher entries for the RAP's Directory,
* Project entries for the RAP Projects Page,
* Blog content,
* Static text and photo content.
The DTES RAP Admin Panel has two different interfaces:
* [https://dtesresearchaccess.ubc.ca/admin '''RAP Admin Tools Panel'''] (Handles items, CVs, researcher directory, projects)
* [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] (Handles blog posts and certain static content)
Both require an authenticated Campus-Wide Login to access.

== Making Changes to the RAP ==

=== RAP Items ===
'''Adding Items'''
* First, get all your necessary tabs open to make the process as seamless as possible, this includes the: RAP Admin Tools Panel, the RAPtracker or Workspace, and the article you are adding. The rapTracker has a built-in “Index and Match” feature that will make adding objects a little easier. You simply need to copy the unique object identifier from the main Item Description page and then go into the Index and Match tab at the bottom of the excel sheet. Here you will copy and paste the unique object identifier into Column B, line 2 and all the information will auto populate. It’s the same info as is found in the Item description tab, just in an easier to read format. Alternatively, scroll across the columns to find the necessary details to add to the RAP. It is up to you and your preference!
* Now back to adding an item: In the RAP Admin Tools Panel, scroll down slightly to the '''Add/Edit Objects''' heading and click '''“Add new object”''' button.
* You should now be in the '''New Object''' menu. Copy and paste the '''''Primary Source URL''''' and '''''Primary Source Description''''' information from the Item Description List item record.
* '''Tips for Primary URLs:'''
** Make sure the primary source URL starts with http:// or https://. Example: https://www.linkvan.ca/about Once finished, click '''Set Source'''.
** Once the Primary URL is set, more fields should appear. Please note Primary URLs cannot be edited after the item has been published.
** For items that are hosted with UBC Library (e.g., cIRcle/Open Collections, UBC catalogue and therefor pull metadata from the original hosted sources it is important to note for our backend harvester to update these items nightly from OC and Voyager, the URLs should be in the formats below;
{| class="wikitable"
|'''Source'''
|'''Format'''
|'''For Example'''
|-
|OC
|<nowiki>https://dx.doi.org/10.14288/*</nowiki>
|<nowiki>https://dx.doi.org/10.14288/1.0223647</nowiki>
|-
|Voyager
|<nowiki>http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=*</nowiki>
|
|}
* To add a Secondary URL, click '''Add Source'''. A box with fields very similar to the Primary URL fields will appear.
*'''''Title''''', '''''Alt Title''''', '''''Serial Title''''', '''''Publication Date''''', '''''Description''''', and '''''Collection''''' are plain-text entry fields. Copy and paste the appropriate metadata from the Item Description List record to these fields. ''NOTE:'' the Collection is always the DTES.
*'''Creator(s), Contributor(s), Subject(s), and Language''' are "Click to Add" fields. This just means that if you do not “click to add”, then what you have entered will not be saved. In the Item Description List fields on the RAPtracker or Workspace, we differentiate the individual '''Creator(s), Contributor(s), and Subject(s)''' information for a given record with semicolons. On the RAP however, each creator(s), contributor(s), and subject(s) are entered as separate fields. So it takes a little bit of time and some copy/paste action, but it becomes second nature once you get the hang of it. Using ‘creator(s)’ as an example, the easiest way to enter all the necessary information in the RAP is to copy the entire creator list from the RAPtracker and then paste all the names into the creator field line on the RAP and press “Click to add”. Once you have added one field, the option to add more will then appear below. From there, just copy and paste each individual name into a new line and click to add, until you have gone through all the names. Be sure to delete the names from the original line as you go as well so you end up with a list of individual names in each field. The same process applies for the contributor(s) and subject(s) as well.
*'''''Access''''' is a dropdown field. Click the arrow and choose the option that matches the Access entry in the Item Description List record.
*'''''Projects''''', '''''Topics''''', '''''Affiliations''''', '''''Categories''''', '''''Genres''''', and '''''Types''''' are checkbox fields. For these fields, consult the Item Description List record and choose the Admin Panel checkbox options that match.
*'''''TIP:''''' The Affiliations field has grown extensively, so the easiest way to enter the information here is to search for the specific affiliation, check the box, and continue searching from there. You will not be able to see the entire list but once you have clicked the box, you can rest assured that the information is stored. If you do not see the affiliation listed, then you will have to add it by editing the ‘affiliations’ controlled vocabulary. See below for a detailed breakdown of how to do this.
* Items can be refer to other items. To make your item '''Refer To''' another item already in the RAP, you will need the other item's Object ID.
** The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
** The string after "[https://dtesresearchaccess.ubc.ca/admin https://dtesresearchaccess.ubc.ca/object/]" in the URL is the Object ID. It can begin with "ext." or "oc."
** Copy the string, paste it into the '''Refer To''' field for your new item, and click '''Add reference'''. Repeat if you want the new item to refer to more RAP items.

* When finished with all of the fields and satisfied with the results, click '''Publish'''. If you do not want the new item record to show up on the front end yet, click '''Save as Draft''' instead. If publishing sounds a bit intimidating, don’t worry if you think you have made a mistake or need to fix something, you can always edit an item once you have published it on the RAP.
'''Editing Items'''
* You can edit an existing item in two ways.
*# If you already know the item's Object ID, you can enter it into the '''Edit Object''' box on the main Admin Panel.
*# While signed into the Admin Panel, you can look for the item using the '''Search''' feature in the top nav, navigate to its page, and click the '''Edit Object''' button in the top left corner of the item record.
'''Deleting Items'''
* In the Item Editing Panel, there is a '''Delete''' button in the bottom-left. When you click it, a warning will display: ''Are you sure you want to delete this? The data cannot be recovered.'' To confirm, click '''Delete'''. To go back, click '''Cancel.'''
'''Adding research summaries'''
# Check if the original article is in rapTracker and is published on the DTES RAP (Search for title of the original article or creators)
# If not, add the original article to rapTracker and DTES RAP (this will help you generate the same metadata for the summary).
# Create an APA citation for the summary.
# In the rapTracker, insert a new row next to the original article, using the summary citation.
# Copy the applicable metadata from the original article, for example, subjects, topics, affiliations will remain the same.
## Note: For the summary, the creator is the creator/organisation that created the summary, under ‘contributors’, put the creators of the original article.
## Note for cIRcle items, creator first names may become initials, for example, “Wood, Evan” becomes “Wood, E.” In this case, follow cIRcle’s convention in the metadata of the summary. For more information, consult the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
# Add summary to DTES RAP.
## When the object is published on the RAP, it generates an Object ID under “Linked Objects” and “Refers To.” This is the Object ID of the item you added to the RAP (example: ext.6224).
## Copy this Object ID and add it to the rapTracker field under “RAP ID refers to.” This indicates that it has been published on the RAP and can be found by searching for this number.
# Cross-reference the summary to the original article.
## Find the Object ID of the original article
### The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
### The string after "<nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>" in the URL is the Object ID. It can begin with "ext." or "oc."
### Copy the Object ID of the original article and paste it in the summary’s rapTracker row under “RAP ID” for your new item.
# Return to the item in Wordpress and “edit object”
## Remember to click Add reference. Repeat if you want the new item to refer to more RAP items.
# In the rapTracker field “refers to DTES RAP ID”, add the object identifier number that was generated in “refers to” under Linked Objects in Wordpress Admin.
# Check how it looks on the RAP and check the links are correct

=== Controlled Vocabularies ===
'''Editing Controlled Vocabularies'''
* In the RAP Admin Tools Panel, scroll down to '''Manage Controlled Vocabularies'''. You will see a dropdown box with eight different controlled vocabularies: ''Access, Category, Expertise, Genre, Affiliation, Project_status, Topic,'' and ''Type.''
* Each correspond to a particular field in either RAP item records, researcher directory records, or project records.
* From the dropdown, choose which controlled vocabulary you want to edit and click '''Edit Vocabulary'''.
* For example, when '''Topic''' is chosen, you will be taken to a page with a list of Topic Terms.
'''Adding Terms Within a Controlled Vocabulary'''
* Scroll past the list of terms to the bottom of the page. Click '''Add a Term'''.
* Give your term a descriptive '''Label''' (required) and a '''Definition''' (optional). '''Label''' is public facing. '''Definition''' is not. Use the '''Definition''' field for scope notes and LC Name Authority Notes.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Editing Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a white '''Edit''' button. Click it to change the term's '''''Label''''' and/or '''''Definition'''''.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Deleting Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a dark blue '''Delete''' button (just below the white '''Edit''' button).
* A confirmation box will appear. If you want to delete the term, click '''Delete''' again. Otherwise, click '''Cancel'''.
* If an item is tagged with the term, the system will not allow you to delete it. It will tell you which object IDs are tagged with the term. If you still want to delete the term, you will have to untag each item first.

=== Directory of Researchers ===
'''Adding a New Researcher'''
* Under the '''Add/Edit Researcher''' header, click '''Add New Researcher'''.
* '''First Name''' and '''Last Name''' are mandatory text entries.
* '''Title''', '''Institution''', '''Faculty''', '''Department''', and '''Description''' are all optional text entries. If you do not have any information for any one of these fields, leave the field blank.
* '''UBC Faculty Profile, Phone''', '''Email''', '''URL''', and '''Twitter''' are are all optional "Click to Add" fields. If you do not have any information for any one of these fields, leave the field blank. If you do have information, type one entry in the field and then '''Click to Add''' to save that entry. If you have another entry for the field (for example, if the researcher has two e-mail addresses and you have already entered one), repeat the process. If you need to remove or relocate information from one field to another, make sure to delete the text input and then click the button to '''Remove''' the information.
** If a researcher provides you with any links to a personal profile on a University faculty profile site or institutional profile, etc., add this link in the "UBC Faculty Profile" field, followed by ", See FirstName's [description of profile]" to show a description of the link on the profile page. '''Example''': Entering Joey McJoerson's CDC profile into the "UBC Faculty Profile" field, input: www.yourcdc.ca/Joey-McJoerson, See Joey's CDC profile
** If a researcher provides you with a Twitter link, add @TheirHandle into the Twitter field and Wordpress will hyperlink to their profile.
* '''Expertise''' is a checkbox field. If the research has supplied their area of expertise and it is in the Expertise CV, select it.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
*
'''Editing a Researcher'''
* Like items, you can edit an existing researcher in two ways.
# If you already know a researcher's Researcher ID, you can enter it into the '''Edit Researcher''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the researcher using the '''Directory''' feature in the top nav. Find the researcher in the list and click the '''Edit Researcher [ID#]''' button underneath their record.
=== Projects ===
'''Adding a New Project'''
* Under the '''Add/Edit Project''' header, click '''Add New Project'''.
* '''Project Name''' and '''Status''' are mandatory fields. The first is a text field; the second is a dropdown field with three options.
* '''Primary Researchers''' and '''Other Researchers''' are Click to Add fields.
* '''Project URL / Nickname, Description,''' and '''Methodology''' are optional text fields.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
'''Editing a Project'''
* Like items and researchers, you can edit an existing project in two ways.
# If you already know the Project ID, you can enter it into the '''Edit Project''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the project using the '''Projects''' feature in the top nav. Find the project in the list and click the '''Edit Project [ID#]''' button in the lower right corner of the project "card."
=== Blog ===
'''Adding a New Blog Post'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Posts.'''
* In the Posts menu, click '''Add New''' near the top.
* Add a title in the Title field, then add your text to the field underneath.
* If needed, you can toggle between the '''Visual''' (WYSIWYG) tab and the '''Text''' (HTML) tab.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to '''News''' on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it will look.
'''Editing a Blog Post'''
* In the '''Posts''' menu, find the relevant blog post. Click on the title.
* When finished editing the post, click '''Publish''' again.
'''Deleting a Blog Post'''
* In the '''Posts''' menu, hover over a blog post title.
* You will see four additional options appear underneath the title. Click '''Trash'''.

*

=== Static Content ===
'''Editing Resources, About, and Help Pages'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Pages.'''
* You will see three main web pages: '''Resources''', '''Help''', and '''About.'''
* You will also find sub-pages underneath '''Resources''' and '''About.''' These sub-pages are preceded by an em dash.
* Click on the title of the page you want to edit. Edit content in either the '''Visual''' or '''Text''' tabs.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to the corresponding site on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it looks.
*
'''Editing Header Images for Resources, About and Help Pages'''
* When in the edit panel for one of these pages, scroll down to '''Featured Image''' in the right sidebar.
* To change the image that appears in the header, click the Featured Image thumbnail.
* Wordpress will take you the the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library].''' You can either select an image from the collection of images that have already been uploaded to the Wordpress site, or you can switch to the '''Upload Files''' (top left corner) tab if you want to upload a new image.
* The images should be optimized for web, so the photo file size should be shrunk to less than 500kB.
* The aspect ratios should be similar.
* Make sure the image you select has an identifying name (it should probably correspond to the page it is going on—for example: "help_header1").
* With your image highlighted in the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library]''', click '''Set featured image'''.
'''Editing Header Images for Other Pages'''
* If you want to edit static content on other pages (including the Home page, Topics, Search, Directory, and Projects), you will have to contact IT for the change.
* However, if there is a header image in place on one of these pages, it can be '''replaced''' through the '''Media''' tab in the left sidebar.
* Search the name of the page in the media library search bar. It should pull up the corresponding header photo for the page. Click on that photo.

[[File:SLO MediaGallery Capture1.png|thumb|A screenshot of the Media Gallery search.|none]]

* In the photo menu, click '''Replace Image.'''

[[File:SLO MediaGallery Capture2.png|thumb|In the photo menu, click on Replace Image.|none]]

* At the next screen, choose '''Just replace the file'''. Click '''Upload'''.
**Warning: Choosing '''Replace the file, use new file name, and update all links''' will break the link to the image on the site.

[[File:SLO MediaGallery Capture3.png|thumb|Select "Just replace the file."|none]]

== MRAi TeamShare Folder (aka Shared drive) ==

=== Overview ===
The root folder MRAi uses to store its files on UBC's TeamShare storage is called '''MRA Campaign (Path —T:\MRA Campaign)'''. Here's instructions for mapping for the first time outside of UBC Library https://it.ubc.ca/services/web-servers-storage/teamshare-storage-service/mapping-or-mounting-teamshare-microsoft

This is a place for long term secure storage of files. You can arrange to use this from personal laptops, workstations at the Learning Exchange or UBC Library.
== Qualtrics ==
The Qualtrics tool is used to collect information from researchers in order to populate the Directory and Projects pages. This includes details about how to contact them, their academic affiliations, and their research focuses. (Note: EM modified Qualtrics survey on February 17, 2022 so that the researcher directory topic options match the topic labels displayed in the RAP.)

=== Sending the Qualtrics survey ===

* Manually add the researcher as a contact, in the Contacts section.
** Note: if this is your first time sending a survey link, you will need to create a new contact list.
* Navigate to Projects, select the MRAi Directory and Projects Survey, go the "Distributions" section.
* Select "Personal links" from the list of options on the left-hand side.
* Select the "Generate link" button in the upper right.
* Click "Select contacts," and select the researcher to whom you are sending the link.
* Set the link to expire in 60 days (the default), and then select "generate links."
* The link will automatically download in an Excel spreadsheet. Open it and use the link in your email to the researcher.
* Update the Creators tracker by adding details in columns N-P

=== Accessing survey results ===

* You should receive emails when researchers submit their surveys, from noreply@qemailserver.com
* If the researcher has submitted only one project or fewer for inclusion in the portal, you may be able to copy responses directly from this email.
* If the researcher has submitted multiple projects, the formatting is confusing to view as delivered in the email. Instead you can log in to Qualtrics, select the MRAi Directory and Projects Survey, navigate to the "Data and Analysis" page and either:
** Click the down arrow button at the far right side next to the response you wish to view, then select "Export to PDF," OR
** Select "Export & Import" > CSV > Download to see an Excel spreadsheet with all responses
* Input responses into the appropriate sections of the RAP Creators tracker (columns Q-BV) and to the appropriate sections of the RAP. See [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance.

== Teams ==
Starting in July 2022, the MRAi began using Teams for active file sharing and management of Task lists, in place of Basecamp and Teamshare. You can read the MRAi Teams [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/Teams%20intro%20user%20guide.docx?d=wa1975f50db3a49e19f4a7b037eea38b4&csf=1&web=1&e=vwXiKC user guide] or watch [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/How%20to%20videos?csf=1&web=1&e=iFeyRn explainer videos]. Note that you will have to be a member of the MRAi Teams site to view these files.
[[Category:MRAi]]
[[Category:Circle Projects]]

Documentation:Student Librarian Orientation (MRAi)

2026-08-21T23:40:22Z

KendallWilber:

== Introduction to this Wiki ==
The Student Librarian Orientation (SLO) Wiki page is intended to give incoming MRAi Student Librarians a basic overview of all the many different aspects of this position. It introduces the major tools and interfaces frequently used in the role, as well as general guidence for day-to-day workflows. It is also useful for those new to the MRAi in general, and will be a great reference point when incoming MRAi team members are finding their feet in the early days of their new position. The SLO Wiki and/or its attendant Wikis should be updated in accordance with the [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]] when relevant tools/guidelines/workflows are added, eliminated, or modified.

As you read through this SLO Wiki, do keep in mind that there are a lot of moving parts that make up the MRAi and it takes time for new folks to learn what they are and how they all interact with one another. We encourage all incoming team members to be graceful with themselves as they learn about the work of this initiative. Please feel free to ask any questions!

== Reference Tools ==
'''MRAi Resources'''
* [https://wiki.ubc.ca/Sandbox:MRAi_Orientation_Documents MRAi Orientation Documents]: Higher-level information about the MRAi's purpose, how we work, what we accomplished last year, and our annual work plan.
* [[Documentation:MRAi DTES RAP Metadata Style Guide|MRAi DTES RAP Metadata Style Guide]]: Definitions of, and stylistic guidelines for, each metadata field in Downtown Eastside Research Access Portal (DTES RAP) item records. ''This one is especially helpful!''
* [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit# MRAi Style and Content Guide (Draft)]: This working document is meant to be used by MRAi team members (referred to as users) who create or edit content for the DTES RAP that is not part of the collection. Created by Nick Ubels and Geoff D'Auria.
* [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]]: Read about how the Wiki is structured and how and when to add/remove content.
* [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv subscribers]: This document was created in 2023 to track correspondence with authors, creators, and other folks in the MRAi network regarding the DTES RAP. Information about who currently is a subscriber to the MRAi Listserv is also recorded in this document.
'''cIRcle Resources'''
* [[Library:Circle/Adding faculty publications to cIRcle|Adding Faculty Publications to cIRcle''':''']] This is a general workflow guide maintained by the cIRcle Office. [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Section 3: Check Copyright Permissions]] is the section relevant for identifying if research articles are eligible for deposit in an institutional repository and under what conditions.
*[[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]: This page is maintained by the cIRcle Office and provides guidance on preferred and accepted file formats. ''This one is especially helpful!''
*[https://circle.ubc.ca/ cIRcle website:]: Search the repository, find all up-to-date guidelines, policies, sponsorship webforms and licenses.
'''Other UBC Library Resources'''
*[https://scholcomm.ubc.ca/open-access/ ScholComms@UBC] Website: Has up-to-date information about Open Access, Open Scholarship and Author Rights.
*[https://open.ubc.ca/access/ Open UBC]: Has toolkits to support open access.
*[https://about.library.ubc.ca/contact-us/ejournal-help/ UBC Library IT]: Use this form to report technical issues with the RAP. Please update Aleha if you experiencing any issues with the RAP.

== Roles and Responsibilities ==

==== MRAi Student Librarian ====
The MRAi Student Librarian works within the MRAi to support collection development and maintenance for the Downtown Eastside Research Access Portal (DTES RAP), communicate with both authors and staff alike, adhere to publishing permissions, and contribute to the greater task of writing and compiling metadata. This position currently works with and reports to the MRAi Community Engagement Librarian DTES RAP Project Lead for day-to-day library projects and is guided by the Academic Director of UBC's Learning Exchange for broader MRAi projects and goals. Student Librarians are also in regular communication with cIRcle staff to facilitate adding new material to [https://circle.ubc.ca/ cIRcle], UBC's institutional repository. All items to be added to cIRcle go through a workflow process, where the Student Librarian records possible items for cIRcle on a shared documentation tab (see cIRcle Candidates tab on the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). The cIRcle Specialist then communicates with the authors and creators, writes and collects pre-populated PDF licenses, and submits these for publication. Once items are published in cIRcle, the Student Librarian will be notified to then add these items to the RAP. Further details about this workflow process can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

The principal responsibility of the Student Librarian role is to support the collection development activities of the DTES RAP. New research articles, as well as community and scholarly works, are discovered through a variety of sources, including email alerts, word of mouth, internal recommendations, and self-archiving. Part of the Student Librarian’s regular tasks is to sort through and identify prospective works that can be self-archived in cIRcle and/or curated on the DTES RAP. To determine an item's eligibility for inclusion, the Student Librarian uses best judgement, remembering that all new material should reference and be specific to the DTES community. If in doubt, reach out to the MRAi Community Engagement Librarian DTES RAP Project Lead for clarification and confirmation. As well, a substantial amount of this role involves compiling and writing metadata for items that will be added to either cIRcle and/or the DTES RAP. The Student Librarian uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] and [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] for drafting all metadata. These Google Sheets are intimidating at first but new Student Librarians will get the hang of them in no time!

Communication is a big part of this role, all with the leading purpose of growing the DTES RAP collection and building a wider network of scholarly and community-based relationships. The overarching goal of the DTES RAP is to function as a useful stand-alone resource for knowledge dissemination, as well as encourage and facilitate knowledge exchange activities for UBC and the broader community. There are lots of little bits to this position, many of which new Student Librarians will learn in the first few weeks, and after this learning curve, the finer details start to seem much more straightforward.

The Student Librarian works closely with the Community Engagement Librarian/DTES RAP Project Lead, the Community-Based Research Assistant, the Community-Based Research Coordinator, the cIRcle Specialist, and the MRAi cIRcle Project Lead. Details about these working relationships can be found below.

==== MRAi Community Engagement Librarian DTES RAP Project Lead ====
The Student Librarian coordinates with the cIRcle MRAi Community Engagement Librarian Project Lead to ensure clear and consistent expectations, workflows, and deliverables. This position oversees the work of the MRAi Student Librarian to ensure deliverables are met and processes are executed accurately. This position is permanently held by [http://directory.library.ubc.ca/people/view/744 Aleha McCauley] (she/her), the Community Engagement Librarian based at the Irving K. Barber Learning Centre (IKBLC).

==== Community-Based Research Assistant ('''currently vacant)''' ====
The Student Librarian coordinates with the Community-Based Research Assistant, another student position within the MRAi team, to aid the input of researcher contact information into the DTES RAP [https://dtesresearchaccess.ubc.ca/directory Directory page], as well as the input of project information into the DTES RAP [https://dtesresearchaccess.ubc.ca/projects Projects page]. Further details about this process can be found in the [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Adding_Researchers_to_the_Directory_and_Projects_Pages Adding Researchers to the Directory and Projects Pages]. The Community-Based Research Assistant is predominantly based out of the UBC Learning Exchange, and the Student Librarian may hold standing virtual and/or in-person meetings with the student working in this role.

'''Community-Based Research Coordinator (currently vacant)'''

The working relationship between the Student Librarian and the Community-Based Research Assistant is further supported by the Community-Based Research Coordinator, a position that supports community-university knowledge exchange activities out of the UBC Learning Exchange. As one of the supervisors for the Community-Based Research Assistant, the Community-Based Research Assistant supports and, where necessary, provides guidance on the shared work of the Student Librarian and the Community-Based Research Assistant, especially with respect to the ongoing development and maintenance of the DTES RAP Directory and Projects Pages. The Student Librarian also works alongside the Community-Based Research Coordinator on a semi-annual basis to facilitate and support the work of the ASTU 100 Project. Details about this specific workflow process can be found in the [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#ASTU_100_Infographic_Submission_Process ASTU 100 Infographic Submission Process] section. This position is currently held by [https://learningexchange.ubc.ca/about-us/our-team/ Katherine Cheng] (she/they).

==== cIRcle Specialist ====
The Student Librarian coordinates with the cIRcle Specialist to deposit materials for the MRAi project to cIRcle and apply metadata enhancement practices to pre-defined materials. The cIRcle Specialist and the MRAi Student Librarian work closely to coordinate the deposit of materials to cIRcle as well as track archived/metadata-enhanced materials in shared MRAi and cIRcle workflow tracking documentation (see the cIRcle Candidates tab of the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). This position is currently held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin] (she/her), Digital Repository Specialist.

==== MRAi cIRcle Project Lead ====
The MRAi cIRcle Project Lead supports the working relationship between the cIRcle Specialist and the Student Librarian, as well as provides guidance on cIRcle-related matters (e.g., copyright, self-archiving, etc.). This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian ([https://directory.library.ubc.ca/people/view/1020 Amber Saundry], Digital Repository Librarian, served as cIRcle Project Lead during Tara's sabbatical [July 2025-June 2026] and will continue to consult as needed).

'''Other MRAi Team Members'''

The Student Librarian also interacts with other team members working within and/or for the MRAi and, depending on the individual interests and/or capacity of the Student Librarian, may work on special projects with them. The following roles are standing members of the MRAi team:

* '''Communications Specialist, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBR%24KG0%40T%20%0A Geoff D'Auria] [he/him]).
* '''Director, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBS%24%5BA1PH%20%0A Kathleen Leahy] [she/her]).
* '''Academic Director, UBC Learning Exchange''' (currently vacant)

== Discovery and Selection of Items ==
The MRAi simultaneously pursues both academic research and community materials (what we refer to as grey literature, or "grey lit" for short) for both archiving in cIRcle and for curated links to in the DTES RAP. Some items are better suited for linking directly to the DTES RAP, such as an open access thesis from a non-UBC repository or a non-profit report from an organization's website, while others are suited for archiving in cIRcle, such as a restricted access scholarly article by a researcher who is interested in sharing a permissible open access version in cIRcle.

=== Academic articles through search alerts ===
The MRAi discovers the bulk of its academic research using pre-set search alerts. So far, the MRAi has three primary search alerts: Mendeley, Google Scholar and Read by QXMD. At intervals, the alerts deliver newly-indexed articles, filtered by MRAi’s specified search terms, to the shared MRAi e-mail account (mrai.info@ubc.ca). The search alerts are automatically sorted into the email folders that correspond to the database they came from. On a weekly basis, the Student Librarian reviews each set of results for relevancy to the MRAi's criteria for inclusion. Once the Student Librarian deems an item eligible for inclusion, they make a new entry for the item in the rapTracker and/or RAP Workspace.

Using [https://unpaywall.org/ UnPaywall], [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder], [https://shareyourpaper.org/ ShareYourPaper], [https://resources.library.ubc.ca/page.php?id=41 UlrichsWeb] (a database accessed through the UBC Library and requires a CWL), [https://circle.ubc.ca/ UBC cIRcle], and a Google search of the title, look for an open access (OA) version of the item. If the item is not OA, note the [[Documentation:Student Librarian Orientation (MRAi)#Checking Copyright Permissions|embargo period]] in the rapTracker in the appropriate column. Previous Student Librarians found the use of the [https://unpaywall.org/ UnPaywall browser extension] to be one of the most helpful tools in their work and recommend that future Student Librarians use it, too.

OA can sometimes look slightly different based on different publisher permissions, so take your time to familiarize yourself with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. This is an ever-evolving landscape to navigate! Based on previous Student Librarian experiences, this part of the role took a bit longer to get the hang of, so ''be patient with yourself'' as you learn the specifics of copyright permissions. Bring questions to your check-ins.

=== Community-generated materials/grey literature ===
Community materials or grey literature—such as community reports, newsletters, and working documents—often offers flexible, grounded, and process-oriented insights that differ from the conventions of traditional academic publishing. Within the DTES RAP, grey literature includes either UBC-affiliated materials eligible for archiving in cIRcle or curated, externally linked content created by community or government organizations working in or on the Downtown Eastside (DTES).

As of '''May 2025''', '''only materials with an explicit UBC affiliation are eligible for deposit in cIRcle.''' cIRcle defines UBC affiliation as content that is authored or co-authored by, created in affiliation with, contributed by, or hosted by a UBC student, staff, faculty member, department, or official UBC location (e.g., Learning Exchange). '''Materials that do not meet this affiliation requirement may still be''' '''curated on the DTES RAP through external links,''' offering visibility and access to the public, though they cannot be archived in UBC’s institutional repository.

In 2023, we began informally collecting newsletters from DTES-based community organizations through the MRAi shared email (mrai.info@ubc.ca). These are stored in a designated "Community Organizations Newsletters" folder and reviewed periodically by the Student Librarian as a source for discovering relevant community content. As new organizations are identified, we encourage Student Librarians to subscribe to their newsletters using the shared MRAi email and update the Outlook rule to ensure consistent organization and tracking. If you identify materials that are at risk becoming inaccessible please discuss with our MRAi contacts.

=== Suggested items ===
For a period of time, members of the MRAi team would input suggested items via a Google form '''but as of 2023 this is no longer in use.''' This now-defunct Google form, however, can still be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Google%20Form?csf=1&web=1&e=XpKmyk Teams > Collection Work].

When the Google form was in use, the Student Librarian could access the content of the Google form using the MRAi Gmail account (mrai.shared@gmail.com). An alert would come to the MRAi shared inbox when a response was submitted. If the suggested item was deemed urgent and the suggester wanted it added to the portal within a specific timeframe, the suggester would also email the MRAi inbox to flag the item for urgent inclusion. Suggested items would then be entered into the rapTracker and RAP Workspace to later undergo the usual workflow of an item.

== Pursuing Items: Our Working Criteria ==
The following offers some guidance to determine whether the material is representative of the goals of the MRAi project. Scope may change as the initiative matures, so this criteria is often revisited by our Steering Committee and various stakeholders. Please keep up-to-date with our [https://infohub-2019.sites.olt.ubc.ca/files/2020/07/Curatorial-Statement-2020-Final.pdf public curatorial statement] to ensure items being considered for inclusion to the DTES RAP and/or cIRlcle are consistent with current MRAi practices.

=== Current Working Criteria ===
When determining an item’s eligibility, consider:

==== 1) Geographic location relevance ====
Look for keyword frequency, the appearance of terms such as “Vancouver” and/or “Downtown Eastside” in the title, subject headings, and/or body text of an item. The contributors or affiliations may also have a connection to the DTES community. However, as this may not always be apparent in a keyword search, always do a little digging on the creators and organizations mentioned in the item. Double-checking internal MRAi documentation, like the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=xQsodi Master List - Student Librarian Engagement Notes and Listserv Subscribers], can be helpful for this, too.

Note: When we refer to the DTES, we are referring to the [https://guidelines.vancouver.ca/policy-plan-downtown-eastside.pdf Local Planning Area] per the City of Vancouver's definition. This definitions comprises seven sub-areas: Chinatown, Gastown, Industrial Area, Oppenheimer District, Strathcona, Thornton Park, and Victory Square.

==== 2) Timeliness ====
We typically only curate and upload items that have been published from 2010 onwards, however, there are always exceptions to this rule. Be sure to run any item with an earlier date that you think may be of interest to the DTES RAP collection by the MRAi Community Engagement Librarian DTES RAP Project Lead for confirmation.

As well, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from creators. To learn more about and/or get a refresher on post-prints, see the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Checking Copyright Permissions]] section.

==== 3) Institutional affiliation ====
As of '''May 2025''', only items with a clear UBC affiliation are eligible for inclusion in cIRcle. This means the creator must be a UBC student, staff, faculty member, or affiliated with a UBC unit or host location—and must be named as an author, co-author, contributor, or institutional affiliate. Because of this requirement, materials created solely by non-UBC affiliates are no longer eligible for cIRcle deposit, though they may still be curated on the DTES RAP via external links.

==== 4) Language ====
At this time, we only work with items written and published in English.

==== 5) Stakeholder recommendations ====
We aim to prioritize materials where there is an identified DTES community interest in the topic and subject matter. We also take recommendations from many stakeholders, including current MRAi affiliates, the general public via our contact us form, and the UBC community.

=== Exceptions to the Working Criteria ===
As we seek to grow the DTES RAP collection, exceptions can be made, especially when an item offers:

* Information and/or insight into an under-represented topic and/or subject matter.
* Historical significance.
* Diverse representation.
* Research that is conducted outside of the DTES that is nonetheless of importance to DTES.
Items that are frequently cited by other works in the DTES RAP collection may also be exceptions to our standard working criteria.

=== '''cIRcle vs. DTES RAP Candidacy''' ===
There are several factors that Student Librarians can keep in mind when searching for and/or discovering potential material to include in the DTES RAP collection, especially when it comes to whether an item should be pursued for cIRcle ''in addition to'' being curated in the DTES RAP.

==== '''1) Hyperlink stability and availability''' ====
Is the item hosted on a stable, well-funded website and/or archived in a repository like PubMed Central or BioMed Central? If so, then just linking to the item (or, curating) on the DTES RAP is sufficient.

Is the item only hosted in one location online and/or is vulnerable to loss and deletion? In other words, will you be able to reliably access or download a PDF copy of the work? If there is no reliable source and you suspect the link is not stable, then the item is a good candidate for linking on the DTES RAP and/or depositing to cIRcle.

As a general rule, if the link is seemingly unstable and is a good fit for the DTES RAP, then it is a good idea to also archive the item in cIRcle so that access to it will remain both possible and stable in the long term. If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== '''2) Organizational need''' ====
Does the creator and/or organization have a need for free support in order to help preserve their work, or do they have the capacity to archive or preserve their own work? This is especially important to keep in mind when engaging with community-based organizations and non-profit societies working within and around the DTES who may not have the funding, staff time/expertise, and/or digital infrastructure to preserve their valuable materials (e.g., annual reports for community organizations). If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== 3) Relationship ====
This is where our internal tracking documents come in great hand. Check the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] to see whether the MRAi has an existing relationship with a certain creator. If so, has the creator been previously willing and able to work with us to self-archive their work in cIRcle? Take note of any capacity issues that this person may have expressed during previous correspondence. Our goal is to make the work of creators easier - the last thing we want to do is overburden them with requests. For instance, would it be best to hold off on pursuing an item for cIRcle for the time being and return to it at a later date when the creator is less busy?

If the creator of an item is someone who the MRAi has not connected with previously (to the best of your knowledge and by the notes retained in our internal tracking documents, at least), then can accurate and up-to-date contact information for this person be readily found online? If not, then this may not be a reliable creator to reach out to at this time.

==== 4) Level of description ====
Do we have adequate information to describe the item appropriately and fill out our mandatory metadata fields (e.g., title, publication date, creator names, topic, category, genre, type? If working with community-generated material, can the creator help us to describe the item appropriately?

=== '''Saving Citations''' ===
The MRAi uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] to track item citations and the status of requested materials. The MRAi Student Librarian saves citations for viable candidates to the DTES RAP by using the appropriate columns of the spreadsheet. Each new entry receives a "Data Created" status and initially includes the item's title, its creators, a publisher DOI, a full citation, and a creator point-of-contact (i.e., the article's designated corresponding author). The Student Librarian fills other fields in the entry as the item progresses through the relevant processes.

= Checking Copyright Permissions =
The starting place for discovering and understanding publisher self-archiving policies is [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder] (formerly SHERPA/Romeo). Although the Policy Finder is a good place to get a quick policy digest, each entry includes links to the journal's self-archiving policy page. Use these links to verify and clarify policies and conditions on the publisher's website.

A term that Student Librarians will become familiar with as they understanding publisher self-archiving policies is "embargo." An embargo is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals and/or those with institutional affiliation(s). If an article is currently under embargo, it can still be archived to cIRcle, but access to the article on the repository will be restricted until the embargo end date. Folks interested in items currently under embargo must make a special request to cIRcle in order to access it.

=== Understanding Article Versions ===
cIRcle has a Wiki page for [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Adding Faculty Publications to cIRcle]] which includes a section on [[Library:Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Identifying Permitted Self-Archiving Versions]]. Please review carefully, and revisit as needed.

The Student Librarian first needs to identify which version of an item is permitted for self-archiving, and then work with the item's author to apply any conditions such as a version statement, citation, and/or embargo. Many authors need coaching on identifying the permitted self-archiving version; they frequently assume you are asking for the published version and permitted version terminology serves to add to that confusion. For this reason, you may want to include a brief description and example of the version you are asking for: "...the accepted post-peer review version without publisher formatting (i.e. Author's Accepted Manuscript)."

In many cases, creators will need clarification from the Student Librarian to understand the differences between the version types. For more information and examples regarding identifying and communicating version types, see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki or the [https://wiki.ubc.ca/images/f/fe/CopyrightcIRcle_AuthorsGuide.pdf Author's Guide to Self-Archiving].
=== Strategies for Checking Journal Copyright Permissions ===
The Student Librarian can generally go through the following steps to check the copyright permissions of a scholarly article:

'''1)''' As mentioned above, first search for the journal in the JISC Open Policy Finder for an at-a-glance view of their self-archiving policies. Then, visit the website of the journal and double-check their open access policy to ensure the information found on the JISC Open Policy Finder is up-to-date.

'''2)''' Use tools, such as the [https://unpaywall.org/ Unpaywall] browser extension and [https://shareyourpaper.org/ Share your Paper], to see if there is an open access version of the article somewhere online.

'''3)''' Try searching for the article in the UBC catalogue to see if it's a part of the UBC Library collection already.

'''4)''' Search [https://resources.library.ubc.ca/page.php?id=41 Ulrichs] to see an example of record confirming where the journal is made available online, as well as if it is open access.

'''5)''' As a final step, contact the journal's editor for more information. If this needs to be done, please contact the MRAi cIRcle Project Lead and the MRAi Community Engagement Librarian DTES RAP Project Lead first.

= Requesting Creator Permissions =

=== Email Templates and Preparing Correspondence ===
The MRAi team has drafted a number of templates to streamline and standardize the process of requesting creator permissions for articles identified for inclusion to the DTES RAP. The email templates are located in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Email%20Templates?csf=1&web=1&e=XKKlmj Teams > Collection Work > Email Templates]. To make it easier for the Student Librarian to use and copy the email templates, they are also held in a folder of the same name in the shared MRAi email inbox. The Student Librarian will select the appropriate template based on whether or not the MRAi team has contacted the creator before and at what stage engagement with this creator is at (e.g., self-archiving request sent, providing next steps for self-archiving in cIRcle). A helpful tool here is the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listerv Subscribers]. Use this document to not only check whether the MRAi team has previous and/or current engagement with certain creators but also to keep track of the engagement currently happening with the creator regarding self-archiving requests.

Unsure of which co-author/co-creator to contact about an article/item? Most scholarly articles will have a designated author that correspondence can be directed to. This information is often found in the author field at the top of an article or, in some cases, it may be found in the article's footnotes or endnotes. Sometimes this information is indicated by the presence of an envelope icon next to an author's name.

==== When drafting correspondence from the MRAi shared email account, please keep the following in mind: ====
* For every email, use a descriptive subject line. Each email template has a descriptive subject line for the Student Librarian to use.
* Always cc: the MRAi Community Engagement Librarian DTES RAP Project Lead.
* If requesting more than one article from the same creator, send only one e-mail with a numbered list of all the relevant articles. For each article, include a full citation and a description of the publisher's stipulations for archiving the article (i.e., the permitted version, embargo period, date of embargo expiry if applicable).
* When sending out a self-archiving request ('''Template 1A''' or '''Template 1B''') be sure to also include a pre-populated PDF of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. Always download the cIRcle License directly from the cIRcle website to ensure you have the current version.
* Depending on correspondence and the individual style of each Student Librarian, the cIRcle license can also be passed along to the creator when providing next steps ('''Template 3''').
** Reminder: At least one co-creator must fill out the license form online for the article to be uploaded to the repository. It is expected that the creator signing the cIRcle License will make co-creators aware of their agreement to archive the article in cIRcle. The creator who fills out the form assumes license permissions responsibility on behalf of all co-creators. If the creator chooses to notify others affiliated with the paper, they may do so by inserting their e-mail addresses into the cc: field.

* If an article already has a Creative Commons (CC) License and it is permissible to distribute freely in things like institutional repositories, it is still best practice to notify the creators that their work is now also accessible in cIRcle ('''Template 5''').
* For consistency, please use Calibri font, size 11, and Canadian spelling.
* Use custom links when referring to the DTES RAP so that the MRAi can track the portal's traffic (e.g., academic audiences vs. community-based audiences).
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation academic audiences].
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation community audiences].

=== Version Statements ===
Version statements help alert users what version of academic research they are reading (e.g., the preprint or postprint), as well as where they can find the published version of the article. As a general rule, Student Librarians apply the version statement to an item on behalf of creators. Even if the publisher does not require a version statement, it is very helpful to cIRcle to include one.

Some publishers will have a version statement template to apply to an article's submitted manuscript or accepted manuscript, and this can often be found in the publisher's open access policy or somewhere on their website.

However, most version statements follow a similar format, and Student Librarians can generally use the following format when applying a version statement:

''"This is the [pre-print/post-print] version of the following article: [full citation], which has been published in final form at [article DOI]. This article may be used for non-commercial purposes in accordance with [publisher names] Terms and Conditions for Use of Self-Archived Versions."''

Note: The inclusion of the last sentence will depend on the CC license of the individual journal. The most important part is the statement of the version and the full citation.

View an example of [https://dx.doi.org/10.14288/1.0394565 a MRAi-archived scholarly article with an amended version statement] in cIRcle.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|link=https://wiki.ubc.ca/File:079575-blue-white-pearl-icon-business-light-on.png|100x100px|Tip]]
|'''Tip:''' If the creator sends an incorrect version, you will need to follow up and provide clearer instruction on version types. If a creator uses the Item Submission form for an embargoed article, [mailto:circle.repository@ubc.ca please notify the cIRcle office immediately] to request the file be deleted.
|}
=== "Pursuing for cIRcle" Workflow ===
When an item has been identified as a good candidate for cIRcle, the Student Librarian can move through the following workflow:

'''1)''' '''Update the item entry.'''

Go to the item's entry in the [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] and change the text in the '''cIRcle Update''' column to "Pursuing for cIRcle."

'''2)''' '''Complete metadata for item(s).'''

Update other metadata fields for the item in the DTES RAP Workspace as needed. Past Student Librarians have found that completing the metadata for an item ''before'' pursuing it for cIRcle is helpful, especially since part of the self-archiving process with the creator/author may require sharing the metadata with them for their review and input. This is usually the case when working with community-generated materials, such as annual reports.

3) Add item and corresponding metadata to the "cIRcle Candidates" tab on the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]. This tab includes RAP Unique Item Identifier, Citation, UBC-affiliated author, and MRAi Items Notes. The rest of the metadata columns on this tab are for cIRcle to fill out.

'''3)''' '''Send a self-archiving request to the corresponding creator.'''

To initiate correspondence with the item's creator, use either '''Template 1A''' (for new contacts) or '''Template 1B''' (for existing contacts) to request participation in the DTES RAP. Be sure to also include the citation(s) for the item(s) that have been identified as candidates for cIRcle and the DTES RAP. If there is no response to this initial email within two to three weeks, the Student Librarian can send a follow-up email using '''Template 2'''.

A friendly reminder that any and all correspondence with a creator/author necessitates comprehensive documentation. The Student Librarian can use the '''Item Notes''' column in the DTES RAP Workspace to track ongoing communications with an item's creator/author as they advance through the "Pursuing for cIRcle" workflow process. However, it is more important that creator engagement is well-documented in the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=85QL72 Master List - Student Librarian Engagement Notes and Listserv Subscribers] so that this correspondence can be referred back to at future dates by present and future MRAi team members.

'''4)''' '''Prepare the cIRcle license and cIRcle submission folder; then, send the unsigned cIRcle license for the creator's review and signature.'''

When the creator responds to the self-archiving request and expresses that they are interested in participating with the DTES RAP, complete a [https://circle.ubc.ca/submissions/license-form/ cIRcle license] for the item(s) at hand, including citation(s), pre/post-print status(es), embargo period(s) and copyright owner(s). Populated cIRcle licenses that have been used in previous submissions to cIRcle can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=Yf4Si2 Teams > Collection Work > cIRcle Documents]. 

Next, ensure that there is a cIRcle submission folder ready for the item and its corresponding documents ([https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=zdiNgm Teams > Collection Work > cIRcle Documents > Submissions]). If the creator does not already have a designated cIRcle submission folder, create one using the naming convention "Last Name, First Name" (i.e., Cui, Zishan). For community organizations, please use the name of the organization (i.e., Carnegie Dance Troupe).

Each cIRcle submission folder should contain the following subfolders:

* '''Archived:''' Houses the unsigned cIRcle license, as well as documents for any of the creator's past submissions to cIRcle. This folder is for MRAi purposes only, and the intention behind it is to mitigate any possible confusion between current and past documents when any submissions are passed on to cIRcle staff.
* '''Files to be deposited:''' Houses the PDF or Word formats of the items that are being submitted to cIRcle for deposit. Use the naming convention "LastName_YYYY-MM-DD_##" (e.g., Cui_2023-02-24-01) for each item that will be submitted to cIRcle for deposit. The date used here should align with the date that the item is submitted to cIRcle. This helps distinguish between past cIRcle submissions for one creator that, after being successfully deposited to cIRcle, are held in the Archived folder. The "##" portion of the naming convention helps to distinguish between multiple submissions to cIRcle at one time. For instance, when researcher Michelle Cui submitted two articles to cIRcle, the [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Files%20to%20be%20deposited?csf=1&web=1&e=4dIk7I submissions] were distinguished from each other as Cui_2023-02-24-01 and Cui_2023-02-24-02.
* '''License & metadata:''' Houses the populated and signed cIRcle license for the creator, as well as any corresponding documents that the cIRcle staff will need to review alongside the license. Corresponding documents may include:
** '''Submission lists''' - A list of items being submitted to cIRcle. The creation of such a list is only necessary when the number of items and their relevant information (e.g., citations, copyright owners, permissible versions, etc.) exceeds the allotted corresponding space on the cIRcle license form. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/License%20%26%20metadata/Cui_Submissions_2023-02-24.docx?d=wf813d651b9314669a794a5a91e49e4b4&csf=1&web=1&e=K0eEIT an example of a submission list].
** '''Affiliation lists -''' A comprehensive list of affiliations for the item(s) being submitted to cIRcle. Like the submission list, an affiliation list is only necessary when the number of affiliations for an item/items exceeds the given space provided on the cIRcle license. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Argento,%20Elena/License%20%26%20metadata/Argento_Affiliations_2023-10-24.docx?d=w4132b9b452374dd58442aedbb3d07b4e&csf=1&web=1&e=sN2JOB an example of an affiliation list].
** '''Community Metadata Sheet -''' The metadata prepared for and reviewed by community organizations for their materials. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Watari/License%20%26%20metadata/Watari_Metadata_2023-11-30.docx?d=wbf264ccb6bcc44adb16174b8e965134e&csf=1&web=1&e=DqCfyg an example of a community metadata sheet]. A primer for the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets/Community%20Metadata%20Sheet.docx?d=w9df7942ce0c643a5b77b96f849c1379d&csf=1&web=1&e=jtxSUq Community Metadata Sheet], which should be sent to community organizations alongside any prepared metadata, can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets?csf=1&web=1&e=aebcwo Teams > Collection Work > cIRcle Documents > Metadata Sheets].

When the cIRcle license and the cIRcle submission folder are ready, send the populated (but unsigned) cIRcle license to the creator. Use '''Template 3''' to draft this email and attach a PDF version of the cIRcle license. Once this email has been sent, move the unsigned cIRcle license to the Archived folder in the creator's designated cIRcle submission folder.

'''5) Review the signed cIRcle license and the permissible version of the article.'''

When the creator returns the signed cIRcle license and passes along the permissible version of the article, review the signed license and the permissible article version to ensure that everything is complete and accurate. Because article versions can be difficult to parse and are not necessarily intuitive, it's not unusual for some back-and-forth emails between the Student Librarian and the creator to happen before the correct version of the article is secured.

When the correct permissible version for the article at hand have been secured, double-check whether [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#Version_Statements a version statement] is needed for the item ahead of its submission to cIRcle. If so, please apply the version statement at this stage.

Once the cIRcle license is completed/signed and the permissible version of the article is correct, then the documents are ready for submission to cIRcle. Ensure that the cIRcle submission folder for the creator has been updated to include the signed cIRcle license, the permissible version of the article, and any other corresponding documents.

'''6) Submit the item to cIRcle.'''

Follow the same steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#The Submission Process|submission process]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

'''7) Upload the item to the DTES RAP.'''

When the item has been successfully deposited to cIRcle, a persistent URI for the item (e.g., http://hdl.handle.net/1974/26685) will be provided through a confirmation email from cIRcle staff (likely from the cIRcle Specialist). Review the cIRcle entry for the item to ensure that the metadata is correct, especially as this information will auto-populate the item's record in the DTES RAP.

Using the cIRcle DOI for the item, create an item record for the item in the DTES RAP. Follow the steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#RAP Items|Creating Item Records]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Making Changes to the RAP|Making Changes to the DTES RAP]] section.

'''8) Notify the creator.'''

When this new item record has been published to the DTES RAP, notify the creator. Draft an email to the creator using '''Template 4'''.

= Submitting Content to cIRcle =

=== The Submission Process ===

* Items with a UBC affiliation are within scope for cIRcle and can be pursued for inclusion.
* The MRAi Student Librarian ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). Articles which already have a Creative Commons license must have the terms appear on the resource or be included in the body of the email.
* The MRAi Student Librarian collects the correct version of the article, and where applicable, a completed cIRcle license to the MRAi Sharepoint folder and ensures the cIRcle Specialist has access.
* The MRAi Student Librarian emails the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca with a link to the appropriate Sharepoint folder to notify them that a submission is ready.
* The cIRcle Specialist reviews the material and, where necessary, follows up with the MRAi Student Librarian if there are questions or need for clarification.
* The cIRcle Specialist submits the content according to the cIRcle Submitter Guidelines (internal documentation) and the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
* The cIRcle Specialist notifies the [http://mailto:mrai.info@ubc.ca/ MRAi Student Librarian] by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the URI for the content.
* The MRAi Student Librarian notifies the content creator that the work is now available in cIRcle using the provided templates; as well as updates the master rapTracker excel spreadsheet to indicate the circle is now effectively closed, pun intended.

Consult'''[[Documentation:MRAi cIRcle Submission Workflow#Checklist| the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow. Please submit any questions about the cIRcle deposit workflow to the cIRcle Office listserv circle.repository@ubc.ca.

=== Community Metadata Template ===

* You can use the metadata template when engaging with community organizations and uploading their items to the RAP. The template explains the fields and details that we include and the purpose of metadata. Using this template, we provide a clear outline of the proposed metadata for their items; this is then sent to the community organization for their review and approval before sending either to cIRcle or uploading to the RAP.
*''Tip: use a red font or add additional comments to draw attention to certain fields that require feedback.''
*'''Attention:''' While cIRcle and the RAP are connected, they use some of the fields differently from the RAP (namely the creator/contributor). Eg. cIRcle doesn't use the contributor field in the same way as the RAP, so when a community produced item has multiple individuals as both creators and contributors, we ask the cIRcle staff to leave these fields blank when they are uploading the items so that we can differentiate between the two fields when we upload the item to the RAP. It's not perfect, but it's working! Additionally, you might come across some discrepancies in how the contributor field is used. This is largely due to capacity issues as it can take a substantial amount of time to manually enter each name. You will see that for certain items which have a significant amount of contributors, we decided to included those names in the description field, rather than add them individually to the contributor fields. This is largely done on a case by case basis however, and tends to be for more publicly accessible documents by large organizations, rather than community based organizations. For the latter, we do prioritize including the individual contributors, regardless of the time it takes to enter each name separately.

=== ASTU 100 Infographic Submission Process [This workflow is under review in 2025 to adjust for the Kx TLEF grant-funded expansion of the project]. ===

* To submit the new batch of ASTU 100 infographics to cIRcle there are a few steps we must take.
* Reference the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/ASTU%20100%20Project/ASTU%20100%20Workflow.docx?d=w90a7a3112cb947678fdfa17c023782d1&csf=1&web=1&e=3aSael 2023 Workflow document] to ensure that each step is completed properly.

=== Submission Confirmation E-mail Template ===
'''''Note: Once cIRcle has provided the URI and the Student Librarian has added the item to the DTES RAP, send this email our KX TLEF student contact to notify creators.'''''

=== Updating the Tracking Spreadsheet ===
Once the URI has been received, the MRAi Student Librarian updates the rapTracker:

* Change the article's '''Action Status''' to "Complete" and update the cIRcle Update to "MRAi Archived."
* Copy and paste the '''cIRcle URI''' to the correct column.
* In the '''Items Notes''' field, make a final dated entry confirming the article has been archived in cIRcle.

==== Checklist ====
{| cellpadding="2" cellspacing="0" border="1"
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet repository [[Documentation:MRAi cIRcle Submission Workflow#Selecting Materials for MRAi: Our Criteria| Material Criteria]]?
|-
! scope="row”" |      
|Which version of the article is permissible to submit?
|-
!Yes/No
|Is a creator affiliated with UBC?
|-
! scope="row”" |   Yes/No   
|Do you have access to it?
|-
! scope="row”" |   Yes/No   
|Does the article version require any special permissions?
|-
! scope="row”" |   
|        If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)
|-
! scope="row”" |   Yes/No   
|Do you have a copy of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the creator or does the article already have a Creative Commons license?
|-
!   Yes/No   
|Have you forwarded a copy of the article to the cIRcle Office at circle.repository@ubc.ca?
|-
!   Yes/No   
|If the article has been archived, have you notified the creator and updated relevant tracking spreadsheet(s)?
|}

= Tracking and Adding the Downtown Eastside Geo-Tag =

=== During the Submission Process ===
During the submission process, the cIRcle Specialist should ensure the following LC Authority geo-tag is added to the Geographic Location field exactly as rendered here: '''''Downtown-Eastside (Vancouver, B.C.)'''''

=== For Items Already Added to cIRcle ===
Items already ingested or added into cIRcle (e.g. Electronic Theses and Dissertations (ETDs), BioMed Central (BMC) articles) and (Multidisciplinary Publishing Institute)MDPI that fit MRAi criteria for inclusion also require the geo-tag.

* The MRAi Student Librarian is responsible for identifying items that need the geo-tag and placing them in the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geo-tag Remediation Tab] sheet within the rapTracker. The MRAi Student Librarian should refer to the [[Documentation:MRAi cIRcle Submission Workflow#Representational Output| Representational Output criteria]] and use their discretion when determining which items are appropriate for inclusion. To find items, you will search '''IN''' the cIRcle database use similar search terms to those of alerts, like “Vancouver” AND “Downtown Eastside” to scan the existing collection to find any outliers that do not already have the required geotag.
* The cIRcle Specialist is responsible for checking the tracking document for new content at the beginning of each month. Using the provided URI, she will update the cIRcle item record with the geo-tags to any newly-identified items. She will update the "Geo tag added Y/N?" column from an "N" to a "Y" to confirm the task is complete.

= Adding Researchers to the Directory and Projects Pages =
[[File:MRAiProjectsDirectoryWorkflow.jpg|center|thumb|600x600px|Workflow for adding researchers to projects and directory pages]]

These functions are currently performed by the CBR Assistant.

* Consult with Community-Based Research Coordinator and other team members to identify priority researchers to contact
* Once you identify a researcher, refer to the RAP Creators Tracker to see if researcher has already been added.
** If the researcher has not been added, add them.
** If the researcher has been added, check to see if anyone has contacted the researcher by looking at Column H, "Creator Engagement notes."
**'''Tip:''' If needed, search MRAi inbox for additional details about recent contact.
* Email the researcher. Note: all email templates are housed in a shared folder. Modify them as needed to add a personal touch and / or address recent engagement between the researcher and the MRAi.
** You will first send an initial contact email to see if the researcher is interested.
*** If they don't respond, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they express interest, send a follow-up email (see next section).
** Send a followup email with a unique Qualtrics link (see [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Qualtrics Qualtrics] section).
*** If they do not respond to the survey, send an email in two weeks to remind them. If they do not respond after the second reminder, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they respond to the survey, input their information to the portal.
***'''Tip''': When you send the survey link, set a Task in Outlook to contact the researcher in two weeks if they do not respond to the survey.
* Input researcher's information to the portal.
** See [[Sandbox:Student Librarian Orientation#Qualtrics|Qualtrics]] for information about how to export information, and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance on how to input information to the RAP.
* Thank the researcher using the email template.
** Be sure to add a link to their specific projects pages.
**'''Tip''': Set a Task in Outlook to contact the researcher a year from when you input their information. Even if you are no longer in the position, you can assign these to the incoming student staff member.
* Annual followup
** One year after a given researcher was added to the portal, email them using the annual researcher check-in template.

*

= Tools & Key Documents =

== MRAi E-mail Account ==

=== Intended use ===
The MRAi mailbox ([mailto:mrai.info@ubc.ca mrai.info@ubc.ca]) is intended for "official correspondence." Please use this address when communicating with researchers, scholars, representatives from neighborhood organizations, and cIRcle Operations. This mailbox also receives regular search alerts from bibliographic databases (like Google Scholar and Read QxMD) that point to newly-published research on the DTES. These get sorted into their respective sub-folders and are reviewed for inclusion in the RAP Workspace at least once/month. In 2020, the inbox was renamed "Learning Exchange-UBC Library MRAi" and the UBC crest was added as the profile picture.

Note: In general, use first and last names when answering contact form emails and avoid assuming pronouns.

=== Linking to the DTES RAP ===
When linking to the DTES RAP in messages, use the correct trackable link.

For academic audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

For community organization audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

=== Switching between e-mail addresses in Outlook ===
When sending an e-mail, note the address in the '''From:''' field. If sending an e-mail to a researcher, organizational representative, or cIRcle Operations, be sure to use the dropdown on the '''From:''' button to switch from your "personal" UBC account to the MRAi account. This is a shared email.

=== Folders ===
'''@in_RapTracker'''

* What this is for

'''Alerts—Google Scholar'''
* Sort incoming search alerts from Google Scholar into this folder.
'''Alerts—Mendeley'''
* Sort incoming search alerts from Mendeley into this folder.

'''Alerts—READ by QxMD'''
* Sort incoming search alerts from QxMD into this folder.

'''ASTU'''

* Sort correspondence related to the ASTU 100 infographics project into this folder.

'''cIRcle Communications'''
* Place e-mails to and from cIRcle Operations (except notifications for successful cIRcle deposits) into this folder.
'''Completed List-serv Requests'''

* Once requests to be added to the list-serv have been processed, move them from the general inbox into this folder.

'''Inquiries from Other Institutions'''

* Sort correspondence with other institutions reaching out to learn about MRAi structure / processes / mission, etc., into this folder.

'''MRAi Creator Responses'''
* If a scholar/creator responds to your initial contact e-mail, sort the response into this folder.

'''MRAi Deposits'''
* Place all cIRcle Operations notifications for successful article deposits into this folder.

'''MRAi Licenses'''
* Place all automated notices for successfully submitted cIRcle licenses into this folder.

'''MRAi Permissions'''
* Place MRAi's requests to creators to have their projects hosted on the DTES RAP Project page into this folder.
'''MRAi Project & Directory Correspondence'''

* Sort all correspondence related to inclusion on the projects and directory pages into this folder.

'''MRAi Requests to Creators'''
* Place your initial requests to scholars/creators into this folder.
'''Publisher Communications'''
* Place e-mails to and from academic publishers into this folder.
'''RAP Contact Form'''

* Sort correspondence related to contact requests submitted via the site's contact form into this folder.

'''RAP Suggested Items'''
* Processed 'Suggested Items' are filed to this folder when complete/entered into our tracking system.
'''Rap WordPress'''

* For correspondence related to modifications to the WordPress.

'''Soft Launch Email Responses (Semi-Active)'''

* Houses email responses sent in reply to soft launch email from March 2021, unlikely that there will be anything to add.

'''Work General'''
* If an e-mail does not fit into any of the categories above but should be saved, move it to this folder. If there's a need to add new folders please discuss with Aleha.

== rapTracker ==

=== Overview ===
This is your mainframe, your best friend, where the magic happens! It keeps track of the ins and outs of the RAP, cIRcle, creators, and is a convenient way for everyone involved to get a quick snapshot of the collection at any given moment. In other words, the '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker]''' is a restricted spreadsheet that describes items in the MRAi collection. The fields in the rapTracker follow the initiative's [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit?usp=sharing '''Metadata Schema''']. The rapTracker was originally designed to help MRAi develop comprehensive and consistent item metadata in anticipation of the DTES RAP's launch, and to make it easier for the data to be imported to the RAP in bulk. Going forward, it should continue to be used in order to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP.

While it looks intimidating at first, it’s a pretty accessible space to be able to work with the metadata and get it ready for uploading into its respective interfaces, like the RAP or cIRcle. It’s also a space where you can leave notes for future GAA’s or other relevant parties about issues that have arisen, if anything is resolved, if items are ready for launching on the RAP, and so forth. Notes in a rapTacker item also connect with the [https://3.basecamp.com/3203619/buckets/9198328/cloud_files/3709983619 '''DTES Creators tracking spreadsheet on OneDrive'''], to keep track of what notifications were sent to whom by which team member and when.

'''Sample tasks that the rapTracker is currently used for:'''

# Tracking details of items that will be added to RAP and/or CIRcle
# Tracking metadata
# Status updates for individual items

More info is available at the [[Documentation:MRAi DTES RAP Metadata Style Guide#The rapTracker|Metadata Style Guide]].

As of November 2021, a [https://3.basecamp.com/3203619/buckets/9198328/google_documents/4362707655 RAP Workspace] was added to allow for a more streamlined look at the ‘In progress’ and ‘attention items’ without all the ‘complete’ items on the same sheet, which can get confusing and cluttered. Here the student will enter all the relevant metadata and follow the subsequent correspondence tasks, and then move the line over to the official RAP tracker once it can be considered complete. It is a low-stakes environment to get a good handle on the way the tracker and the overall MRAi role operates.

=== Tabs in the rapTracker & Geotagging ===
'''Items Descriptions'''
* Item descriptions derived from all items in all stages of processing. As of April 2021, it includes every item on the list, whether or not they have been archived to cIRcle.

'''Index and Match'''

* Once all metadata fields are complete, use this tab when creating an object in the DTES RAP.
*

'''Geotag Remediation Tab'''

cIRcle marks items in the repository that have been identified as part of the MRAi collection with a Geographic Location tag:
*'''''Downtown-Eastside (Vancouver, B.C.)'''''
cIRcle also archives a great deal of items as part of its regular, non-MRAi-related workflows. Some of these items must later be discovered and identified by the Student Librarian as candidates for inclusion in the MRAi collection. The two types of items that are most commonly retroactively identified as part of the MRAi collection are
# Theses and dissertations that include research on and discourse about the DTES;
# Open Access scholarly articles from the publisher BioMed Central that have been set up for automatic ingestion to cIRcle.
The '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geotag Remediation Tab]''' tracks cIRcle Specialist's addition of the '''''Downtown-Eastside (Vancouver, B.C.)''''' Geographic Location tag to items that the MRAi Student Librarian has flagged.
* The Student Librarian adds the item's title, creator(s), and the corresponding cIRcle URI to the appropriate place in the sheet (arranged in alphabetical order by first creator's surname).
** The Student Librarian must also make an entry for this item in the Tracking tab.
* The Student Librarian indicates in the '''Source''' column whether the item is ETD (Electronic Thesis/Dissertation), BMC (BioMed Central article), or Other (any item not fitting into the first two categories, including Graduate Projects).
* The Student Librarian places an "N" in the '''Geotag added?''' column to indicate to cIRcle Specialist that the item needs the geotag.
* The cIRcle Specialist, who checks the document periodically for updates, adds the geotag to the item and changes the "N" in '''Geotag added?''' to a "Y."
* To complete the workflow, the Student Librarian places an "Y or N" in the last column "Uploaded to the Rap" and once done notifies creators.
'''Tips for finding items in cIRcle as candidates for Geotag'''

* Start by using the '''advanced Search''' [https://open.library.ubc.ca/search/advanced<nowiki>]. </nowiki>
* Try '''exact phrase''' searches but include synonyms for the geo-tag (DTES, Downtown Eastside, Downtown East Side, etc.)
* For the most comprehensive search search in '''all fields for more precise search limit to Descriptions''' (but we aware that not all items have descriptions/abstract in cIRcle).
* Ensure '''cIRcle''' is checked as the '''source repository'''
* Apply the '''NOT''' limiter and the '''geographic location''' ['''''Downtown-Eastside (Vancouver, B.C.)]''''' field to omit anything we’ve already geo-tagged
* See screenshot of sample search: [[:File:DTES geo-tag search 2021-07.png]]

*

=== Entering Metadata into the rapTracker ===
When ascribing metadata to an item, consider the intention of the item was created with and consult the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] and [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit#gid=145969972 Metadata Schema.]
* The item entries in the rapTracker are placed in order by unique item identifier and then their citation. At the beginning this list was organized alphabetically, but as the collection grew, this became unsustainable and it is now only sorted by date and item identifier. These variables are combined as one single number and follow a formula of: the date and the number of item(s) added that day. For example, an item added on January 11, 2022 would be written as 2022-01-11-001. The date (in green) is written first, followed by the item number (in bold). If you add any other items to the tracker that day, they would be written as 2022-01-11-002, 2022-01-11-003, and so forth. Any item added the next day would be written as 2022-01-12-001. All new items are added at the bottom of the tracker, which allows for a quick and clear visual on how many new items need to be addressed.In cases where the first creator has multiple entries where they are listed as first creator:
** In cases where the first creator has multiple entries where they are listed as first creator:
*** If the creator has items they creatored alone, list those first.
*** Then list items they have co-creatored, putting them in alphabetical order by the second creator's last name.
* Make a blank row:
** Click on the row number that will be above or below the one you want to insert in the document.
** Right-click and select "Insert 1 above" (if you have highlighted the row below the one you are about to insert) or "Insert 1 below" (if you have highlighted the row above the one you are about to insert).
* Create a [[Documentation:MRAi DTES RAP Metadata Style Guide#Unique Item Identifier|unique item identifier.]]
* In the [[Documentation:MRAi DTES RAP Metadata Style Guide#Citation|citation]] field, write out a complete citation of the item (APA has typically been the standard).
* When entering information into the rest of the fields, refer to the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] for further guidance.
=== Filters ===
The rapTracker has five default Filter Views that correspond to the Access Status'. Use the Filter dropdown arrow (the one next to the "funnel" button on the Google Sheets toolbar) to pull up these Filter Views.

These filters are used to isolate sets of items by their statuses. For example, if you only want to look at the items that are awaiting action, you can click Action Required and the sheet will filter out items belonging to other statuses. To turn the filter off, click the Filter dropdown arrow again and choose '''None'''.

'''Do not''' make changes to the document while a filter is on. In the past, this has led to issues around information being overwritten or not properly saved. Turn off the filter first, and then make the changes. If you have suggestions for how to improve this document please discuss with Aleha before making any changes.

== DTES RAP Creators Tracking ==
This is the sister spreadsheet of the rapTracker. It is restricted and kept on Teams. It is used to track who and when we contact creators that are published on the DTES RAP.

Before contacting a creator, check this spreadsheet and the MRAi inbox for previous communications, so you can tailor your communications better.

== Unpaywall ==

=== Overview ===
The [https://unpaywall.org/products/extension '''Unpaywall browser extension'''] is a helpful tool for finding open access versions of articles. Unpaywall [https://unpaywall.org/sources '''uses both existing indexes and manual tracking'''] to point to open access versions of scholarly resources.

When you browse a resource on a publisher website, the Unpaywall extension tab on the right side of your screen displays different colours to indicate whether or not it has found an open access version of the resource. If the tab is coloured green, gold, or bronze, you can click it to access a version of the item. Some '''''(but not all)''''' versions of an item that are discoverable through Unpaywall are eligible for inclusion on the DTES RAP.

=== OA colours ===
* A '''green''' Unpaywall tab indicates that a version of the item has been self-archived to an OA repository. These items are licensed for sharing and reuse.
* A '''gold''' tab indicates that the open access item was published by the publisher. These items are licensed for sharing and reuse.
* A '''bronze''' tab indicates that the item was previously limited to subscribers, but has since been released for reading (typically after an embargo period). Items with a bronze Unpaywall tab typically have restrictions on reuse and sharing, so it is best to avoid sharing these versions of the items on the DTES RAP.
* A '''grey''' tab indicates that Unpaywall could not find an OA version of the article.

== Setting Up New Search Alerts ==
A search alert is a search string crafted for a specific database that, once saved, will e-mail an alert when new content meeting the criteria is added to that database. This step will describe generally how to pick databases, craft a search string, and set up a search alert.

#'''Selecting Databases:''' Select databases relevant to subject fields you want to target. You may want to focus on journals that have published a lot of UBC faculty work over the past few years. You might also want to consider focusing on journals that you know have good open access policies. For more information, see [[Sandbox:Making Research Accessible Publications Workflow#Checking Copyright Permissions|Checking Copyright Permissions]]. You can check [http://www.scimagojr.com/journalrank.php?area=0&category=0&country=CA&year=2014&order=tc&min=5&min_type=cdg Scientific Journal Rankings] for journal ideas to narrow your search. We recommend looking in at least two large databases; however, include as many databases as are necessary to cover the field in question.
#'''Crafting a Search String:''' Create a search string using the search box in your selected database. Make a search string that returns relevant content by UBC faculty contributors within your subject area (in this case, "Downtown Eastside" and "DTES" would be two standard terms). Narrow this by applying an affiliation parameter and/or a proximity operator to the string, if possible. The parameters and operators are often database specific and will likely be defined by the database. Further target the search by combining an affiliation search with subject specific terms relevant to the field you wish to search. Many databases have their own specific terms to narrow results. This search will return a smaller number of items relevant to your subject.
#'''Setting up Alerts:''' When satisfied with the amount of relevant results returned in the search string, save the search and/or set up a search alert. The terminology is often database specific, but a link or icon saying "save search" or "create search alert" is usually found in the header or sidebar of the page. Follow instructions to create or log in to an account. Make sure to use the mrai.info@ubc.ca e-mail address when creating your account. Most databases have a “frequency” setting for search alerts. This will set up e-mail alerts for any new results on a query at a specific time. It is recommended you set the frequency alerts to once per week.

== DTES RAP Pages ==
The Downtown Eastside Research Access Portal ([https://dtesresearchaccess.ubc.ca/ DTES RAP]) makes resources about Vancouver’s Downtown Eastside (DTES) more accessible and easier to discover. It was developed as part of the Making Research Accessible initiative (MRAi). Below are brief descriptions of each of the pages on the portal.

=== Topics ===
This page contains a list of topic tags that users can click on to navigate the portal. The terms for the topic tags were developed to not just reflect what is present in the portal, but to also highlight topics that are of interest to community residents. These topic tags are not imagined to be static, and can be added to or changed over time.

=== Search ===
This page allows users of the portal to identify and access academic materials such as scholarly articles and research summaries, as well as community materials such as reports, historical documents, and more. Note you can do an advanced search and limit results to open access only with the checkbox.

=== Directory ===
The directory identifies academic researchers and students who DTES community members and organizations could contact about research in the DTES. The current iteration of the site prioritizes UBC researchers. The directory was created in response to community members who identified not knowing or not being about to contact people who research in the DTES, and is designed to facilitate making those connections easier. In keeping with the values of the MRAi, only researchers who have given their permission to have their name and contact information on the site are included.

=== Projects ===
The projects page lists active or archived research projects that are happening or have happened in the DTES. This page was created in response to community members and organizations who wanted more knowledge about what research is happening in their neighborhood. In keeping with the values of the MRAi, only projects where the primary researchers have given their permission to have their research featured on the site are included.

=== Resources ===
The portal seeks to change the negative impacts of extractive ways of doing research by encouraging a more engaged and collaborative culture of knowledge exchange. This page provides links and brief descriptions of resources that have been identified as helpful for those interested in campus-community collaboration. Included in the resources are materials about making research more accessible, doing ethical and community-based research, using research for the public good, and planning a research partnership.

=== About ===
The About Page introduces the purpose and goals of the DTES RAP and the MRAi. It provides a brief history of the project, and is intended to be a jumping-off point for users to understand what they could use the portal for, what they will find on the portal, and how they might participate in the project.

=== News ===
The blog posts offer an opportunity to highlight different portions of the portal and make them easier for users to discover. For example, in one of the focus groups in user-testing the portal in 2019, participants identified wanting to use the portal to see different types of community-based research projects. While our tagging system does not currently have the ability to easily identify projects that use those methods in the search engine, a blog post could identify several research items available in the portal that do use these methods, making them more visible for users.

=== Contact ===
The contact page has a form where users can submit requests and recommend resources, and researchers can ask to be added to the directory or projects pages.

=== Help ===
The Help Page provides tips and tutorials for how to use the DTES RAP. This is imagined as a page users will go to for technical assistance in navigating the portal. In the future, we hope to add gifs and videos on this page.

== DTES RAP Content Style Guide ==
Currently, a [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit#heading=h.6jz5j6euppp MRAi Content & Style Guide] is in development by Nick Ubels. Consult as needed.

== DTES RAP Admin Panel ==
The DTES RAP Admin Panel is the RAP's content management system. The Student Librarians and Community-Based Research Assistant use the Admin Panel to create, edit, or delete information that displays on the RAP website, including:
* Item-level metadata entries,
* Controlled vocabularies (CVs) and their terms,
* Researcher entries for the RAP's Directory,
* Project entries for the RAP Projects Page,
* Blog content,
* Static text and photo content.
The DTES RAP Admin Panel has two different interfaces:
* [https://dtesresearchaccess.ubc.ca/admin '''RAP Admin Tools Panel'''] (Handles items, CVs, researcher directory, projects)
* [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] (Handles blog posts and certain static content)
Both require an authenticated Campus-Wide Login to access.

== Making Changes to the RAP ==

=== RAP Items ===
'''Adding Items'''
* First, get all your necessary tabs open to make the process as seamless as possible, this includes the: RAP Admin Tools Panel, the RAPtracker or Workspace, and the article you are adding. The rapTracker has a built-in “Index and Match” feature that will make adding objects a little easier. You simply need to copy the unique object identifier from the main Item Description page and then go into the Index and Match tab at the bottom of the excel sheet. Here you will copy and paste the unique object identifier into Column B, line 2 and all the information will auto populate. It’s the same info as is found in the Item description tab, just in an easier to read format. Alternatively, scroll across the columns to find the necessary details to add to the RAP. It is up to you and your preference!
* Now back to adding an item: In the RAP Admin Tools Panel, scroll down slightly to the '''Add/Edit Objects''' heading and click '''“Add new object”''' button.
* You should now be in the '''New Object''' menu. Copy and paste the '''''Primary Source URL''''' and '''''Primary Source Description''''' information from the Item Description List item record.
* '''Tips for Primary URLs:'''
** Make sure the primary source URL starts with http:// or https://. Example: https://www.linkvan.ca/about Once finished, click '''Set Source'''.
** Once the Primary URL is set, more fields should appear. Please note Primary URLs cannot be edited after the item has been published.
** For items that are hosted with UBC Library (e.g., cIRcle/Open Collections, UBC catalogue and therefor pull metadata from the original hosted sources it is important to note for our backend harvester to update these items nightly from OC and Voyager, the URLs should be in the formats below;
{| class="wikitable"
|'''Source'''
|'''Format'''
|'''For Example'''
|-
|OC
|<nowiki>https://dx.doi.org/10.14288/*</nowiki>
|<nowiki>https://dx.doi.org/10.14288/1.0223647</nowiki>
|-
|Voyager
|<nowiki>http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=*</nowiki>
|
|}
* To add a Secondary URL, click '''Add Source'''. A box with fields very similar to the Primary URL fields will appear.
*'''''Title''''', '''''Alt Title''''', '''''Serial Title''''', '''''Publication Date''''', '''''Description''''', and '''''Collection''''' are plain-text entry fields. Copy and paste the appropriate metadata from the Item Description List record to these fields. ''NOTE:'' the Collection is always the DTES.
*'''Creator(s), Contributor(s), Subject(s), and Language''' are "Click to Add" fields. This just means that if you do not “click to add”, then what you have entered will not be saved. In the Item Description List fields on the RAPtracker or Workspace, we differentiate the individual '''Creator(s), Contributor(s), and Subject(s)''' information for a given record with semicolons. On the RAP however, each creator(s), contributor(s), and subject(s) are entered as separate fields. So it takes a little bit of time and some copy/paste action, but it becomes second nature once you get the hang of it. Using ‘creator(s)’ as an example, the easiest way to enter all the necessary information in the RAP is to copy the entire creator list from the RAPtracker and then paste all the names into the creator field line on the RAP and press “Click to add”. Once you have added one field, the option to add more will then appear below. From there, just copy and paste each individual name into a new line and click to add, until you have gone through all the names. Be sure to delete the names from the original line as you go as well so you end up with a list of individual names in each field. The same process applies for the contributor(s) and subject(s) as well.
*'''''Access''''' is a dropdown field. Click the arrow and choose the option that matches the Access entry in the Item Description List record.
*'''''Projects''''', '''''Topics''''', '''''Affiliations''''', '''''Categories''''', '''''Genres''''', and '''''Types''''' are checkbox fields. For these fields, consult the Item Description List record and choose the Admin Panel checkbox options that match.
*'''''TIP:''''' The Affiliations field has grown extensively, so the easiest way to enter the information here is to search for the specific affiliation, check the box, and continue searching from there. You will not be able to see the entire list but once you have clicked the box, you can rest assured that the information is stored. If you do not see the affiliation listed, then you will have to add it by editing the ‘affiliations’ controlled vocabulary. See below for a detailed breakdown of how to do this.
* Items can be refer to other items. To make your item '''Refer To''' another item already in the RAP, you will need the other item's Object ID.
** The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
** The string after "[https://dtesresearchaccess.ubc.ca/admin https://dtesresearchaccess.ubc.ca/object/]" in the URL is the Object ID. It can begin with "ext." or "oc."
** Copy the string, paste it into the '''Refer To''' field for your new item, and click '''Add reference'''. Repeat if you want the new item to refer to more RAP items.

* When finished with all of the fields and satisfied with the results, click '''Publish'''. If you do not want the new item record to show up on the front end yet, click '''Save as Draft''' instead. If publishing sounds a bit intimidating, don’t worry if you think you have made a mistake or need to fix something, you can always edit an item once you have published it on the RAP.
'''Editing Items'''
* You can edit an existing item in two ways.
*# If you already know the item's Object ID, you can enter it into the '''Edit Object''' box on the main Admin Panel.
*# While signed into the Admin Panel, you can look for the item using the '''Search''' feature in the top nav, navigate to its page, and click the '''Edit Object''' button in the top left corner of the item record.
'''Deleting Items'''
* In the Item Editing Panel, there is a '''Delete''' button in the bottom-left. When you click it, a warning will display: ''Are you sure you want to delete this? The data cannot be recovered.'' To confirm, click '''Delete'''. To go back, click '''Cancel.'''
'''Adding research summaries'''
# Check if the original article is in rapTracker and is published on the DTES RAP (Search for title of the original article or creators)
# If not, add the original article to rapTracker and DTES RAP (this will help you generate the same metadata for the summary).
# Create an APA citation for the summary.
# In the rapTracker, insert a new row next to the original article, using the summary citation.
# Copy the applicable metadata from the original article, for example, subjects, topics, affiliations will remain the same.
## Note: For the summary, the creator is the creator/organisation that created the summary, under ‘contributors’, put the creators of the original article.
## Note for cIRcle items, creator first names may become initials, for example, “Wood, Evan” becomes “Wood, E.” In this case, follow cIRcle’s convention in the metadata of the summary. For more information, consult the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
# Add summary to DTES RAP.
## When the object is published on the RAP, it generates an Object ID under “Linked Objects” and “Refers To.” This is the Object ID of the item you added to the RAP (example: ext.6224).
## Copy this Object ID and add it to the rapTracker field under “RAP ID refers to.” This indicates that it has been published on the RAP and can be found by searching for this number.
# Cross-reference the summary to the original article.
## Find the Object ID of the original article
### The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
### The string after "<nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>" in the URL is the Object ID. It can begin with "ext." or "oc."
### Copy the Object ID of the original article and paste it in the summary’s rapTracker row under “RAP ID” for your new item.
# Return to the item in Wordpress and “edit object”
## Remember to click Add reference. Repeat if you want the new item to refer to more RAP items.
# In the rapTracker field “refers to DTES RAP ID”, add the object identifier number that was generated in “refers to” under Linked Objects in Wordpress Admin.
# Check how it looks on the RAP and check the links are correct

=== Controlled Vocabularies ===
'''Editing Controlled Vocabularies'''
* In the RAP Admin Tools Panel, scroll down to '''Manage Controlled Vocabularies'''. You will see a dropdown box with eight different controlled vocabularies: ''Access, Category, Expertise, Genre, Affiliation, Project_status, Topic,'' and ''Type.''
* Each correspond to a particular field in either RAP item records, researcher directory records, or project records.
* From the dropdown, choose which controlled vocabulary you want to edit and click '''Edit Vocabulary'''.
* For example, when '''Topic''' is chosen, you will be taken to a page with a list of Topic Terms.
'''Adding Terms Within a Controlled Vocabulary'''
* Scroll past the list of terms to the bottom of the page. Click '''Add a Term'''.
* Give your term a descriptive '''Label''' (required) and a '''Definition''' (optional). '''Label''' is public facing. '''Definition''' is not. Use the '''Definition''' field for scope notes and LC Name Authority Notes.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Editing Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a white '''Edit''' button. Click it to change the term's '''''Label''''' and/or '''''Definition'''''.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Deleting Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a dark blue '''Delete''' button (just below the white '''Edit''' button).
* A confirmation box will appear. If you want to delete the term, click '''Delete''' again. Otherwise, click '''Cancel'''.
* If an item is tagged with the term, the system will not allow you to delete it. It will tell you which object IDs are tagged with the term. If you still want to delete the term, you will have to untag each item first.

=== Directory of Researchers ===
'''Adding a New Researcher'''
* Under the '''Add/Edit Researcher''' header, click '''Add New Researcher'''.
* '''First Name''' and '''Last Name''' are mandatory text entries.
* '''Title''', '''Institution''', '''Faculty''', '''Department''', and '''Description''' are all optional text entries. If you do not have any information for any one of these fields, leave the field blank.
* '''UBC Faculty Profile, Phone''', '''Email''', '''URL''', and '''Twitter''' are are all optional "Click to Add" fields. If you do not have any information for any one of these fields, leave the field blank. If you do have information, type one entry in the field and then '''Click to Add''' to save that entry. If you have another entry for the field (for example, if the researcher has two e-mail addresses and you have already entered one), repeat the process. If you need to remove or relocate information from one field to another, make sure to delete the text input and then click the button to '''Remove''' the information.
** If a researcher provides you with any links to a personal profile on a University faculty profile site or institutional profile, etc., add this link in the "UBC Faculty Profile" field, followed by ", See FirstName's [description of profile]" to show a description of the link on the profile page. '''Example''': Entering Joey McJoerson's CDC profile into the "UBC Faculty Profile" field, input: www.yourcdc.ca/Joey-McJoerson, See Joey's CDC profile
** If a researcher provides you with a Twitter link, add @TheirHandle into the Twitter field and Wordpress will hyperlink to their profile.
* '''Expertise''' is a checkbox field. If the research has supplied their area of expertise and it is in the Expertise CV, select it.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
*
'''Editing a Researcher'''
* Like items, you can edit an existing researcher in two ways.
# If you already know a researcher's Researcher ID, you can enter it into the '''Edit Researcher''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the researcher using the '''Directory''' feature in the top nav. Find the researcher in the list and click the '''Edit Researcher [ID#]''' button underneath their record.
=== Projects ===
'''Adding a New Project'''
* Under the '''Add/Edit Project''' header, click '''Add New Project'''.
* '''Project Name''' and '''Status''' are mandatory fields. The first is a text field; the second is a dropdown field with three options.
* '''Primary Researchers''' and '''Other Researchers''' are Click to Add fields.
* '''Project URL / Nickname, Description,''' and '''Methodology''' are optional text fields.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
'''Editing a Project'''
* Like items and researchers, you can edit an existing project in two ways.
# If you already know the Project ID, you can enter it into the '''Edit Project''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the project using the '''Projects''' feature in the top nav. Find the project in the list and click the '''Edit Project [ID#]''' button in the lower right corner of the project "card."
=== Blog ===
'''Adding a New Blog Post'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Posts.'''
* In the Posts menu, click '''Add New''' near the top.
* Add a title in the Title field, then add your text to the field underneath.
* If needed, you can toggle between the '''Visual''' (WYSIWYG) tab and the '''Text''' (HTML) tab.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to '''News''' on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it will look.
'''Editing a Blog Post'''
* In the '''Posts''' menu, find the relevant blog post. Click on the title.
* When finished editing the post, click '''Publish''' again.
'''Deleting a Blog Post'''
* In the '''Posts''' menu, hover over a blog post title.
* You will see four additional options appear underneath the title. Click '''Trash'''.

*

=== Static Content ===
'''Editing Resources, About, and Help Pages'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Pages.'''
* You will see three main web pages: '''Resources''', '''Help''', and '''About.'''
* You will also find sub-pages underneath '''Resources''' and '''About.''' These sub-pages are preceded by an em dash.
* Click on the title of the page you want to edit. Edit content in either the '''Visual''' or '''Text''' tabs.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to the corresponding site on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it looks.
*
'''Editing Header Images for Resources, About and Help Pages'''
* When in the edit panel for one of these pages, scroll down to '''Featured Image''' in the right sidebar.
* To change the image that appears in the header, click the Featured Image thumbnail.
* Wordpress will take you the the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library].''' You can either select an image from the collection of images that have already been uploaded to the Wordpress site, or you can switch to the '''Upload Files''' (top left corner) tab if you want to upload a new image.
* The images should be optimized for web, so the photo file size should be shrunk to less than 500kB.
* The aspect ratios should be similar.
* Make sure the image you select has an identifying name (it should probably correspond to the page it is going on—for example: "help_header1").
* With your image highlighted in the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library]''', click '''Set featured image'''.
'''Editing Header Images for Other Pages'''
* If you want to edit static content on other pages (including the Home page, Topics, Search, Directory, and Projects), you will have to contact IT for the change.
* However, if there is a header image in place on one of these pages, it can be '''replaced''' through the '''Media''' tab in the left sidebar.
* Search the name of the page in the media library search bar. It should pull up the corresponding header photo for the page. Click on that photo.

[[File:SLO MediaGallery Capture1.png|thumb|A screenshot of the Media Gallery search.|none]]

* In the photo menu, click '''Replace Image.'''

[[File:SLO MediaGallery Capture2.png|thumb|In the photo menu, click on Replace Image.|none]]

* At the next screen, choose '''Just replace the file'''. Click '''Upload'''.
**Warning: Choosing '''Replace the file, use new file name, and update all links''' will break the link to the image on the site.

[[File:SLO MediaGallery Capture3.png|thumb|Select "Just replace the file."|none]]

== MRAi TeamShare Folder (aka Shared drive) ==

=== Overview ===
The root folder MRAi uses to store its files on UBC's TeamShare storage is called '''MRA Campaign (Path —T:\MRA Campaign)'''. Here's instructions for mapping for the first time outside of UBC Library https://it.ubc.ca/services/web-servers-storage/teamshare-storage-service/mapping-or-mounting-teamshare-microsoft

This is a place for long term secure storage of files. You can arrange to use this from personal laptops, workstations at the Learning Exchange or UBC Library.
== Qualtrics ==
The Qualtrics tool is used to collect information from researchers in order to populate the Directory and Projects pages. This includes details about how to contact them, their academic affiliations, and their research focuses. (Note: EM modified Qualtrics survey on February 17, 2022 so that the researcher directory topic options match the topic labels displayed in the RAP.)

=== Sending the Qualtrics survey ===

* Manually add the researcher as a contact, in the Contacts section.
** Note: if this is your first time sending a survey link, you will need to create a new contact list.
* Navigate to Projects, select the MRAi Directory and Projects Survey, go the "Distributions" section.
* Select "Personal links" from the list of options on the left-hand side.
* Select the "Generate link" button in the upper right.
* Click "Select contacts," and select the researcher to whom you are sending the link.
* Set the link to expire in 60 days (the default), and then select "generate links."
* The link will automatically download in an Excel spreadsheet. Open it and use the link in your email to the researcher.
* Update the Creators tracker by adding details in columns N-P

=== Accessing survey results ===

* You should receive emails when researchers submit their surveys, from noreply@qemailserver.com
* If the researcher has submitted only one project or fewer for inclusion in the portal, you may be able to copy responses directly from this email.
* If the researcher has submitted multiple projects, the formatting is confusing to view as delivered in the email. Instead you can log in to Qualtrics, select the MRAi Directory and Projects Survey, navigate to the "Data and Analysis" page and either:
** Click the down arrow button at the far right side next to the response you wish to view, then select "Export to PDF," OR
** Select "Export & Import" > CSV > Download to see an Excel spreadsheet with all responses
* Input responses into the appropriate sections of the RAP Creators tracker (columns Q-BV) and to the appropriate sections of the RAP. See [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance.

== Teams ==
Starting in July 2022, the MRAi began using Teams for active file sharing and management of Task lists, in place of Basecamp and Teamshare. You can read the MRAi Teams [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/Teams%20intro%20user%20guide.docx?d=wa1975f50db3a49e19f4a7b037eea38b4&csf=1&web=1&e=vwXiKC user guide] or watch [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/How%20to%20videos?csf=1&web=1&e=iFeyRn explainer videos]. Note that you will have to be a member of the MRAi Teams site to view these files.
[[Category:MRAi]]
[[Category:Circle Projects]]

Documentation:Student Librarian Orientation (MRAi)

2026-08-21T23:19:38Z

KendallWilber:

== Introduction to this Wiki ==
The Student Librarian Orientation (SLO) Wiki page is intended to give incoming MRAi Student Librarians a basic overview of all the many different aspects of this position. It introduces the major tools and interfaces frequently used in the role, as well as general guidence for day-to-day workflows. It is also useful for those new to the MRAi in general, and will be a great reference point when incoming MRAi team members are finding their feet in the early days of their new position. The SLO Wiki and/or its attendant Wikis should be updated in accordance with the [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]] when relevant tools/guidelines/workflows are added, eliminated, or modified.

As you read through this SLO Wiki, do keep in mind that there are a lot of moving parts that make up the MRAi and it takes time for new folks to learn what they are and how they all interact with one another. We encourage all incoming team members to be graceful with themselves as they learn about the work of this initiative. Please feel free to ask any questions!

== Reference Tools ==
'''MRAi Resources'''
* [https://wiki.ubc.ca/Sandbox:MRAi_Orientation_Documents MRAi Orientation Documents]: Higher-level information about the MRAi's purpose, how we work, what we accomplished last year, and our annual work plan.
* [[Documentation:MRAi DTES RAP Metadata Style Guide|MRAi DTES RAP Metadata Style Guide]]: Definitions of, and stylistic guidelines for, each metadata field in Downtown Eastside Research Access Portal (DTES RAP) item records. ''This one is especially helpful!''
* [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit# MRAi Style and Content Guide (Draft)]: This working document is meant to be used by MRAi team members (referred to as users) who create or edit content for the DTES RAP that is not part of the collection. Created by Nick Ubels and Geoff D'Auria.
* [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]]: Read about how the Wiki is structured and how and when to add/remove content.
* [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv subscribers]: This document was created in 2023 to track correspondence with authors, creators, and other folks in the MRAi network regarding the DTES RAP. Information about who currently is a subscriber to the MRAi Listserv is also recorded in this document.
'''cIRcle Resources'''
* [[Library:Circle/Adding faculty publications to cIRcle|Adding Faculty Publications to cIRcle''':''']] This is a general workflow guide maintained by the cIRcle Office. [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Section 3: Check Copyright Permissions]] is the section relevant for identifying if research articles are eligible for deposit in an institutional repository and under what conditions.
*[[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]: This page is maintained by the cIRcle Office and provides guidance on preferred and accepted file formats. ''This one is especially helpful!''
*[https://circle.ubc.ca/ cIRcle website:]: Search the repository, find all up-to-date guidelines, policies, sponsorship webforms and licenses.
'''Other UBC Library Resources'''
*[https://scholcomm.ubc.ca/open-access/ ScholComms@UBC] Website: Has up-to-date information about Open Access, Open Scholarship and Author Rights.
*[https://open.ubc.ca/access/ Open UBC]: Has toolkits to support open access.
*[https://about.library.ubc.ca/contact-us/ejournal-help/ UBC Library IT]: Use this form to report technical issues with the RAP. Please update Aleha if you experiencing any issues with the RAP.

== Roles and Responsibilities ==

==== MRAi Student Librarian ====
The MRAi Student Librarian works within the MRAi to support collection development and maintenance for the Downtown Eastside Research Access Portal (DTES RAP), communicate with both authors and staff alike, adhere to publishing permissions, and contribute to the greater task of writing and compiling metadata. This position currently works with and reports to the MRAi Community Engagement Librarian DTES RAP Project Lead for day-to-day library projects and is guided by the Academic Director of UBC's Learning Exchange for broader MRAi projects and goals. Student Librarians are also in regular communication with cIRcle staff to facilitate adding new material to [https://circle.ubc.ca/ cIRcle], UBC's institutional repository. All items to be added to cIRcle go through a workflow process, where the Student Librarian records possible items for cIRcle on a shared documentation tab (see cIRcle Candidates tab on the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). The cIRcle Specialist then communicates with the authors and creators, writes and collects pre-populated PDF licenses, and submits these for publication. Once items are published in cIRcle, the Student Librarian will be notified to then add these items to the RAP. Further details about this workflow process can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

The principal responsibility of the Student Librarian role is to support the collection development activities of the DTES RAP. New research articles, as well as community and scholarly works, are discovered through a variety of sources, including email alerts, word of mouth, internal recommendations, and self-archiving. Part of the Student Librarian’s regular tasks is to sort through and identify prospective works that can be self-archived in cIRcle and/or curated on the DTES RAP. To determine an item's eligibility for inclusion, the Student Librarian uses best judgement, remembering that all new material should reference and be specific to the DTES community. If in doubt, reach out to the MRAi Community Engagement Librarian DTES RAP Project Lead for clarification and confirmation. As well, a substantial amount of this role involves compiling and writing metadata for items that will be added to either cIRcle and/or the DTES RAP. The Student Librarian uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] and [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] for drafting all metadata. These Google Sheets are intimidating at first but new Student Librarians will get the hang of them in no time!

Communication is a big part of this role, all with the leading purpose of growing the DTES RAP collection and building a wider network of scholarly and community-based relationships. The overarching goal of the DTES RAP is to function as a useful stand-alone resource for knowledge dissemination, as well as encourage and facilitate knowledge exchange activities for UBC and the broader community. There are lots of little bits to this position, many of which new Student Librarians will learn in the first few weeks, and after this learning curve, the finer details start to seem much more straightforward.

The Student Librarian works closely with the Community Engagement Librarian/DTES RAP Project Lead, the Community-Based Research Assistant, the Community-Based Research Coordinator, the cIRcle Specialist, and the MRAi cIRcle Project Lead. Details about these working relationships can be found below.

==== MRAi Community Engagement Librarian DTES RAP Project Lead ====
The Student Librarian coordinates with the cIRcle MRAi Community Engagement Librarian Project Lead to ensure clear and consistent expectations, workflows, and deliverables. This position oversees the work of the MRAi Student Librarian to ensure deliverables are met and processes are executed accurately. This position is permanently held by [http://directory.library.ubc.ca/people/view/744 Aleha McCauley] (she/her), the Community Engagement Librarian based at the Irving K. Barber Learning Centre (IKBLC).

==== Community-Based Research Assistant ('''currently vacant)''' ====
The Student Librarian coordinates with the Community-Based Research Assistant, another student position within the MRAi team, to aid the input of researcher contact information into the DTES RAP [https://dtesresearchaccess.ubc.ca/directory Directory page], as well as the input of project information into the DTES RAP [https://dtesresearchaccess.ubc.ca/projects Projects page]. Further details about this process can be found in the [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Adding_Researchers_to_the_Directory_and_Projects_Pages Adding Researchers to the Directory and Projects Pages]. The Community-Based Research Assistant is predominantly based out of the UBC Learning Exchange, and the Student Librarian may hold standing virtual and/or in-person meetings with the student working in this role.

'''Community-Based Research Coordinator (currently vacant)'''

The working relationship between the Student Librarian and the Community-Based Research Assistant is further supported by the Community-Based Research Coordinator, a position that supports community-university knowledge exchange activities out of the UBC Learning Exchange. As one of the supervisors for the Community-Based Research Assistant, the Community-Based Research Assistant supports and, where necessary, provides guidance on the shared work of the Student Librarian and the Community-Based Research Assistant, especially with respect to the ongoing development and maintenance of the DTES RAP Directory and Projects Pages. The Student Librarian also works alongside the Community-Based Research Coordinator on a semi-annual basis to facilitate and support the work of the ASTU 100 Project. Details about this specific workflow process can be found in the [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#ASTU_100_Infographic_Submission_Process ASTU 100 Infographic Submission Process] section. This position is currently held by [https://learningexchange.ubc.ca/about-us/our-team/ Katherine Cheng] (she/they).

==== cIRcle Specialist ====
The Student Librarian coordinates with the cIRcle Specialist to deposit materials for the MRAi project to cIRcle and apply metadata enhancement practices to pre-defined materials. The cIRcle Specialist and the MRAi Student Librarian work closely to coordinate the deposit of materials to cIRcle as well as track archived/metadata-enhanced materials in shared MRAi and cIRcle workflow tracking documentation (see the cIRcle Candidates tab of the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). This position is currently held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin] (she/her), Digital Repository Specialist.

==== MRAi cIRcle Project Lead ====
The MRAi cIRcle Project Lead supports the working relationship between the cIRcle Specialist and the Student Librarian, as well as provides guidance on cIRcle-related matters (e.g., copyright, self-archiving, etc.). This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian ([https://directory.library.ubc.ca/people/view/1020 Amber Saundry], Digital Repository Librarian, served as cIRcle Project Lead during Tara's sabbatical [July 2025-June 2026] and will continue to consult as needed).

'''Other MRAi Team Members'''

The Student Librarian also interacts with other team members working within and/or for the MRAi and, depending on the individual interests and/or capacity of the Student Librarian, may work on special projects with them. The following roles are standing members of the MRAi team:

* '''Communications Specialist, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBR%24KG0%40T%20%0A Geoff D'Auria] [he/him]).
* '''Director, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBS%24%5BA1PH%20%0A Kathleen Leahy] [she/her]).
* '''Academic Director, UBC Learning Exchange''' (currently vacant)

== Discovery and Selection of Items ==
The MRAi simultaneously pursues both academic research and community materials (what we refer to as grey literature, or "grey lit" for short) for both archiving in cIRcle and for curated links to in the DTES RAP. Some items are better suited for linking directly to the DTES RAP, such as an open access thesis from a non-UBC repository or a non-profit report from an organization's website, while others are suited for archiving in cIRcle, such as a restricted access scholarly article by a researcher who is interested in sharing a permissible open access version in cIRcle.

=== Academic articles through search alerts ===
The MRAi discovers the bulk of its academic research using pre-set search alerts. So far, the MRAi has three primary search alerts: Mendeley, Google Scholar and Read by QXMD. At intervals, the alerts deliver newly-indexed articles, filtered by MRAi’s specified search terms, to the shared MRAi e-mail account (mrai.info@ubc.ca). The search alerts are automatically sorted into the email folders that correspond to the database they came from. On a weekly basis, the Student Librarian reviews each set of results for relevancy to the MRAi's criteria for inclusion. Once the Student Librarian deems an item eligible for inclusion, they make a new entry for the item in the rapTracker and/or RAP Workspace.

Using [https://unpaywall.org/ UnPaywall], [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder], [https://shareyourpaper.org/ ShareYourPaper], [https://resources.library.ubc.ca/page.php?id=41 UlrichsWeb] (a database accessed through the UBC Library and requires a CWL), [https://circle.ubc.ca/ UBC cIRcle], and a Google search of the title, look for an open access (OA) version of the item. If the item is not OA, note the [[Documentation:Student Librarian Orientation (MRAi)#Checking Copyright Permissions|embargo period]] in the rapTracker in the appropriate column. Previous Student Librarians found the use of the [https://unpaywall.org/ UnPaywall browser extension] to be one of the most helpful tools in their work and recommend that future Student Librarians use it, too.

OA can sometimes look slightly different based on different publisher permissions, so take your time to familiarize yourself with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. This is an ever-evolving landscape to navigate! Based on previous Student Librarian experiences, this part of the role took a bit longer to get the hang of, so ''be patient with yourself'' as you learn the specifics of copyright permissions. Bring questions to your check-ins.

=== Community-generated materials/grey literature ===
Community materials or grey literature—such as community reports, newsletters, and working documents—often offers flexible, grounded, and process-oriented insights that differ from the conventions of traditional academic publishing. Within the DTES RAP, grey literature includes either UBC-affiliated materials eligible for archiving in cIRcle or curated, externally linked content created by community or government organizations working in or on the Downtown Eastside (DTES).

As of '''May 2025''', '''only materials with an explicit UBC affiliation are eligible for deposit in cIRcle.''' cIRcle defines UBC affiliation as content that is authored or co-authored by, created in affiliation with, contributed by, or hosted by a UBC student, staff, faculty member, department, or official UBC location (e.g., Learning Exchange). '''Materials that do not meet this affiliation requirement may still be''' '''curated on the DTES RAP through external links,''' offering visibility and access to the public, though they cannot be archived in UBC’s institutional repository.

In 2023, we began informally collecting newsletters from DTES-based community organizations through the MRAi shared email (mrai.info@ubc.ca). These are stored in a designated "Community Organizations Newsletters" folder and reviewed periodically by the Student Librarian as a source for discovering relevant community content. As new organizations are identified, we encourage Student Librarians to subscribe to their newsletters using the shared MRAi email and update the Outlook rule to ensure consistent organization and tracking. If you identify materials that are at risk becoming inaccessible please discuss with our MRAi contacts.

=== Suggested items ===
For a period of time, members of the MRAi team would input suggested items via a Google form '''but as of 2023 this is no longer in use.''' This now-defunct Google form, however, can still be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Google%20Form?csf=1&web=1&e=XpKmyk Teams > Collection Work].

When the Google form was in use, the Student Librarian could access the content of the Google form using the MRAi Gmail account (mrai.shared@gmail.com). An alert would come to the MRAi shared inbox when a response was submitted. If the suggested item was deemed urgent and the suggester wanted it added to the portal within a specific timeframe, the suggester would also email the MRAi inbox to flag the item for urgent inclusion. Suggested items would then be entered into the rapTracker and RAP Workspace to later undergo the usual workflow of an item.

== Pursuing Items: Our Working Criteria ==
The following offers some guidance to determine whether the material is representative of the goals of the MRAi project. Scope may change as the initiative matures, so this criteria is often revisited by our Steering Committee and various stakeholders. Please keep up-to-date with our [https://infohub-2019.sites.olt.ubc.ca/files/2020/07/Curatorial-Statement-2020-Final.pdf public curatorial statement] to ensure items being considered for inclusion to the DTES RAP and/or cIRlcle are consistent with current MRAi practices.

=== Current Working Criteria ===
When determining an item’s eligibility, consider:

==== 1) Geographic location relevance ====
Look for keyword frequency, the appearance of terms such as “Vancouver” and/or “Downtown Eastside” in the title, subject headings, and/or body text of an item. The contributors or affiliations may also have a connection to the DTES community. However, as this may not always be apparent in a keyword search, always do a little digging on the creators and organizations mentioned in the item. Double-checking internal MRAi documentation, like the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=xQsodi Master List - Student Librarian Engagement Notes and Listserv Subscribers], can be helpful for this, too.

Note: When we refer to the DTES, we are referring to the [https://guidelines.vancouver.ca/policy-plan-downtown-eastside.pdf Local Planning Area] per the City of Vancouver's definition. This definitions comprises seven sub-areas: Chinatown, Gastown, Industrial Area, Oppenheimer District, Strathcona, Thornton Park, and Victory Square.

==== 2) Timeliness ====
We typically only curate and upload items that have been published from 2010 onwards, however, there are always exceptions to this rule. Be sure to run any item with an earlier date that you think may be of interest to the DTES RAP collection by the MRAi Community Engagement Librarian DTES RAP Project Lead for confirmation.

As well, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from creators. To learn more about and/or get a refresher on post-prints, see the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Checking Copyright Permissions]] section.

==== 3) Institutional affiliation ====
As of '''May 2025''', only items with a clear UBC affiliation are eligible for inclusion in cIRcle. This means the creator must be a UBC student, staff, faculty member, or affiliated with a UBC unit or host location—and must be named as an author, co-author, contributor, or institutional affiliate. Because of this requirement, materials created solely by non-UBC affiliates are no longer eligible for cIRcle deposit, though they may still be curated on the DTES RAP via external links.

==== 4) Language ====
At this time, we only work with items written and published in English.

==== 5) Stakeholder recommendations ====
We aim to prioritize materials where there is an identified DTES community interest in the topic and subject matter. We also take recommendations from many stakeholders, including current MRAi affiliates, the general public via our contact us form, and the UBC community.

=== Exceptions to the Working Criteria ===
As we seek to grow the DTES RAP collection, exceptions can be made, especially when an item offers:

* Information and/or insight into an under-represented topic and/or subject matter.
* Historical significance.
* Diverse representation.
* Research that is conducted outside of the DTES that is nonetheless of importance to DTES.
Items that are frequently cited by other works in the DTES RAP collection may also be exceptions to our standard working criteria.

=== '''cIRcle vs. DTES RAP Candidacy''' ===
There are several factors that Student Librarians can keep in mind when searching for and/or discovering potential material to include in the DTES RAP collection, especially when it comes to whether an item should be pursued for cIRcle ''in addition to'' being curated in the DTES RAP.

==== '''1) Hyperlink stability and availability''' ====
Is the item hosted on a stable, well-funded website and/or archived in a repository like PubMed Central or BioMed Central? If so, then just linking to the item (or, curating) on the DTES RAP is sufficient.

Is the item only hosted in one location online and/or is vulnerable to loss and deletion? In other words, will you be able to reliably access or download a PDF copy of the work? If there is no reliable source and you suspect the link is not stable, then the item is a good candidate for linking on the DTES RAP and/or depositing to cIRcle.

As a general rule, if the link is seemingly unstable and is a good fit for the DTES RAP, then it is a good idea to also archive the item in cIRcle so that access to it will remain both possible and stable in the long term. If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== '''2) Organizational need''' ====
Does the creator and/or organization have a need for free support in order to help preserve their work, or do they have the capacity to archive or preserve their own work? This is especially important to keep in mind when engaging with community-based organizations and non-profit societies working within and around the DTES who may not have the funding, staff time/expertise, and/or digital infrastructure to preserve their valuable materials (e.g., annual reports for community organizations). If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== 3) Relationship ====
This is where our internal tracking documents come in great hand. Check the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] to see whether the MRAi has an existing relationship with a certain creator. If so, has the creator been previously willing and able to work with us to self-archive their work in cIRcle? Take note of any capacity issues that this person may have expressed during previous correspondence. Our goal is to make the work of creators easier - the last thing we want to do is overburden them with requests. For instance, would it be best to hold off on pursuing an item for cIRcle for the time being and return to it at a later date when the creator is less busy?

If the creator of an item is someone who the MRAi has not connected with previously (to the best of your knowledge and by the notes retained in our internal tracking documents, at least), then can accurate and up-to-date contact information for this person be readily found online? If not, then this may not be a reliable creator to reach out to at this time.

==== 4) Level of description ====
Do we have adequate information to describe the item appropriately and fill out our mandatory metadata fields (e.g., title, publication date, creator names, topic, category, genre, type? If working with community-generated material, can the creator help us to describe the item appropriately?

=== '''Saving Citations''' ===
The MRAi uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] to track item citations and the status of requested materials. The MRAi Student Librarian saves citations for viable candidates to the DTES RAP by using the appropriate columns of the spreadsheet. Each new entry receives a "Data Created" status and initially includes the item's title, its creators, a publisher DOI, a full citation, and a creator point-of-contact (i.e., the article's designated corresponding author). The Student Librarian fills other fields in the entry as the item progresses through the relevant processes.

= Checking Copyright Permissions =
The starting place for discovering and understanding publisher self-archiving policies is [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder] (formerly SHERPA/Romeo). Although the Policy Finder is a good place to get a quick policy digest, each entry includes links to the journal's self-archiving policy page. Use these links to verify and clarify policies and conditions on the publisher's website.

A term that Student Librarians will become familiar with as they understanding publisher self-archiving policies is "embargo." An embargo is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals and/or those with institutional affiliation(s). If an article is currently under embargo, it can still be archived to cIRcle, but access to the article on the repository will be restricted until the embargo end date. Folks interested in items currently under embargo must make a special request to cIRcle in order to access it.

=== Understanding Article Versions ===
cIRcle has a Wiki page for [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Adding Faculty Publications to cIRcle]] which includes a section on [[Library:Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Identifying Permitted Self-Archiving Versions]]. Please review carefully, and revisit as needed.

The Student Librarian first needs to identify which version of an item is permitted for self-archiving, and then work with the item's author to apply any conditions such as a version statement, citation, and/or embargo. Many authors need coaching on identifying the permitted self-archiving version; they frequently assume you are asking for the published version and permitted version terminology serves to add to that confusion. For this reason, you may want to include a brief description and example of the version you are asking for: "...the accepted post-peer review version without publisher formatting (i.e. Author's Accepted Manuscript)."

In many cases, creators will need clarification from the Student Librarian to understand the differences between the version types. For more information and examples regarding identifying and communicating version types, see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki or the [https://wiki.ubc.ca/images/f/fe/CopyrightcIRcle_AuthorsGuide.pdf Author's Guide to Self-Archiving].
=== Strategies for Checking Journal Copyright Permissions ===
The Student Librarian can generally go through the following steps to check the copyright permissions of a scholarly article:

'''1)''' As mentioned above, first search for the journal in the JISC Open Policy Finder for an at-a-glance view of their self-archiving policies. Then, visit the website of the journal and double-check their open access policy to ensure the information found on the JISC Open Policy Finder is up-to-date.

'''2)''' Use tools, such as the [https://unpaywall.org/ Unpaywall] browser extension and [https://shareyourpaper.org/ Share your Paper], to see if there is an open access version of the article somewhere online.

'''3)''' Try searching for the article in the UBC catalogue to see if it's a part of the UBC Library collection already.

'''4)''' Search [https://resources.library.ubc.ca/page.php?id=41 Ulrichs] to see an example of record confirming where the journal is made available online, as well as if it is open access.

'''5)''' As a final step, contact the journal's editor for more information. If this needs to be done, please contact the MRAi cIRcle Project Lead and the MRAi Community Engagement Librarian DTES RAP Project Lead first.

= Requesting Creator Permissions =

=== Email Templates and Preparing Correspondence ===
The MRAi team has drafted a number of templates to streamline and standardize the process of requesting creator permissions for articles identified for inclusion to the DTES RAP. The email templates are located in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Email%20Templates?csf=1&web=1&e=XKKlmj Teams > Collection Work > Email Templates]. To make it easier for the Student Librarian to use and copy the email templates, they are also held in a folder of the same name in the shared MRAi email inbox. The Student Librarian will select the appropriate template based on whether or not the MRAi team has contacted the creator before and at what stage engagement with this creator is at (e.g., self-archiving request sent, providing next steps for self-archiving in cIRcle). A helpful tool here is the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listerv Subscribers]. Use this document to not only check whether the MRAi team has previous and/or current engagement with certain creators but also to keep track of the engagement currently happening with the creator regarding self-archiving requests.

Unsure of which co-author/co-creator to contact about an article/item? Most scholarly articles will have a designated author that correspondence can be directed to. This information is often found in the author field at the top of an article or, in some cases, it may be found in the article's footnotes or endnotes. Sometimes this information is indicated by the presence of an envelope icon next to an author's name.

==== When drafting correspondence from the MRAi shared email account, please keep the following in mind: ====
* For every email, use a descriptive subject line. Each email template has a descriptive subject line for the Student Librarian to use.
* Always cc: the MRAi Community Engagement Librarian DTES RAP Project Lead.
* If requesting more than one article from the same creator, send only one e-mail with a numbered list of all the relevant articles. For each article, include a full citation and a description of the publisher's stipulations for archiving the article (i.e., the permitted version, embargo period, date of embargo expiry if applicable).
* When sending out a self-archiving request ('''Template 1A''' or '''Template 1B''') be sure to also include a pre-populated PDF of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. Always download the cIRcle License directly from the cIRcle website to ensure you have the current version.
* Depending on correspondence and the individual style of each Student Librarian, the cIRcle license can also be passed along to the creator when providing next steps ('''Template 3''').
** Reminder: At least one co-creator must fill out the license form online for the article to be uploaded to the repository. It is expected that the creator signing the cIRcle License will make co-creators aware of their agreement to archive the article in cIRcle. The creator who fills out the form assumes license permissions responsibility on behalf of all co-creators. If the creator chooses to notify others affiliated with the paper, they may do so by inserting their e-mail addresses into the cc: field.

* If an article already has a Creative Commons (CC) License and it is permissible to distribute freely in things like institutional repositories, it is still best practice to notify the creators that their work is now also accessible in cIRcle ('''Template 5''').
* For consistency, please use Calibri font, size 11, and Canadian spelling.
* Use custom links when referring to the DTES RAP so that the MRAi can track the portal's traffic (e.g., academic audiences vs. community-based audiences).
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation academic audiences].
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation community audiences].

=== Version Statements ===
Version statements help alert users what version of academic research they are reading (e.g., the preprint or postprint), as well as where they can find the published version of the article. As a general rule, Student Librarians apply the version statement to an item on behalf of creators. Even if the publisher does not require a version statement, it is very helpful to cIRcle to include one.

Some publishers will have a version statement template to apply to an article's submitted manuscript or accepted manuscript, and this can often be found in the publisher's open access policy or somewhere on their website.

However, most version statements follow a similar format, and Student Librarians can generally use the following format when applying a version statement:

''"This is the [pre-print/post-print] version of the following article: [full citation], which has been published in final form at [article DOI]. This article may be used for non-commercial purposes in accordance with [publisher names] Terms and Conditions for Use of Self-Archived Versions."''

Note: The inclusion of the last sentence will depend on the CC license of the individual journal. The most important part is the statement of the version and the full citation.

View an example of [https://dx.doi.org/10.14288/1.0394565 a MRAi-archived scholarly article with an amended version statement] in cIRcle.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|link=https://wiki.ubc.ca/File:079575-blue-white-pearl-icon-business-light-on.png|100x100px|Tip]]
|'''Tip:''' If the creator sends an incorrect version, you will need to follow up and provide clearer instruction on version types. If a creator uses the Item Submission form for an embargoed article, [mailto:circle.repository@ubc.ca please notify the cIRcle office immediately] to request the file be deleted.
|}
=== "Pursuing for cIRcle" Workflow ===
When an item has been identified as a good candidate for cIRcle, the Student Librarian can move through the following workflow:

'''1)''' '''Update the item entry.'''

Go to the item's entry in the [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] and change the text in the '''cIRcle Update''' column to "Pursuing for cIRcle."

'''2)''' '''Complete metadata for item(s).'''

Update other metadata fields for the item in the DTES RAP Workspace as needed. Past Student Librarians have found that completing the metadata for an item ''before'' pursuing it for cIRcle is helpful, especially since part of the self-archiving process with the creator/author may require sharing the metadata with them for their review and input. This is usually the case when working with community-generated materials, such as annual reports.

'''3)''' '''Send a self-archiving request to the corresponding creator.'''

To initiate correspondence with the item's creator, use either '''Template 1A''' (for new contacts) or '''Template 1B''' (for existing contacts) to request participation in the DTES RAP. Be sure to also include the citation(s) for the item(s) that have been identified as candidates for cIRcle and the DTES RAP. If there is no response to this initial email within two to three weeks, the Student Librarian can send a follow-up email using '''Template 2'''.

A friendly reminder that any and all correspondence with a creator/author necessitates comprehensive documentation. The Student Librarian can use the '''Item Notes''' column in the DTES RAP Workspace to track ongoing communications with an item's creator/author as they advance through the "Pursuing for cIRcle" workflow process. However, it is more important that creator engagement is well-documented in the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=85QL72 Master List - Student Librarian Engagement Notes and Listserv Subscribers] so that this correspondence can be referred back to at future dates by present and future MRAi team members.

'''4)''' '''Prepare the cIRcle license and cIRcle submission folder; then, send the unsigned cIRcle license for the creator's review and signature.'''

When the creator responds to the self-archiving request and expresses that they are interested in participating with the DTES RAP, complete a [https://circle.ubc.ca/submissions/license-form/ cIRcle license] for the item(s) at hand, including citation(s), pre/post-print status(es), embargo period(s) and copyright owner(s). Populated cIRcle licenses that have been used in previous submissions to cIRcle can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=Yf4Si2 Teams > Collection Work > cIRcle Documents]. 

Next, ensure that there is a cIRcle submission folder ready for the item and its corresponding documents ([https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=zdiNgm Teams > Collection Work > cIRcle Documents > Submissions]). If the creator does not already have a designated cIRcle submission folder, create one using the naming convention "Last Name, First Name" (i.e., Cui, Zishan). For community organizations, please use the name of the organization (i.e., Carnegie Dance Troupe).

Each cIRcle submission folder should contain the following subfolders:

* '''Archived:''' Houses the unsigned cIRcle license, as well as documents for any of the creator's past submissions to cIRcle. This folder is for MRAi purposes only, and the intention behind it is to mitigate any possible confusion between current and past documents when any submissions are passed on to cIRcle staff.
* '''Files to be deposited:''' Houses the PDF or Word formats of the items that are being submitted to cIRcle for deposit. Use the naming convention "LastName_YYYY-MM-DD_##" (e.g., Cui_2023-02-24-01) for each item that will be submitted to cIRcle for deposit. The date used here should align with the date that the item is submitted to cIRcle. This helps distinguish between past cIRcle submissions for one creator that, after being successfully deposited to cIRcle, are held in the Archived folder. The "##" portion of the naming convention helps to distinguish between multiple submissions to cIRcle at one time. For instance, when researcher Michelle Cui submitted two articles to cIRcle, the [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Files%20to%20be%20deposited?csf=1&web=1&e=4dIk7I submissions] were distinguished from each other as Cui_2023-02-24-01 and Cui_2023-02-24-02.
* '''License & metadata:''' Houses the populated and signed cIRcle license for the creator, as well as any corresponding documents that the cIRcle staff will need to review alongside the license. Corresponding documents may include:
** '''Submission lists''' - A list of items being submitted to cIRcle. The creation of such a list is only necessary when the number of items and their relevant information (e.g., citations, copyright owners, permissible versions, etc.) exceeds the allotted corresponding space on the cIRcle license form. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/License%20%26%20metadata/Cui_Submissions_2023-02-24.docx?d=wf813d651b9314669a794a5a91e49e4b4&csf=1&web=1&e=K0eEIT an example of a submission list].
** '''Affiliation lists -''' A comprehensive list of affiliations for the item(s) being submitted to cIRcle. Like the submission list, an affiliation list is only necessary when the number of affiliations for an item/items exceeds the given space provided on the cIRcle license. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Argento,%20Elena/License%20%26%20metadata/Argento_Affiliations_2023-10-24.docx?d=w4132b9b452374dd58442aedbb3d07b4e&csf=1&web=1&e=sN2JOB an example of an affiliation list].
** '''Community Metadata Sheet -''' The metadata prepared for and reviewed by community organizations for their materials. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Watari/License%20%26%20metadata/Watari_Metadata_2023-11-30.docx?d=wbf264ccb6bcc44adb16174b8e965134e&csf=1&web=1&e=DqCfyg an example of a community metadata sheet]. A primer for the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets/Community%20Metadata%20Sheet.docx?d=w9df7942ce0c643a5b77b96f849c1379d&csf=1&web=1&e=jtxSUq Community Metadata Sheet], which should be sent to community organizations alongside any prepared metadata, can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets?csf=1&web=1&e=aebcwo Teams > Collection Work > cIRcle Documents > Metadata Sheets].

When the cIRcle license and the cIRcle submission folder are ready, send the populated (but unsigned) cIRcle license to the creator. Use '''Template 3''' to draft this email and attach a PDF version of the cIRcle license. Once this email has been sent, move the unsigned cIRcle license to the Archived folder in the creator's designated cIRcle submission folder.

'''5) Review the signed cIRcle license and the permissible version of the article.'''

When the creator returns the signed cIRcle license and passes along the permissible version of the article, review the signed license and the permissible article version to ensure that everything is complete and accurate. Because article versions can be difficult to parse and are not necessarily intuitive, it's not unusual for some back-and-forth emails between the Student Librarian and the creator to happen before the correct version of the article is secured.

When the correct permissible version for the article at hand have been secured, double-check whether [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#Version_Statements a version statement] is needed for the item ahead of its submission to cIRcle. If so, please apply the version statement at this stage.

Once the cIRcle license is completed/signed and the permissible version of the article is correct, then the documents are ready for submission to cIRcle. Ensure that the cIRcle submission folder for the creator has been updated to include the signed cIRcle license, the permissible version of the article, and any other corresponding documents.

'''6) Submit the item to cIRcle.'''

Follow the same steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#The Submission Process|submission process]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

'''7) Upload the item to the DTES RAP.'''

When the item has been successfully deposited to cIRcle, a persistent URI for the item (e.g., http://hdl.handle.net/1974/26685) will be provided through a confirmation email from cIRcle staff (likely from the cIRcle Specialist). Review the cIRcle entry for the item to ensure that the metadata is correct, especially as this information will auto-populate the item's record in the DTES RAP.

Using the cIRcle DOI for the item, create an item record for the item in the DTES RAP. Follow the steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#RAP Items|Creating Item Records]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Making Changes to the RAP|Making Changes to the DTES RAP]] section.

'''8) Notify the creator.'''

When this new item record has been published to the DTES RAP, notify the creator. Draft an email to the creator using '''Template 4'''.

= Submitting Content to cIRcle =

=== The Submission Process ===

* Items with a UBC affiliation are within scope for cIRcle and can be pursued for inclusion.
* The MRAi Student Librarian ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). Articles which already have a Creative Commons license must have the terms appear on the resource or be included in the body of the email.
* The MRAi Student Librarian collects the correct version of the article, and where applicable, a completed cIRcle license to the MRAi Sharepoint folder and ensures the cIRcle Specialist has access.
* The MRAi Student Librarian emails the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca with a link to the appropriate Sharepoint folder to notify them that a submission is ready.
* The cIRcle Specialist reviews the material and, where necessary, follows up with the MRAi Student Librarian if there are questions or need for clarification.
* The cIRcle Specialist submits the content according to the cIRcle Submitter Guidelines (internal documentation) and the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
* The cIRcle Specialist notifies the [http://mailto:mrai.info@ubc.ca/ MRAi Student Librarian] by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the URI for the content.
* The MRAi Student Librarian notifies the content creator that the work is now available in cIRcle using the provided templates; as well as updates the master rapTracker excel spreadsheet to indicate the circle is now effectively closed, pun intended.

Consult'''[[Documentation:MRAi cIRcle Submission Workflow#Checklist| the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow. Please submit any questions about the cIRcle deposit workflow to the cIRcle Office listserv circle.repository@ubc.ca.

=== Community Metadata Template ===

* You can use the metadata template when engaging with community organizations and uploading their items to the RAP. The template explains the fields and details that we include and the purpose of metadata. Using this template, we provide a clear outline of the proposed metadata for their items; this is then sent to the community organization for their review and approval before sending either to cIRcle or uploading to the RAP.
*''Tip: use a red font or add additional comments to draw attention to certain fields that require feedback.''
*'''Attention:''' While cIRcle and the RAP are connected, they use some of the fields differently from the RAP (namely the creator/contributor). Eg. cIRcle doesn't use the contributor field in the same way as the RAP, so when a community produced item has multiple individuals as both creators and contributors, we ask the cIRcle staff to leave these fields blank when they are uploading the items so that we can differentiate between the two fields when we upload the item to the RAP. It's not perfect, but it's working! Additionally, you might come across some discrepancies in how the contributor field is used. This is largely due to capacity issues as it can take a substantial amount of time to manually enter each name. You will see that for certain items which have a significant amount of contributors, we decided to included those names in the description field, rather than add them individually to the contributor fields. This is largely done on a case by case basis however, and tends to be for more publicly accessible documents by large organizations, rather than community based organizations. For the latter, we do prioritize including the individual contributors, regardless of the time it takes to enter each name separately.

=== ASTU 100 Infographic Submission Process [This workflow is under review in 2025 to adjust for the Kx TLEF grant-funded expansion of the project]. ===

* To submit the new batch of ASTU 100 infographics to cIRcle there are a few steps we must take.
* Reference the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/ASTU%20100%20Project/ASTU%20100%20Workflow.docx?d=w90a7a3112cb947678fdfa17c023782d1&csf=1&web=1&e=3aSael 2023 Workflow document] to ensure that each step is completed properly.

=== Submission Confirmation E-mail Template ===
'''''Note: Once cIRcle has provided the URI and the Student Librarian has added the item to the DTES RAP, send this email our KX TLEF student contact to notify creators.'''''

=== Updating the Tracking Spreadsheet ===
Once the URI has been received, the MRAi Student Librarian updates the rapTracker:

* Change the article's '''Action Status''' to "Complete" and update the cIRcle Update to "MRAi Archived."
* Copy and paste the '''cIRcle URI''' to the correct column.
* In the '''Items Notes''' field, make a final dated entry confirming the article has been archived in cIRcle.

==== Checklist ====
{| cellpadding="2" cellspacing="0" border="1"
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet repository [[Documentation:MRAi cIRcle Submission Workflow#Selecting Materials for MRAi: Our Criteria| Material Criteria]]?
|-
! scope="row”" |      
|Which version of the article is permissible to submit?
|-
!Yes/No
|Is a creator affiliated with UBC?
|-
! scope="row”" |   Yes/No   
|Do you have access to it?
|-
! scope="row”" |   Yes/No   
|Does the article version require any special permissions?
|-
! scope="row”" |   
|        If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)
|-
! scope="row”" |   Yes/No   
|Do you have a copy of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the creator or does the article already have a Creative Commons license?
|-
!   Yes/No   
|Have you forwarded a copy of the article to the cIRcle Office at circle.repository@ubc.ca?
|-
!   Yes/No   
|If the article has been archived, have you notified the creator and updated relevant tracking spreadsheet(s)?
|}

= Tracking and Adding the Downtown Eastside Geo-Tag =

=== During the Submission Process ===
During the submission process, the cIRcle Specialist should ensure the following LC Authority geo-tag is added to the Geographic Location field exactly as rendered here: '''''Downtown-Eastside (Vancouver, B.C.)'''''

=== For Items Already Added to cIRcle ===
Items already ingested or added into cIRcle (e.g. Electronic Theses and Dissertations (ETDs), BioMed Central (BMC) articles) and (Multidisciplinary Publishing Institute)MDPI that fit MRAi criteria for inclusion also require the geo-tag.

* The MRAi Student Librarian is responsible for identifying items that need the geo-tag and placing them in the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geo-tag Remediation Tab] sheet within the rapTracker. The MRAi Student Librarian should refer to the [[Documentation:MRAi cIRcle Submission Workflow#Representational Output| Representational Output criteria]] and use their discretion when determining which items are appropriate for inclusion. To find items, you will search '''IN''' the cIRcle database use similar search terms to those of alerts, like “Vancouver” AND “Downtown Eastside” to scan the existing collection to find any outliers that do not already have the required geotag.
* The cIRcle Specialist is responsible for checking the tracking document for new content at the beginning of each month. Using the provided URI, she will update the cIRcle item record with the geo-tags to any newly-identified items. She will update the "Geo tag added Y/N?" column from an "N" to a "Y" to confirm the task is complete.

= Adding Researchers to the Directory and Projects Pages =
[[File:MRAiProjectsDirectoryWorkflow.jpg|center|thumb|600x600px|Workflow for adding researchers to projects and directory pages]]

These functions are currently performed by the CBR Assistant.

* Consult with Community-Based Research Coordinator and other team members to identify priority researchers to contact
* Once you identify a researcher, refer to the RAP Creators Tracker to see if researcher has already been added.
** If the researcher has not been added, add them.
** If the researcher has been added, check to see if anyone has contacted the researcher by looking at Column H, "Creator Engagement notes."
**'''Tip:''' If needed, search MRAi inbox for additional details about recent contact.
* Email the researcher. Note: all email templates are housed in a shared folder. Modify them as needed to add a personal touch and / or address recent engagement between the researcher and the MRAi.
** You will first send an initial contact email to see if the researcher is interested.
*** If they don't respond, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they express interest, send a follow-up email (see next section).
** Send a followup email with a unique Qualtrics link (see [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Qualtrics Qualtrics] section).
*** If they do not respond to the survey, send an email in two weeks to remind them. If they do not respond after the second reminder, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they respond to the survey, input their information to the portal.
***'''Tip''': When you send the survey link, set a Task in Outlook to contact the researcher in two weeks if they do not respond to the survey.
* Input researcher's information to the portal.
** See [[Sandbox:Student Librarian Orientation#Qualtrics|Qualtrics]] for information about how to export information, and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance on how to input information to the RAP.
* Thank the researcher using the email template.
** Be sure to add a link to their specific projects pages.
**'''Tip''': Set a Task in Outlook to contact the researcher a year from when you input their information. Even if you are no longer in the position, you can assign these to the incoming student staff member.
* Annual followup
** One year after a given researcher was added to the portal, email them using the annual researcher check-in template.

*

= Tools & Key Documents =

== MRAi E-mail Account ==

=== Intended use ===
The MRAi mailbox ([mailto:mrai.info@ubc.ca mrai.info@ubc.ca]) is intended for "official correspondence." Please use this address when communicating with researchers, scholars, representatives from neighborhood organizations, and cIRcle Operations. This mailbox also receives regular search alerts from bibliographic databases (like Google Scholar and Read QxMD) that point to newly-published research on the DTES. These get sorted into their respective sub-folders and are reviewed for inclusion in the RAP Workspace at least once/month. In 2020, the inbox was renamed "Learning Exchange-UBC Library MRAi" and the UBC crest was added as the profile picture.

Note: In general, use first and last names when answering contact form emails and avoid assuming pronouns.

=== Linking to the DTES RAP ===
When linking to the DTES RAP in messages, use the correct trackable link.

For academic audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

For community organization audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

=== Switching between e-mail addresses in Outlook ===
When sending an e-mail, note the address in the '''From:''' field. If sending an e-mail to a researcher, organizational representative, or cIRcle Operations, be sure to use the dropdown on the '''From:''' button to switch from your "personal" UBC account to the MRAi account. This is a shared email.

=== Folders ===
'''@in_RapTracker'''

* What this is for

'''Alerts—Google Scholar'''
* Sort incoming search alerts from Google Scholar into this folder.
'''Alerts—Mendeley'''
* Sort incoming search alerts from Mendeley into this folder.

'''Alerts—READ by QxMD'''
* Sort incoming search alerts from QxMD into this folder.

'''ASTU'''

* Sort correspondence related to the ASTU 100 infographics project into this folder.

'''cIRcle Communications'''
* Place e-mails to and from cIRcle Operations (except notifications for successful cIRcle deposits) into this folder.
'''Completed List-serv Requests'''

* Once requests to be added to the list-serv have been processed, move them from the general inbox into this folder.

'''Inquiries from Other Institutions'''

* Sort correspondence with other institutions reaching out to learn about MRAi structure / processes / mission, etc., into this folder.

'''MRAi Creator Responses'''
* If a scholar/creator responds to your initial contact e-mail, sort the response into this folder.

'''MRAi Deposits'''
* Place all cIRcle Operations notifications for successful article deposits into this folder.

'''MRAi Licenses'''
* Place all automated notices for successfully submitted cIRcle licenses into this folder.

'''MRAi Permissions'''
* Place MRAi's requests to creators to have their projects hosted on the DTES RAP Project page into this folder.
'''MRAi Project & Directory Correspondence'''

* Sort all correspondence related to inclusion on the projects and directory pages into this folder.

'''MRAi Requests to Creators'''
* Place your initial requests to scholars/creators into this folder.
'''Publisher Communications'''
* Place e-mails to and from academic publishers into this folder.
'''RAP Contact Form'''

* Sort correspondence related to contact requests submitted via the site's contact form into this folder.

'''RAP Suggested Items'''
* Processed 'Suggested Items' are filed to this folder when complete/entered into our tracking system.
'''Rap WordPress'''

* For correspondence related to modifications to the WordPress.

'''Soft Launch Email Responses (Semi-Active)'''

* Houses email responses sent in reply to soft launch email from March 2021, unlikely that there will be anything to add.

'''Work General'''
* If an e-mail does not fit into any of the categories above but should be saved, move it to this folder. If there's a need to add new folders please discuss with Aleha.

== rapTracker ==

=== Overview ===
This is your mainframe, your best friend, where the magic happens! It keeps track of the ins and outs of the RAP, cIRcle, creators, and is a convenient way for everyone involved to get a quick snapshot of the collection at any given moment. In other words, the '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker]''' is a restricted spreadsheet that describes items in the MRAi collection. The fields in the rapTracker follow the initiative's [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit?usp=sharing '''Metadata Schema''']. The rapTracker was originally designed to help MRAi develop comprehensive and consistent item metadata in anticipation of the DTES RAP's launch, and to make it easier for the data to be imported to the RAP in bulk. Going forward, it should continue to be used in order to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP.

While it looks intimidating at first, it’s a pretty accessible space to be able to work with the metadata and get it ready for uploading into its respective interfaces, like the RAP or cIRcle. It’s also a space where you can leave notes for future GAA’s or other relevant parties about issues that have arisen, if anything is resolved, if items are ready for launching on the RAP, and so forth. Notes in a rapTacker item also connect with the [https://3.basecamp.com/3203619/buckets/9198328/cloud_files/3709983619 '''DTES Creators tracking spreadsheet on OneDrive'''], to keep track of what notifications were sent to whom by which team member and when.

'''Sample tasks that the rapTracker is currently used for:'''

# Tracking details of items that will be added to RAP and/or CIRcle
# Tracking metadata
# Status updates for individual items

More info is available at the [[Documentation:MRAi DTES RAP Metadata Style Guide#The rapTracker|Metadata Style Guide]].

As of November 2021, a [https://3.basecamp.com/3203619/buckets/9198328/google_documents/4362707655 RAP Workspace] was added to allow for a more streamlined look at the ‘In progress’ and ‘attention items’ without all the ‘complete’ items on the same sheet, which can get confusing and cluttered. Here the student will enter all the relevant metadata and follow the subsequent correspondence tasks, and then move the line over to the official RAP tracker once it can be considered complete. It is a low-stakes environment to get a good handle on the way the tracker and the overall MRAi role operates.

=== Tabs in the rapTracker & Geotagging ===
'''Items Descriptions'''
* Item descriptions derived from all items in all stages of processing. As of April 2021, it includes every item on the list, whether or not they have been archived to cIRcle.

'''Index and Match'''

* Once all metadata fields are complete, use this tab when creating an object in the DTES RAP.
*

'''Geotag Remediation Tab'''

cIRcle marks items in the repository that have been identified as part of the MRAi collection with a Geographic Location tag:
*'''''Downtown-Eastside (Vancouver, B.C.)'''''
cIRcle also archives a great deal of items as part of its regular, non-MRAi-related workflows. Some of these items must later be discovered and identified by the Student Librarian as candidates for inclusion in the MRAi collection. The two types of items that are most commonly retroactively identified as part of the MRAi collection are
# Theses and dissertations that include research on and discourse about the DTES;
# Open Access scholarly articles from the publisher BioMed Central that have been set up for automatic ingestion to cIRcle.
The '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geotag Remediation Tab]''' tracks cIRcle Specialist's addition of the '''''Downtown-Eastside (Vancouver, B.C.)''''' Geographic Location tag to items that the MRAi Student Librarian has flagged.
* The Student Librarian adds the item's title, creator(s), and the corresponding cIRcle URI to the appropriate place in the sheet (arranged in alphabetical order by first creator's surname).
** The Student Librarian must also make an entry for this item in the Tracking tab.
* The Student Librarian indicates in the '''Source''' column whether the item is ETD (Electronic Thesis/Dissertation), BMC (BioMed Central article), or Other (any item not fitting into the first two categories, including Graduate Projects).
* The Student Librarian places an "N" in the '''Geotag added?''' column to indicate to cIRcle Specialist that the item needs the geotag.
* The cIRcle Specialist, who checks the document periodically for updates, adds the geotag to the item and changes the "N" in '''Geotag added?''' to a "Y."
* To complete the workflow, the Student Librarian places an "Y or N" in the last column "Uploaded to the Rap" and once done notifies creators.
'''Tips for finding items in cIRcle as candidates for Geotag'''

* Start by using the '''advanced Search''' [https://open.library.ubc.ca/search/advanced<nowiki>]. </nowiki>
* Try '''exact phrase''' searches but include synonyms for the geo-tag (DTES, Downtown Eastside, Downtown East Side, etc.)
* For the most comprehensive search search in '''all fields for more precise search limit to Descriptions''' (but we aware that not all items have descriptions/abstract in cIRcle).
* Ensure '''cIRcle''' is checked as the '''source repository'''
* Apply the '''NOT''' limiter and the '''geographic location''' ['''''Downtown-Eastside (Vancouver, B.C.)]''''' field to omit anything we’ve already geo-tagged
* See screenshot of sample search: [[:File:DTES geo-tag search 2021-07.png]]

*

=== Entering Metadata into the rapTracker ===
When ascribing metadata to an item, consider the intention of the item was created with and consult the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] and [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit#gid=145969972 Metadata Schema.]
* The item entries in the rapTracker are placed in order by unique item identifier and then their citation. At the beginning this list was organized alphabetically, but as the collection grew, this became unsustainable and it is now only sorted by date and item identifier. These variables are combined as one single number and follow a formula of: the date and the number of item(s) added that day. For example, an item added on January 11, 2022 would be written as 2022-01-11-001. The date (in green) is written first, followed by the item number (in bold). If you add any other items to the tracker that day, they would be written as 2022-01-11-002, 2022-01-11-003, and so forth. Any item added the next day would be written as 2022-01-12-001. All new items are added at the bottom of the tracker, which allows for a quick and clear visual on how many new items need to be addressed.In cases where the first creator has multiple entries where they are listed as first creator:
** In cases where the first creator has multiple entries where they are listed as first creator:
*** If the creator has items they creatored alone, list those first.
*** Then list items they have co-creatored, putting them in alphabetical order by the second creator's last name.
* Make a blank row:
** Click on the row number that will be above or below the one you want to insert in the document.
** Right-click and select "Insert 1 above" (if you have highlighted the row below the one you are about to insert) or "Insert 1 below" (if you have highlighted the row above the one you are about to insert).
* Create a [[Documentation:MRAi DTES RAP Metadata Style Guide#Unique Item Identifier|unique item identifier.]]
* In the [[Documentation:MRAi DTES RAP Metadata Style Guide#Citation|citation]] field, write out a complete citation of the item (APA has typically been the standard).
* When entering information into the rest of the fields, refer to the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] for further guidance.
=== Filters ===
The rapTracker has five default Filter Views that correspond to the Access Status'. Use the Filter dropdown arrow (the one next to the "funnel" button on the Google Sheets toolbar) to pull up these Filter Views.

These filters are used to isolate sets of items by their statuses. For example, if you only want to look at the items that are awaiting action, you can click Action Required and the sheet will filter out items belonging to other statuses. To turn the filter off, click the Filter dropdown arrow again and choose '''None'''.

'''Do not''' make changes to the document while a filter is on. In the past, this has led to issues around information being overwritten or not properly saved. Turn off the filter first, and then make the changes. If you have suggestions for how to improve this document please discuss with Aleha before making any changes.

== DTES RAP Creators Tracking ==
This is the sister spreadsheet of the rapTracker. It is restricted and kept on Teams. It is used to track who and when we contact creators that are published on the DTES RAP.

Before contacting a creator, check this spreadsheet and the MRAi inbox for previous communications, so you can tailor your communications better.

== Unpaywall ==

=== Overview ===
The [https://unpaywall.org/products/extension '''Unpaywall browser extension'''] is a helpful tool for finding open access versions of articles. Unpaywall [https://unpaywall.org/sources '''uses both existing indexes and manual tracking'''] to point to open access versions of scholarly resources.

When you browse a resource on a publisher website, the Unpaywall extension tab on the right side of your screen displays different colours to indicate whether or not it has found an open access version of the resource. If the tab is coloured green, gold, or bronze, you can click it to access a version of the item. Some '''''(but not all)''''' versions of an item that are discoverable through Unpaywall are eligible for inclusion on the DTES RAP.

=== OA colours ===
* A '''green''' Unpaywall tab indicates that a version of the item has been self-archived to an OA repository. These items are licensed for sharing and reuse.
* A '''gold''' tab indicates that the open access item was published by the publisher. These items are licensed for sharing and reuse.
* A '''bronze''' tab indicates that the item was previously limited to subscribers, but has since been released for reading (typically after an embargo period). Items with a bronze Unpaywall tab typically have restrictions on reuse and sharing, so it is best to avoid sharing these versions of the items on the DTES RAP.
* A '''grey''' tab indicates that Unpaywall could not find an OA version of the article.

== Setting Up New Search Alerts ==
A search alert is a search string crafted for a specific database that, once saved, will e-mail an alert when new content meeting the criteria is added to that database. This step will describe generally how to pick databases, craft a search string, and set up a search alert.

#'''Selecting Databases:''' Select databases relevant to subject fields you want to target. You may want to focus on journals that have published a lot of UBC faculty work over the past few years. You might also want to consider focusing on journals that you know have good open access policies. For more information, see [[Sandbox:Making Research Accessible Publications Workflow#Checking Copyright Permissions|Checking Copyright Permissions]]. You can check [http://www.scimagojr.com/journalrank.php?area=0&category=0&country=CA&year=2014&order=tc&min=5&min_type=cdg Scientific Journal Rankings] for journal ideas to narrow your search. We recommend looking in at least two large databases; however, include as many databases as are necessary to cover the field in question.
#'''Crafting a Search String:''' Create a search string using the search box in your selected database. Make a search string that returns relevant content by UBC faculty contributors within your subject area (in this case, "Downtown Eastside" and "DTES" would be two standard terms). Narrow this by applying an affiliation parameter and/or a proximity operator to the string, if possible. The parameters and operators are often database specific and will likely be defined by the database. Further target the search by combining an affiliation search with subject specific terms relevant to the field you wish to search. Many databases have their own specific terms to narrow results. This search will return a smaller number of items relevant to your subject.
#'''Setting up Alerts:''' When satisfied with the amount of relevant results returned in the search string, save the search and/or set up a search alert. The terminology is often database specific, but a link or icon saying "save search" or "create search alert" is usually found in the header or sidebar of the page. Follow instructions to create or log in to an account. Make sure to use the mrai.info@ubc.ca e-mail address when creating your account. Most databases have a “frequency” setting for search alerts. This will set up e-mail alerts for any new results on a query at a specific time. It is recommended you set the frequency alerts to once per week.

== DTES RAP Pages ==
The Downtown Eastside Research Access Portal ([https://dtesresearchaccess.ubc.ca/ DTES RAP]) makes resources about Vancouver’s Downtown Eastside (DTES) more accessible and easier to discover. It was developed as part of the Making Research Accessible initiative (MRAi). Below are brief descriptions of each of the pages on the portal.

=== Topics ===
This page contains a list of topic tags that users can click on to navigate the portal. The terms for the topic tags were developed to not just reflect what is present in the portal, but to also highlight topics that are of interest to community residents. These topic tags are not imagined to be static, and can be added to or changed over time.

=== Search ===
This page allows users of the portal to identify and access academic materials such as scholarly articles and research summaries, as well as community materials such as reports, historical documents, and more. Note you can do an advanced search and limit results to open access only with the checkbox.

=== Directory ===
The directory identifies academic researchers and students who DTES community members and organizations could contact about research in the DTES. The current iteration of the site prioritizes UBC researchers. The directory was created in response to community members who identified not knowing or not being about to contact people who research in the DTES, and is designed to facilitate making those connections easier. In keeping with the values of the MRAi, only researchers who have given their permission to have their name and contact information on the site are included.

=== Projects ===
The projects page lists active or archived research projects that are happening or have happened in the DTES. This page was created in response to community members and organizations who wanted more knowledge about what research is happening in their neighborhood. In keeping with the values of the MRAi, only projects where the primary researchers have given their permission to have their research featured on the site are included.

=== Resources ===
The portal seeks to change the negative impacts of extractive ways of doing research by encouraging a more engaged and collaborative culture of knowledge exchange. This page provides links and brief descriptions of resources that have been identified as helpful for those interested in campus-community collaboration. Included in the resources are materials about making research more accessible, doing ethical and community-based research, using research for the public good, and planning a research partnership.

=== About ===
The About Page introduces the purpose and goals of the DTES RAP and the MRAi. It provides a brief history of the project, and is intended to be a jumping-off point for users to understand what they could use the portal for, what they will find on the portal, and how they might participate in the project.

=== News ===
The blog posts offer an opportunity to highlight different portions of the portal and make them easier for users to discover. For example, in one of the focus groups in user-testing the portal in 2019, participants identified wanting to use the portal to see different types of community-based research projects. While our tagging system does not currently have the ability to easily identify projects that use those methods in the search engine, a blog post could identify several research items available in the portal that do use these methods, making them more visible for users.

=== Contact ===
The contact page has a form where users can submit requests and recommend resources, and researchers can ask to be added to the directory or projects pages.

=== Help ===
The Help Page provides tips and tutorials for how to use the DTES RAP. This is imagined as a page users will go to for technical assistance in navigating the portal. In the future, we hope to add gifs and videos on this page.

== DTES RAP Content Style Guide ==
Currently, a [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit#heading=h.6jz5j6euppp MRAi Content & Style Guide] is in development by Nick Ubels. Consult as needed.

== DTES RAP Admin Panel ==
The DTES RAP Admin Panel is the RAP's content management system. The Student Librarians and Community-Based Research Assistant use the Admin Panel to create, edit, or delete information that displays on the RAP website, including:
* Item-level metadata entries,
* Controlled vocabularies (CVs) and their terms,
* Researcher entries for the RAP's Directory,
* Project entries for the RAP Projects Page,
* Blog content,
* Static text and photo content.
The DTES RAP Admin Panel has two different interfaces:
* [https://dtesresearchaccess.ubc.ca/admin '''RAP Admin Tools Panel'''] (Handles items, CVs, researcher directory, projects)
* [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] (Handles blog posts and certain static content)
Both require an authenticated Campus-Wide Login to access.

== Making Changes to the RAP ==

=== RAP Items ===
'''Adding Items'''
* First, get all your necessary tabs open to make the process as seamless as possible, this includes the: RAP Admin Tools Panel, the RAPtracker or Workspace, and the article you are adding. The rapTracker has a built-in “Index and Match” feature that will make adding objects a little easier. You simply need to copy the unique object identifier from the main Item Description page and then go into the Index and Match tab at the bottom of the excel sheet. Here you will copy and paste the unique object identifier into Column B, line 2 and all the information will auto populate. It’s the same info as is found in the Item description tab, just in an easier to read format. Alternatively, scroll across the columns to find the necessary details to add to the RAP. It is up to you and your preference!
* Now back to adding an item: In the RAP Admin Tools Panel, scroll down slightly to the '''Add/Edit Objects''' heading and click '''“Add new object”''' button.
* You should now be in the '''New Object''' menu. Copy and paste the '''''Primary Source URL''''' and '''''Primary Source Description''''' information from the Item Description List item record.
* '''Tips for Primary URLs:'''
** Make sure the primary source URL starts with http:// or https://. Example: https://www.linkvan.ca/about Once finished, click '''Set Source'''.
** Once the Primary URL is set, more fields should appear. Please note Primary URLs cannot be edited after the item has been published.
** For items that are hosted with UBC Library (e.g., cIRcle/Open Collections, UBC catalogue and therefor pull metadata from the original hosted sources it is important to note for our backend harvester to update these items nightly from OC and Voyager, the URLs should be in the formats below;
{| class="wikitable"
|'''Source'''
|'''Format'''
|'''For Example'''
|-
|OC
|<nowiki>https://dx.doi.org/10.14288/*</nowiki>
|<nowiki>https://dx.doi.org/10.14288/1.0223647</nowiki>
|-
|Voyager
|<nowiki>http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=*</nowiki>
|
|}
* To add a Secondary URL, click '''Add Source'''. A box with fields very similar to the Primary URL fields will appear.
*'''''Title''''', '''''Alt Title''''', '''''Serial Title''''', '''''Publication Date''''', '''''Description''''', and '''''Collection''''' are plain-text entry fields. Copy and paste the appropriate metadata from the Item Description List record to these fields. ''NOTE:'' the Collection is always the DTES.
*'''Creator(s), Contributor(s), Subject(s), and Language''' are "Click to Add" fields. This just means that if you do not “click to add”, then what you have entered will not be saved. In the Item Description List fields on the RAPtracker or Workspace, we differentiate the individual '''Creator(s), Contributor(s), and Subject(s)''' information for a given record with semicolons. On the RAP however, each creator(s), contributor(s), and subject(s) are entered as separate fields. So it takes a little bit of time and some copy/paste action, but it becomes second nature once you get the hang of it. Using ‘creator(s)’ as an example, the easiest way to enter all the necessary information in the RAP is to copy the entire creator list from the RAPtracker and then paste all the names into the creator field line on the RAP and press “Click to add”. Once you have added one field, the option to add more will then appear below. From there, just copy and paste each individual name into a new line and click to add, until you have gone through all the names. Be sure to delete the names from the original line as you go as well so you end up with a list of individual names in each field. The same process applies for the contributor(s) and subject(s) as well.
*'''''Access''''' is a dropdown field. Click the arrow and choose the option that matches the Access entry in the Item Description List record.
*'''''Projects''''', '''''Topics''''', '''''Affiliations''''', '''''Categories''''', '''''Genres''''', and '''''Types''''' are checkbox fields. For these fields, consult the Item Description List record and choose the Admin Panel checkbox options that match.
*'''''TIP:''''' The Affiliations field has grown extensively, so the easiest way to enter the information here is to search for the specific affiliation, check the box, and continue searching from there. You will not be able to see the entire list but once you have clicked the box, you can rest assured that the information is stored. If you do not see the affiliation listed, then you will have to add it by editing the ‘affiliations’ controlled vocabulary. See below for a detailed breakdown of how to do this.
* Items can be refer to other items. To make your item '''Refer To''' another item already in the RAP, you will need the other item's Object ID.
** The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
** The string after "[https://dtesresearchaccess.ubc.ca/admin https://dtesresearchaccess.ubc.ca/object/]" in the URL is the Object ID. It can begin with "ext." or "oc."
** Copy the string, paste it into the '''Refer To''' field for your new item, and click '''Add reference'''. Repeat if you want the new item to refer to more RAP items.

* When finished with all of the fields and satisfied with the results, click '''Publish'''. If you do not want the new item record to show up on the front end yet, click '''Save as Draft''' instead. If publishing sounds a bit intimidating, don’t worry if you think you have made a mistake or need to fix something, you can always edit an item once you have published it on the RAP.
'''Editing Items'''
* You can edit an existing item in two ways.
*# If you already know the item's Object ID, you can enter it into the '''Edit Object''' box on the main Admin Panel.
*# While signed into the Admin Panel, you can look for the item using the '''Search''' feature in the top nav, navigate to its page, and click the '''Edit Object''' button in the top left corner of the item record.
'''Deleting Items'''
* In the Item Editing Panel, there is a '''Delete''' button in the bottom-left. When you click it, a warning will display: ''Are you sure you want to delete this? The data cannot be recovered.'' To confirm, click '''Delete'''. To go back, click '''Cancel.'''
'''Adding research summaries'''
# Check if the original article is in rapTracker and is published on the DTES RAP (Search for title of the original article or creators)
# If not, add the original article to rapTracker and DTES RAP (this will help you generate the same metadata for the summary).
# Create an APA citation for the summary.
# In the rapTracker, insert a new row next to the original article, using the summary citation.
# Copy the applicable metadata from the original article, for example, subjects, topics, affiliations will remain the same.
## Note: For the summary, the creator is the creator/organisation that created the summary, under ‘contributors’, put the creators of the original article.
## Note for cIRcle items, creator first names may become initials, for example, “Wood, Evan” becomes “Wood, E.” In this case, follow cIRcle’s convention in the metadata of the summary. For more information, consult the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
# Add summary to DTES RAP.
## When the object is published on the RAP, it generates an Object ID under “Linked Objects” and “Refers To.” This is the Object ID of the item you added to the RAP (example: ext.6224).
## Copy this Object ID and add it to the rapTracker field under “RAP ID refers to.” This indicates that it has been published on the RAP and can be found by searching for this number.
# Cross-reference the summary to the original article.
## Find the Object ID of the original article
### The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
### The string after "<nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>" in the URL is the Object ID. It can begin with "ext." or "oc."
### Copy the Object ID of the original article and paste it in the summary’s rapTracker row under “RAP ID” for your new item.
# Return to the item in Wordpress and “edit object”
## Remember to click Add reference. Repeat if you want the new item to refer to more RAP items.
# In the rapTracker field “refers to DTES RAP ID”, add the object identifier number that was generated in “refers to” under Linked Objects in Wordpress Admin.
# Check how it looks on the RAP and check the links are correct

=== Controlled Vocabularies ===
'''Editing Controlled Vocabularies'''
* In the RAP Admin Tools Panel, scroll down to '''Manage Controlled Vocabularies'''. You will see a dropdown box with eight different controlled vocabularies: ''Access, Category, Expertise, Genre, Affiliation, Project_status, Topic,'' and ''Type.''
* Each correspond to a particular field in either RAP item records, researcher directory records, or project records.
* From the dropdown, choose which controlled vocabulary you want to edit and click '''Edit Vocabulary'''.
* For example, when '''Topic''' is chosen, you will be taken to a page with a list of Topic Terms.
'''Adding Terms Within a Controlled Vocabulary'''
* Scroll past the list of terms to the bottom of the page. Click '''Add a Term'''.
* Give your term a descriptive '''Label''' (required) and a '''Definition''' (optional). '''Label''' is public facing. '''Definition''' is not. Use the '''Definition''' field for scope notes and LC Name Authority Notes.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Editing Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a white '''Edit''' button. Click it to change the term's '''''Label''''' and/or '''''Definition'''''.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Deleting Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a dark blue '''Delete''' button (just below the white '''Edit''' button).
* A confirmation box will appear. If you want to delete the term, click '''Delete''' again. Otherwise, click '''Cancel'''.
* If an item is tagged with the term, the system will not allow you to delete it. It will tell you which object IDs are tagged with the term. If you still want to delete the term, you will have to untag each item first.

=== Directory of Researchers ===
'''Adding a New Researcher'''
* Under the '''Add/Edit Researcher''' header, click '''Add New Researcher'''.
* '''First Name''' and '''Last Name''' are mandatory text entries.
* '''Title''', '''Institution''', '''Faculty''', '''Department''', and '''Description''' are all optional text entries. If you do not have any information for any one of these fields, leave the field blank.
* '''UBC Faculty Profile, Phone''', '''Email''', '''URL''', and '''Twitter''' are are all optional "Click to Add" fields. If you do not have any information for any one of these fields, leave the field blank. If you do have information, type one entry in the field and then '''Click to Add''' to save that entry. If you have another entry for the field (for example, if the researcher has two e-mail addresses and you have already entered one), repeat the process. If you need to remove or relocate information from one field to another, make sure to delete the text input and then click the button to '''Remove''' the information.
** If a researcher provides you with any links to a personal profile on a University faculty profile site or institutional profile, etc., add this link in the "UBC Faculty Profile" field, followed by ", See FirstName's [description of profile]" to show a description of the link on the profile page. '''Example''': Entering Joey McJoerson's CDC profile into the "UBC Faculty Profile" field, input: www.yourcdc.ca/Joey-McJoerson, See Joey's CDC profile
** If a researcher provides you with a Twitter link, add @TheirHandle into the Twitter field and Wordpress will hyperlink to their profile.
* '''Expertise''' is a checkbox field. If the research has supplied their area of expertise and it is in the Expertise CV, select it.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
*
'''Editing a Researcher'''
* Like items, you can edit an existing researcher in two ways.
# If you already know a researcher's Researcher ID, you can enter it into the '''Edit Researcher''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the researcher using the '''Directory''' feature in the top nav. Find the researcher in the list and click the '''Edit Researcher [ID#]''' button underneath their record.
=== Projects ===
'''Adding a New Project'''
* Under the '''Add/Edit Project''' header, click '''Add New Project'''.
* '''Project Name''' and '''Status''' are mandatory fields. The first is a text field; the second is a dropdown field with three options.
* '''Primary Researchers''' and '''Other Researchers''' are Click to Add fields.
* '''Project URL / Nickname, Description,''' and '''Methodology''' are optional text fields.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
'''Editing a Project'''
* Like items and researchers, you can edit an existing project in two ways.
# If you already know the Project ID, you can enter it into the '''Edit Project''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the project using the '''Projects''' feature in the top nav. Find the project in the list and click the '''Edit Project [ID#]''' button in the lower right corner of the project "card."
=== Blog ===
'''Adding a New Blog Post'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Posts.'''
* In the Posts menu, click '''Add New''' near the top.
* Add a title in the Title field, then add your text to the field underneath.
* If needed, you can toggle between the '''Visual''' (WYSIWYG) tab and the '''Text''' (HTML) tab.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to '''News''' on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it will look.
'''Editing a Blog Post'''
* In the '''Posts''' menu, find the relevant blog post. Click on the title.
* When finished editing the post, click '''Publish''' again.
'''Deleting a Blog Post'''
* In the '''Posts''' menu, hover over a blog post title.
* You will see four additional options appear underneath the title. Click '''Trash'''.

*

=== Static Content ===
'''Editing Resources, About, and Help Pages'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Pages.'''
* You will see three main web pages: '''Resources''', '''Help''', and '''About.'''
* You will also find sub-pages underneath '''Resources''' and '''About.''' These sub-pages are preceded by an em dash.
* Click on the title of the page you want to edit. Edit content in either the '''Visual''' or '''Text''' tabs.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to the corresponding site on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it looks.
*
'''Editing Header Images for Resources, About and Help Pages'''
* When in the edit panel for one of these pages, scroll down to '''Featured Image''' in the right sidebar.
* To change the image that appears in the header, click the Featured Image thumbnail.
* Wordpress will take you the the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library].''' You can either select an image from the collection of images that have already been uploaded to the Wordpress site, or you can switch to the '''Upload Files''' (top left corner) tab if you want to upload a new image.
* The images should be optimized for web, so the photo file size should be shrunk to less than 500kB.
* The aspect ratios should be similar.
* Make sure the image you select has an identifying name (it should probably correspond to the page it is going on—for example: "help_header1").
* With your image highlighted in the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library]''', click '''Set featured image'''.
'''Editing Header Images for Other Pages'''
* If you want to edit static content on other pages (including the Home page, Topics, Search, Directory, and Projects), you will have to contact IT for the change.
* However, if there is a header image in place on one of these pages, it can be '''replaced''' through the '''Media''' tab in the left sidebar.
* Search the name of the page in the media library search bar. It should pull up the corresponding header photo for the page. Click on that photo.

[[File:SLO MediaGallery Capture1.png|thumb|A screenshot of the Media Gallery search.|none]]

* In the photo menu, click '''Replace Image.'''

[[File:SLO MediaGallery Capture2.png|thumb|In the photo menu, click on Replace Image.|none]]

* At the next screen, choose '''Just replace the file'''. Click '''Upload'''.
**Warning: Choosing '''Replace the file, use new file name, and update all links''' will break the link to the image on the site.

[[File:SLO MediaGallery Capture3.png|thumb|Select "Just replace the file."|none]]

== MRAi TeamShare Folder (aka Shared drive) ==

=== Overview ===
The root folder MRAi uses to store its files on UBC's TeamShare storage is called '''MRA Campaign (Path —T:\MRA Campaign)'''. Here's instructions for mapping for the first time outside of UBC Library https://it.ubc.ca/services/web-servers-storage/teamshare-storage-service/mapping-or-mounting-teamshare-microsoft

This is a place for long term secure storage of files. You can arrange to use this from personal laptops, workstations at the Learning Exchange or UBC Library.
== Qualtrics ==
The Qualtrics tool is used to collect information from researchers in order to populate the Directory and Projects pages. This includes details about how to contact them, their academic affiliations, and their research focuses. (Note: EM modified Qualtrics survey on February 17, 2022 so that the researcher directory topic options match the topic labels displayed in the RAP.)

=== Sending the Qualtrics survey ===

* Manually add the researcher as a contact, in the Contacts section.
** Note: if this is your first time sending a survey link, you will need to create a new contact list.
* Navigate to Projects, select the MRAi Directory and Projects Survey, go the "Distributions" section.
* Select "Personal links" from the list of options on the left-hand side.
* Select the "Generate link" button in the upper right.
* Click "Select contacts," and select the researcher to whom you are sending the link.
* Set the link to expire in 60 days (the default), and then select "generate links."
* The link will automatically download in an Excel spreadsheet. Open it and use the link in your email to the researcher.
* Update the Creators tracker by adding details in columns N-P

=== Accessing survey results ===

* You should receive emails when researchers submit their surveys, from noreply@qemailserver.com
* If the researcher has submitted only one project or fewer for inclusion in the portal, you may be able to copy responses directly from this email.
* If the researcher has submitted multiple projects, the formatting is confusing to view as delivered in the email. Instead you can log in to Qualtrics, select the MRAi Directory and Projects Survey, navigate to the "Data and Analysis" page and either:
** Click the down arrow button at the far right side next to the response you wish to view, then select "Export to PDF," OR
** Select "Export & Import" > CSV > Download to see an Excel spreadsheet with all responses
* Input responses into the appropriate sections of the RAP Creators tracker (columns Q-BV) and to the appropriate sections of the RAP. See [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance.

== Teams ==
Starting in July 2022, the MRAi began using Teams for active file sharing and management of Task lists, in place of Basecamp and Teamshare. You can read the MRAi Teams [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/Teams%20intro%20user%20guide.docx?d=wa1975f50db3a49e19f4a7b037eea38b4&csf=1&web=1&e=vwXiKC user guide] or watch [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/How%20to%20videos?csf=1&web=1&e=iFeyRn explainer videos]. Note that you will have to be a member of the MRAi Teams site to view these files.
[[Category:MRAi]]
[[Category:Circle Projects]]

Documentation:Student Librarian Orientation (MRAi)

2026-08-21T23:15:11Z

KendallWilber:

== Introduction to this Wiki ==
The Student Librarian Orientation (SLO) Wiki page is intended to give incoming MRAi Student Librarians a basic overview of all the many different aspects of this position. It introduces the major tools and interfaces frequently used in the role, as well as general guidence for day-to-day workflows. It is also useful for those new to the MRAi in general, and will be a great reference point when incoming MRAi team members are finding their feet in the early days of their new position. The SLO Wiki and/or its attendant Wikis should be updated in accordance with the [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]] when relevant tools/guidelines/workflows are added, eliminated, or modified.

As you read through this SLO Wiki, do keep in mind that there are a lot of moving parts that make up the MRAi and it takes time for new folks to learn what they are and how they all interact with one another. We encourage all incoming team members to be graceful with themselves as they learn about the work of this initiative. Please feel free to ask any questions!

== Reference Tools ==
'''MRAi Resources'''
* [https://wiki.ubc.ca/Sandbox:MRAi_Orientation_Documents MRAi Orientation Documents]: Higher-level information about the MRAi's purpose, how we work, what we accomplished last year, and our annual work plan.
* [[Documentation:MRAi DTES RAP Metadata Style Guide|MRAi DTES RAP Metadata Style Guide]]: Definitions of, and stylistic guidelines for, each metadata field in Downtown Eastside Research Access Portal (DTES RAP) item records. ''This one is especially helpful!''
* [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit# MRAi Style and Content Guide (Draft)]: This working document is meant to be used by MRAi team members (referred to as users) who create or edit content for the DTES RAP that is not part of the collection. Created by Nick Ubels and Geoff D'Auria.
* [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]]: Read about how the Wiki is structured and how and when to add/remove content.
* [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv subscribers]: This document was created in 2023 to track correspondence with authors, creators, and other folks in the MRAi network regarding the DTES RAP. Information about who currently is a subscriber to the MRAi Listserv is also recorded in this document.
'''cIRcle Resources'''
* [[Library:Circle/Adding faculty publications to cIRcle|Adding Faculty Publications to cIRcle''':''']] This is a general workflow guide maintained by the cIRcle Office. [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Section 3: Check Copyright Permissions]] is the section relevant for identifying if research articles are eligible for deposit in an institutional repository and under what conditions.
*[[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]: This page is maintained by the cIRcle Office and provides guidance on preferred and accepted file formats. ''This one is especially helpful!''
*[https://circle.ubc.ca/ cIRcle website:]: Search the repository, find all up-to-date guidelines, policies, sponsorship webforms and licenses.
'''Other UBC Library Resources'''
*[https://scholcomm.ubc.ca/open-access/ ScholComms@UBC] Website: Has up-to-date information about Open Access, Open Scholarship and Author Rights.
*[https://open.ubc.ca/access/ Open UBC]: Has toolkits to support open access.
*[https://about.library.ubc.ca/contact-us/ejournal-help/ UBC Library IT]: Use this form to report technical issues with the RAP. Please update Aleha if you experiencing any issues with the RAP.

== Roles and Responsibilities ==

==== MRAi Student Librarian ====
The MRAi Student Librarian works within the MRAi to support collection development and maintenance for the Downtown Eastside Research Access Portal (DTES RAP), communicate with both authors and staff alike, adhere to publishing permissions, and contribute to the greater task of writing and compiling metadata. This position currently works with and reports to the MRAi Community Engagement Librarian DTES RAP Project Lead for day-to-day library projects and is guided by the Academic Director of UBC's Learning Exchange for broader MRAi projects and goals. Student Librarians are also in regular communication with cIRcle staff to facilitate adding new material to [https://circle.ubc.ca/ cIRcle], UBC's institutional repository. All items to be added to cIRcle go through a workflow process, where the Student Librarian records possible items for cIRcle on a shared documentation tab (see cIRcle Candidates tab on the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). The cIRcle Specialist then communicates with the authors and creators, writes and collects pre-populated PDF licenses, and submits these for publication. Once items are published in cIRcle, the Student Librarian will be notified to then add these items to the RAP. Further details about this workflow process can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

The principal responsibility of the Student Librarian role is to support the collection development activities of the DTES RAP. New research articles, as well as community and scholarly works, are discovered through a variety of sources, including email alerts, word of mouth, internal recommendations, and self-archiving. Part of the Student Librarian’s regular tasks is to sort through and identify prospective works that can be self-archived in cIRcle and/or curated on the DTES RAP. To determine an item's eligibility for inclusion, the Student Librarian uses best judgement, remembering that all new material should reference and be specific to the DTES community. If in doubt, reach out to the MRAi Community Engagement Librarian DTES RAP Project Lead for clarification and confirmation. As well, a substantial amount of this role involves compiling and writing metadata for items that will be added to either cIRcle and/or the DTES RAP. The Student Librarian uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] and [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] for drafting all metadata. These Google Sheets are intimidating at first but new Student Librarians will get the hang of them in no time!

Communication is a big part of this role, all with the leading purpose of growing the DTES RAP collection and building a wider network of scholarly and community-based relationships. The overarching goal of the DTES RAP is to function as a useful stand-alone resource for knowledge dissemination, as well as encourage and facilitate knowledge exchange activities for UBC and the broader community. There are lots of little bits to this position, many of which new Student Librarians will learn in the first few weeks, and after this learning curve, the finer details start to seem much more straightforward.

The Student Librarian works closely with the Community Engagement Librarian/DTES RAP Project Lead, the Community-Based Research Assistant, the Community-Based Research Coordinator, the cIRcle Specialist, and the MRAi cIRcle Project Lead. Details about these working relationships can be found below.

==== MRAi Community Engagement Librarian DTES RAP Project Lead ====
The Student Librarian coordinates with the cIRcle MRAi Community Engagement Librarian Project Lead to ensure clear and consistent expectations, workflows, and deliverables. This position oversees the work of the MRAi Student Librarian to ensure deliverables are met and processes are executed accurately. This position is permanently held by [http://directory.library.ubc.ca/people/view/744 Aleha McCauley] (she/her), the Community Engagement Librarian based at the Irving K. Barber Learning Centre (IKBLC).

==== Community-Based Research Assistant ('''currently vacant)''' ====
The Student Librarian coordinates with the Community-Based Research Assistant, another student position within the MRAi team, to aid the input of researcher contact information into the DTES RAP [https://dtesresearchaccess.ubc.ca/directory Directory page], as well as the input of project information into the DTES RAP [https://dtesresearchaccess.ubc.ca/projects Projects page]. Further details about this process can be found in the [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Adding_Researchers_to_the_Directory_and_Projects_Pages Adding Researchers to the Directory and Projects Pages]. The Community-Based Research Assistant is predominantly based out of the UBC Learning Exchange, and the Student Librarian may hold standing virtual and/or in-person meetings with the student working in this role.

'''Community-Based Research Coordinator (currently vacant)'''

The working relationship between the Student Librarian and the Community-Based Research Assistant is further supported by the Community-Based Research Coordinator, a position that supports community-university knowledge exchange activities out of the UBC Learning Exchange. As one of the supervisors for the Community-Based Research Assistant, the Community-Based Research Assistant supports and, where necessary, provides guidance on the shared work of the Student Librarian and the Community-Based Research Assistant, especially with respect to the ongoing development and maintenance of the DTES RAP Directory and Projects Pages. The Student Librarian also works alongside the Community-Based Research Coordinator on a semi-annual basis to facilitate and support the work of the ASTU 100 Project. Details about this specific workflow process can be found in the [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#ASTU_100_Infographic_Submission_Process ASTU 100 Infographic Submission Process] section. This position is currently held by [https://learningexchange.ubc.ca/about-us/our-team/ Katherine Cheng] (she/they).

==== cIRcle Specialist ====
The Student Librarian coordinates with the cIRcle Specialist to deposit materials for the MRAi project to cIRcle and apply metadata enhancement practices to pre-defined materials. The cIRcle Specialist and the MRAi Student Librarian work closely to coordinate the deposit of materials to cIRcle as well as track archived/metadata-enhanced materials in shared MRAi and cIRcle workflow tracking documentation (see the cIRcle Candidates tab of the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 rapTracker]). This position is currently held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin] (she/her), Digital Repository Specialist.

==== MRAi cIRcle Project Lead ====
The MRAi cIRcle Project Lead supports the working relationship between the cIRcle Specialist and the Student Librarian, as well as provides guidance on cIRcle-related matters (e.g., copyright, self-archiving, etc.). This position is generally held by This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian ([https://directory.library.ubc.ca/people/view/1020 Amber Saundry], Digital Repository Librarian, served as cIRcle Project Lead during Tara's sabbatical [July 2025-June 2026] and will continue to consult as needed].

'''Other MRAi Team Members'''

The Student Librarian also interacts with other team members working within and/or for the MRAi and, depending on the individual interests and/or capacity of the Student Librarian, may work on special projects with them. The following roles are standing members of the MRAi team:

* '''Communications Specialist, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBR%24KG0%40T%20%0A Geoff D'Auria] [he/him]).
* '''Director, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBS%24%5BA1PH%20%0A Kathleen Leahy] [she/her]).
* '''Academic Director, UBC Learning Exchange''' (currently vacant)

== Discovery and Selection of Items ==
The MRAi simultaneously pursues both academic research and community materials (what we refer to as grey literature, or "grey lit" for short) for both archiving in cIRcle and for curated links to in the DTES RAP. Some items are better suited for linking directly to the DTES RAP, such as an open access thesis from a non-UBC repository or a non-profit report from an organization's website, while others are suited for archiving in cIRcle, such as a restricted access scholarly article by a researcher who is interested in sharing a permissible open access version in cIRcle.

=== Academic articles through search alerts ===
The MRAi discovers the bulk of its academic research using pre-set search alerts. So far, the MRAi has three primary search alerts: Mendeley, Google Scholar and Read by QXMD. At intervals, the alerts deliver newly-indexed articles, filtered by MRAi’s specified search terms, to the shared MRAi e-mail account (mrai.info@ubc.ca). The search alerts are automatically sorted into the email folders that correspond to the database they came from. On a weekly basis, the Student Librarian reviews each set of results for relevancy to the MRAi's criteria for inclusion. Once the Student Librarian deems an item eligible for inclusion, they make a new entry for the item in the rapTracker and/or RAP Workspace.

Using [https://unpaywall.org/ UnPaywall], [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder], [https://shareyourpaper.org/ ShareYourPaper], [https://resources.library.ubc.ca/page.php?id=41 UlrichsWeb] (a database accessed through the UBC Library and requires a CWL), [https://circle.ubc.ca/ UBC cIRcle], and a Google search of the title, look for an open access (OA) version of the item. If the item is not OA, note the [[Documentation:Student Librarian Orientation (MRAi)#Checking Copyright Permissions|embargo period]] in the rapTracker in the appropriate column. Previous Student Librarians found the use of the [https://unpaywall.org/ UnPaywall browser extension] to be one of the most helpful tools in their work and recommend that future Student Librarians use it, too.

OA can sometimes look slightly different based on different publisher permissions, so take your time to familiarize yourself with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. This is an ever-evolving landscape to navigate! Based on previous Student Librarian experiences, this part of the role took a bit longer to get the hang of, so ''be patient with yourself'' as you learn the specifics of copyright permissions. Bring questions to your check-ins.

=== Community-generated materials/grey literature ===
Community materials or grey literature—such as community reports, newsletters, and working documents—often offers flexible, grounded, and process-oriented insights that differ from the conventions of traditional academic publishing. Within the DTES RAP, grey literature includes either UBC-affiliated materials eligible for archiving in cIRcle or curated, externally linked content created by community or government organizations working in or on the Downtown Eastside (DTES).

As of '''May 2025''', '''only materials with an explicit UBC affiliation are eligible for deposit in cIRcle.''' cIRcle defines UBC affiliation as content that is authored or co-authored by, created in affiliation with, contributed by, or hosted by a UBC student, staff, faculty member, department, or official UBC location (e.g., Learning Exchange). '''Materials that do not meet this affiliation requirement may still be''' '''curated on the DTES RAP through external links,''' offering visibility and access to the public, though they cannot be archived in UBC’s institutional repository.

In 2023, we began informally collecting newsletters from DTES-based community organizations through the MRAi shared email (mrai.info@ubc.ca). These are stored in a designated "Community Organizations Newsletters" folder and reviewed periodically by the Student Librarian as a source for discovering relevant community content. As new organizations are identified, we encourage Student Librarians to subscribe to their newsletters using the shared MRAi email and update the Outlook rule to ensure consistent organization and tracking. If you identify materials that are at risk becoming inaccessible please discuss with our MRAi contacts.

=== Suggested items ===
For a period of time, members of the MRAi team would input suggested items via a Google form '''but as of 2023 this is no longer in use.''' This now-defunct Google form, however, can still be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Google%20Form?csf=1&web=1&e=XpKmyk Teams > Collection Work].

When the Google form was in use, the Student Librarian could access the content of the Google form using the MRAi Gmail account (mrai.shared@gmail.com). An alert would come to the MRAi shared inbox when a response was submitted. If the suggested item was deemed urgent and the suggester wanted it added to the portal within a specific timeframe, the suggester would also email the MRAi inbox to flag the item for urgent inclusion. Suggested items would then be entered into the rapTracker and RAP Workspace to later undergo the usual workflow of an item.

== Pursuing Items: Our Working Criteria ==
The following offers some guidance to determine whether the material is representative of the goals of the MRAi project. Scope may change as the initiative matures, so this criteria is often revisited by our Steering Committee and various stakeholders. Please keep up-to-date with our [https://infohub-2019.sites.olt.ubc.ca/files/2020/07/Curatorial-Statement-2020-Final.pdf public curatorial statement] to ensure items being considered for inclusion to the DTES RAP and/or cIRlcle are consistent with current MRAi practices.

=== Current Working Criteria ===
When determining an item’s eligibility, consider:

==== 1) Geographic location relevance ====
Look for keyword frequency, the appearance of terms such as “Vancouver” and/or “Downtown Eastside” in the title, subject headings, and/or body text of an item. The contributors or affiliations may also have a connection to the DTES community. However, as this may not always be apparent in a keyword search, always do a little digging on the creators and organizations mentioned in the item. Double-checking internal MRAi documentation, like the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=xQsodi Master List - Student Librarian Engagement Notes and Listserv Subscribers], can be helpful for this, too.

Note: When we refer to the DTES, we are referring to the [https://guidelines.vancouver.ca/policy-plan-downtown-eastside.pdf Local Planning Area] per the City of Vancouver's definition. This definitions comprises seven sub-areas: Chinatown, Gastown, Industrial Area, Oppenheimer District, Strathcona, Thornton Park, and Victory Square.

==== 2) Timeliness ====
We typically only curate and upload items that have been published from 2010 onwards, however, there are always exceptions to this rule. Be sure to run any item with an earlier date that you think may be of interest to the DTES RAP collection by the MRAi Community Engagement Librarian DTES RAP Project Lead for confirmation.

As well, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from creators. To learn more about and/or get a refresher on post-prints, see the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Checking Copyright Permissions]] section.

==== 3) Institutional affiliation ====
As of '''May 2025''', only items with a clear UBC affiliation are eligible for inclusion in cIRcle. This means the creator must be a UBC student, staff, faculty member, or affiliated with a UBC unit or host location—and must be named as an author, co-author, contributor, or institutional affiliate. Because of this requirement, materials created solely by non-UBC affiliates are no longer eligible for cIRcle deposit, though they may still be curated on the DTES RAP via external links.

==== 4) Language ====
At this time, we only work with items written and published in English.

==== 5) Stakeholder recommendations ====
We aim to prioritize materials where there is an identified DTES community interest in the topic and subject matter. We also take recommendations from many stakeholders, including current MRAi affiliates, the general public via our contact us form, and the UBC community.

=== Exceptions to the Working Criteria ===
As we seek to grow the DTES RAP collection, exceptions can be made, especially when an item offers:

* Information and/or insight into an under-represented topic and/or subject matter.
* Historical significance.
* Diverse representation.
* Research that is conducted outside of the DTES that is nonetheless of importance to DTES.
Items that are frequently cited by other works in the DTES RAP collection may also be exceptions to our standard working criteria.

=== '''cIRcle vs. DTES RAP Candidacy''' ===
There are several factors that Student Librarians can keep in mind when searching for and/or discovering potential material to include in the DTES RAP collection, especially when it comes to whether an item should be pursued for cIRcle ''in addition to'' being curated in the DTES RAP.

==== '''1) Hyperlink stability and availability''' ====
Is the item hosted on a stable, well-funded website and/or archived in a repository like PubMed Central or BioMed Central? If so, then just linking to the item (or, curating) on the DTES RAP is sufficient.

Is the item only hosted in one location online and/or is vulnerable to loss and deletion? In other words, will you be able to reliably access or download a PDF copy of the work? If there is no reliable source and you suspect the link is not stable, then the item is a good candidate for linking on the DTES RAP and/or depositing to cIRcle.

As a general rule, if the link is seemingly unstable and is a good fit for the DTES RAP, then it is a good idea to also archive the item in cIRcle so that access to it will remain both possible and stable in the long term. If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== '''2) Organizational need''' ====
Does the creator and/or organization have a need for free support in order to help preserve their work, or do they have the capacity to archive or preserve their own work? This is especially important to keep in mind when engaging with community-based organizations and non-profit societies working within and around the DTES who may not have the funding, staff time/expertise, and/or digital infrastructure to preserve their valuable materials (e.g., annual reports for community organizations). If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== 3) Relationship ====
This is where our internal tracking documents come in great hand. Check the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] to see whether the MRAi has an existing relationship with a certain creator. If so, has the creator been previously willing and able to work with us to self-archive their work in cIRcle? Take note of any capacity issues that this person may have expressed during previous correspondence. Our goal is to make the work of creators easier - the last thing we want to do is overburden them with requests. For instance, would it be best to hold off on pursuing an item for cIRcle for the time being and return to it at a later date when the creator is less busy?

If the creator of an item is someone who the MRAi has not connected with previously (to the best of your knowledge and by the notes retained in our internal tracking documents, at least), then can accurate and up-to-date contact information for this person be readily found online? If not, then this may not be a reliable creator to reach out to at this time.

==== 4) Level of description ====
Do we have adequate information to describe the item appropriately and fill out our mandatory metadata fields (e.g., title, publication date, creator names, topic, category, genre, type? If working with community-generated material, can the creator help us to describe the item appropriately?

=== '''Saving Citations''' ===
The MRAi uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] to track item citations and the status of requested materials. The MRAi Student Librarian saves citations for viable candidates to the DTES RAP by using the appropriate columns of the spreadsheet. Each new entry receives a "Data Created" status and initially includes the item's title, its creators, a publisher DOI, a full citation, and a creator point-of-contact (i.e., the article's designated corresponding author). The Student Librarian fills other fields in the entry as the item progresses through the relevant processes.

= Checking Copyright Permissions =
The starting place for discovering and understanding publisher self-archiving policies is [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder] (formerly SHERPA/Romeo). Although the Policy Finder is a good place to get a quick policy digest, each entry includes links to the journal's self-archiving policy page. Use these links to verify and clarify policies and conditions on the publisher's website.

A term that Student Librarians will become familiar with as they understanding publisher self-archiving policies is "embargo." An embargo is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals and/or those with institutional affiliation(s). If an article is currently under embargo, it can still be archived to cIRcle, but access to the article on the repository will be restricted until the embargo end date. Folks interested in items currently under embargo must make a special request to cIRcle in order to access it.

=== Understanding Article Versions ===
cIRcle has a Wiki page for [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Adding Faculty Publications to cIRcle]] which includes a section on [[Library:Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Identifying Permitted Self-Archiving Versions]]. Please review carefully, and revisit as needed.

The Student Librarian first needs to identify which version of an item is permitted for self-archiving, and then work with the item's author to apply any conditions such as a version statement, citation, and/or embargo. Many authors need coaching on identifying the permitted self-archiving version; they frequently assume you are asking for the published version and permitted version terminology serves to add to that confusion. For this reason, you may want to include a brief description and example of the version you are asking for: "...the accepted post-peer review version without publisher formatting (i.e. Author's Accepted Manuscript)."

In many cases, creators will need clarification from the Student Librarian to understand the differences between the version types. For more information and examples regarding identifying and communicating version types, see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki or the [https://wiki.ubc.ca/images/f/fe/CopyrightcIRcle_AuthorsGuide.pdf Author's Guide to Self-Archiving].
=== Strategies for Checking Journal Copyright Permissions ===
The Student Librarian can generally go through the following steps to check the copyright permissions of a scholarly article:

'''1)''' As mentioned above, first search for the journal in the JISC Open Policy Finder for an at-a-glance view of their self-archiving policies. Then, visit the website of the journal and double-check their open access policy to ensure the information found on the JISC Open Policy Finder is up-to-date.

'''2)''' Use tools, such as the [https://unpaywall.org/ Unpaywall] browser extension and [https://shareyourpaper.org/ Share your Paper], to see if there is an open access version of the article somewhere online.

'''3)''' Try searching for the article in the UBC catalogue to see if it's a part of the UBC Library collection already.

'''4)''' Search [https://resources.library.ubc.ca/page.php?id=41 Ulrichs] to see an example of record confirming where the journal is made available online, as well as if it is open access.

'''5)''' As a final step, contact the journal's editor for more information. If this needs to be done, please contact the MRAi cIRcle Project Lead and the MRAi Community Engagement Librarian DTES RAP Project Lead first.

= Requesting Creator Permissions =

=== Email Templates and Preparing Correspondence ===
The MRAi team has drafted a number of templates to streamline and standardize the process of requesting creator permissions for articles identified for inclusion to the DTES RAP. The email templates are located in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Email%20Templates?csf=1&web=1&e=XKKlmj Teams > Collection Work > Email Templates]. To make it easier for the Student Librarian to use and copy the email templates, they are also held in a folder of the same name in the shared MRAi email inbox. The Student Librarian will select the appropriate template based on whether or not the MRAi team has contacted the creator before and at what stage engagement with this creator is at (e.g., self-archiving request sent, providing next steps for self-archiving in cIRcle). A helpful tool here is the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listerv Subscribers]. Use this document to not only check whether the MRAi team has previous and/or current engagement with certain creators but also to keep track of the engagement currently happening with the creator regarding self-archiving requests.

Unsure of which co-author/co-creator to contact about an article/item? Most scholarly articles will have a designated author that correspondence can be directed to. This information is often found in the author field at the top of an article or, in some cases, it may be found in the article's footnotes or endnotes. Sometimes this information is indicated by the presence of an envelope icon next to an author's name.

==== When drafting correspondence from the MRAi shared email account, please keep the following in mind: ====
* For every email, use a descriptive subject line. Each email template has a descriptive subject line for the Student Librarian to use.
* Always cc: the MRAi Community Engagement Librarian DTES RAP Project Lead.
* If requesting more than one article from the same creator, send only one e-mail with a numbered list of all the relevant articles. For each article, include a full citation and a description of the publisher's stipulations for archiving the article (i.e., the permitted version, embargo period, date of embargo expiry if applicable).
* When sending out a self-archiving request ('''Template 1A''' or '''Template 1B''') be sure to also include a pre-populated PDF of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. Always download the cIRcle License directly from the cIRcle website to ensure you have the current version.
* Depending on correspondence and the individual style of each Student Librarian, the cIRcle license can also be passed along to the creator when providing next steps ('''Template 3''').
** Reminder: At least one co-creator must fill out the license form online for the article to be uploaded to the repository. It is expected that the creator signing the cIRcle License will make co-creators aware of their agreement to archive the article in cIRcle. The creator who fills out the form assumes license permissions responsibility on behalf of all co-creators. If the creator chooses to notify others affiliated with the paper, they may do so by inserting their e-mail addresses into the cc: field.

* If an article already has a Creative Commons (CC) License and it is permissible to distribute freely in things like institutional repositories, it is still best practice to notify the creators that their work is now also accessible in cIRcle ('''Template 5''').
* For consistency, please use Calibri font, size 11, and Canadian spelling.
* Use custom links when referring to the DTES RAP so that the MRAi can track the portal's traffic (e.g., academic audiences vs. community-based audiences).
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation academic audiences].
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation community audiences].

=== Version Statements ===
Version statements help alert users what version of academic research they are reading (e.g., the preprint or postprint), as well as where they can find the published version of the article. As a general rule, Student Librarians apply the version statement to an item on behalf of creators. Even if the publisher does not require a version statement, it is very helpful to cIRcle to include one.

Some publishers will have a version statement template to apply to an article's submitted manuscript or accepted manuscript, and this can often be found in the publisher's open access policy or somewhere on their website.

However, most version statements follow a similar format, and Student Librarians can generally use the following format when applying a version statement:

''"This is the [pre-print/post-print] version of the following article: [full citation], which has been published in final form at [article DOI]. This article may be used for non-commercial purposes in accordance with [publisher names] Terms and Conditions for Use of Self-Archived Versions."''

Note: The inclusion of the last sentence will depend on the CC license of the individual journal. The most important part is the statement of the version and the full citation.

View an example of [https://dx.doi.org/10.14288/1.0394565 a MRAi-archived scholarly article with an amended version statement] in cIRcle.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|link=https://wiki.ubc.ca/File:079575-blue-white-pearl-icon-business-light-on.png|100x100px|Tip]]
|'''Tip:''' If the creator sends an incorrect version, you will need to follow up and provide clearer instruction on version types. If a creator uses the Item Submission form for an embargoed article, [mailto:circle.repository@ubc.ca please notify the cIRcle office immediately] to request the file be deleted.
|}
=== "Pursuing for cIRcle" Workflow ===
When an item has been identified as a good candidate for cIRcle, the Student Librarian can move through the following workflow:

'''1)''' '''Update the item entry.'''

Go to the item's entry in the [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] and change the text in the '''cIRcle Update''' column to "Pursuing for cIRcle."

'''2)''' '''Complete metadata for item(s).'''

Update other metadata fields for the item in the DTES RAP Workspace as needed. Past Student Librarians have found that completing the metadata for an item ''before'' pursuing it for cIRcle is helpful, especially since part of the self-archiving process with the creator/author may require sharing the metadata with them for their review and input. This is usually the case when working with community-generated materials, such as annual reports.

'''3)''' '''Send a self-archiving request to the corresponding creator.'''

To initiate correspondence with the item's creator, use either '''Template 1A''' (for new contacts) or '''Template 1B''' (for existing contacts) to request participation in the DTES RAP. Be sure to also include the citation(s) for the item(s) that have been identified as candidates for cIRcle and the DTES RAP. If there is no response to this initial email within two to three weeks, the Student Librarian can send a follow-up email using '''Template 2'''.

A friendly reminder that any and all correspondence with a creator/author necessitates comprehensive documentation. The Student Librarian can use the '''Item Notes''' column in the DTES RAP Workspace to track ongoing communications with an item's creator/author as they advance through the "Pursuing for cIRcle" workflow process. However, it is more important that creator engagement is well-documented in the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=85QL72 Master List - Student Librarian Engagement Notes and Listserv Subscribers] so that this correspondence can be referred back to at future dates by present and future MRAi team members.

'''4)''' '''Prepare the cIRcle license and cIRcle submission folder; then, send the unsigned cIRcle license for the creator's review and signature.'''

When the creator responds to the self-archiving request and expresses that they are interested in participating with the DTES RAP, complete a [https://circle.ubc.ca/submissions/license-form/ cIRcle license] for the item(s) at hand, including citation(s), pre/post-print status(es), embargo period(s) and copyright owner(s). Populated cIRcle licenses that have been used in previous submissions to cIRcle can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=Yf4Si2 Teams > Collection Work > cIRcle Documents]. 

Next, ensure that there is a cIRcle submission folder ready for the item and its corresponding documents ([https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=zdiNgm Teams > Collection Work > cIRcle Documents > Submissions]). If the creator does not already have a designated cIRcle submission folder, create one using the naming convention "Last Name, First Name" (i.e., Cui, Zishan). For community organizations, please use the name of the organization (i.e., Carnegie Dance Troupe).

Each cIRcle submission folder should contain the following subfolders:

* '''Archived:''' Houses the unsigned cIRcle license, as well as documents for any of the creator's past submissions to cIRcle. This folder is for MRAi purposes only, and the intention behind it is to mitigate any possible confusion between current and past documents when any submissions are passed on to cIRcle staff.
* '''Files to be deposited:''' Houses the PDF or Word formats of the items that are being submitted to cIRcle for deposit. Use the naming convention "LastName_YYYY-MM-DD_##" (e.g., Cui_2023-02-24-01) for each item that will be submitted to cIRcle for deposit. The date used here should align with the date that the item is submitted to cIRcle. This helps distinguish between past cIRcle submissions for one creator that, after being successfully deposited to cIRcle, are held in the Archived folder. The "##" portion of the naming convention helps to distinguish between multiple submissions to cIRcle at one time. For instance, when researcher Michelle Cui submitted two articles to cIRcle, the [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Files%20to%20be%20deposited?csf=1&web=1&e=4dIk7I submissions] were distinguished from each other as Cui_2023-02-24-01 and Cui_2023-02-24-02.
* '''License & metadata:''' Houses the populated and signed cIRcle license for the creator, as well as any corresponding documents that the cIRcle staff will need to review alongside the license. Corresponding documents may include:
** '''Submission lists''' - A list of items being submitted to cIRcle. The creation of such a list is only necessary when the number of items and their relevant information (e.g., citations, copyright owners, permissible versions, etc.) exceeds the allotted corresponding space on the cIRcle license form. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/License%20%26%20metadata/Cui_Submissions_2023-02-24.docx?d=wf813d651b9314669a794a5a91e49e4b4&csf=1&web=1&e=K0eEIT an example of a submission list].
** '''Affiliation lists -''' A comprehensive list of affiliations for the item(s) being submitted to cIRcle. Like the submission list, an affiliation list is only necessary when the number of affiliations for an item/items exceeds the given space provided on the cIRcle license. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Argento,%20Elena/License%20%26%20metadata/Argento_Affiliations_2023-10-24.docx?d=w4132b9b452374dd58442aedbb3d07b4e&csf=1&web=1&e=sN2JOB an example of an affiliation list].
** '''Community Metadata Sheet -''' The metadata prepared for and reviewed by community organizations for their materials. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Watari/License%20%26%20metadata/Watari_Metadata_2023-11-30.docx?d=wbf264ccb6bcc44adb16174b8e965134e&csf=1&web=1&e=DqCfyg an example of a community metadata sheet]. A primer for the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets/Community%20Metadata%20Sheet.docx?d=w9df7942ce0c643a5b77b96f849c1379d&csf=1&web=1&e=jtxSUq Community Metadata Sheet], which should be sent to community organizations alongside any prepared metadata, can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets?csf=1&web=1&e=aebcwo Teams > Collection Work > cIRcle Documents > Metadata Sheets].

When the cIRcle license and the cIRcle submission folder are ready, send the populated (but unsigned) cIRcle license to the creator. Use '''Template 3''' to draft this email and attach a PDF version of the cIRcle license. Once this email has been sent, move the unsigned cIRcle license to the Archived folder in the creator's designated cIRcle submission folder.

'''5) Review the signed cIRcle license and the permissible version of the article.'''

When the creator returns the signed cIRcle license and passes along the permissible version of the article, review the signed license and the permissible article version to ensure that everything is complete and accurate. Because article versions can be difficult to parse and are not necessarily intuitive, it's not unusual for some back-and-forth emails between the Student Librarian and the creator to happen before the correct version of the article is secured.

When the correct permissible version for the article at hand have been secured, double-check whether [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#Version_Statements a version statement] is needed for the item ahead of its submission to cIRcle. If so, please apply the version statement at this stage.

Once the cIRcle license is completed/signed and the permissible version of the article is correct, then the documents are ready for submission to cIRcle. Ensure that the cIRcle submission folder for the creator has been updated to include the signed cIRcle license, the permissible version of the article, and any other corresponding documents.

'''6) Submit the item to cIRcle.'''

Follow the same steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#The Submission Process|submission process]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

'''7) Upload the item to the DTES RAP.'''

When the item has been successfully deposited to cIRcle, a persistent URI for the item (e.g., http://hdl.handle.net/1974/26685) will be provided through a confirmation email from cIRcle staff (likely from the cIRcle Specialist). Review the cIRcle entry for the item to ensure that the metadata is correct, especially as this information will auto-populate the item's record in the DTES RAP.

Using the cIRcle DOI for the item, create an item record for the item in the DTES RAP. Follow the steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#RAP Items|Creating Item Records]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Making Changes to the RAP|Making Changes to the DTES RAP]] section.

'''8) Notify the creator.'''

When this new item record has been published to the DTES RAP, notify the creator. Draft an email to the creator using '''Template 4'''.

= Submitting Content to cIRcle =

=== The Submission Process ===

* Items with a UBC affiliation are within scope for cIRcle and can be pursued for inclusion.
* The MRAi Student Librarian ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). Articles which already have a Creative Commons license must have the terms appear on the resource or be included in the body of the email.
* The MRAi Student Librarian collects the correct version of the article, and where applicable, a completed cIRcle license to the MRAi Sharepoint folder and ensures the cIRcle Specialist has access.
* The MRAi Student Librarian emails the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca with a link to the appropriate Sharepoint folder to notify them that a submission is ready.
* The cIRcle Specialist reviews the material and, where necessary, follows up with the MRAi Student Librarian if there are questions or need for clarification.
* The cIRcle Specialist submits the content according to the cIRcle Submitter Guidelines (internal documentation) and the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
* The cIRcle Specialist notifies the [http://mailto:mrai.info@ubc.ca/ MRAi Student Librarian] by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the URI for the content.
* The MRAi Student Librarian notifies the content creator that the work is now available in cIRcle using the provided templates; as well as updates the master rapTracker excel spreadsheet to indicate the circle is now effectively closed, pun intended.

Consult'''[[Documentation:MRAi cIRcle Submission Workflow#Checklist| the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow. Please submit any questions about the cIRcle deposit workflow to the cIRcle Office listserv circle.repository@ubc.ca.

=== Community Metadata Template ===

* You can use the metadata template when engaging with community organizations and uploading their items to the RAP. The template explains the fields and details that we include and the purpose of metadata. Using this template, we provide a clear outline of the proposed metadata for their items; this is then sent to the community organization for their review and approval before sending either to cIRcle or uploading to the RAP.
*''Tip: use a red font or add additional comments to draw attention to certain fields that require feedback.''
*'''Attention:''' While cIRcle and the RAP are connected, they use some of the fields differently from the RAP (namely the creator/contributor). Eg. cIRcle doesn't use the contributor field in the same way as the RAP, so when a community produced item has multiple individuals as both creators and contributors, we ask the cIRcle staff to leave these fields blank when they are uploading the items so that we can differentiate between the two fields when we upload the item to the RAP. It's not perfect, but it's working! Additionally, you might come across some discrepancies in how the contributor field is used. This is largely due to capacity issues as it can take a substantial amount of time to manually enter each name. You will see that for certain items which have a significant amount of contributors, we decided to included those names in the description field, rather than add them individually to the contributor fields. This is largely done on a case by case basis however, and tends to be for more publicly accessible documents by large organizations, rather than community based organizations. For the latter, we do prioritize including the individual contributors, regardless of the time it takes to enter each name separately.

=== ASTU 100 Infographic Submission Process [This workflow is under review in 2025 to adjust for the Kx TLEF grant-funded expansion of the project]. ===

* To submit the new batch of ASTU 100 infographics to cIRcle there are a few steps we must take.
* Reference the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/ASTU%20100%20Project/ASTU%20100%20Workflow.docx?d=w90a7a3112cb947678fdfa17c023782d1&csf=1&web=1&e=3aSael 2023 Workflow document] to ensure that each step is completed properly.

=== Submission Confirmation E-mail Template ===
'''''Note: Once cIRcle has provided the URI and the Student Librarian has added the item to the DTES RAP, send this email our KX TLEF student contact to notify creators.'''''

=== Updating the Tracking Spreadsheet ===
Once the URI has been received, the MRAi Student Librarian updates the rapTracker:

* Change the article's '''Action Status''' to "Complete" and update the cIRcle Update to "MRAi Archived."
* Copy and paste the '''cIRcle URI''' to the correct column.
* In the '''Items Notes''' field, make a final dated entry confirming the article has been archived in cIRcle.

==== Checklist ====
{| cellpadding="2" cellspacing="0" border="1"
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet repository [[Documentation:MRAi cIRcle Submission Workflow#Selecting Materials for MRAi: Our Criteria| Material Criteria]]?
|-
! scope="row”" |      
|Which version of the article is permissible to submit?
|-
!Yes/No
|Is a creator affiliated with UBC?
|-
! scope="row”" |   Yes/No   
|Do you have access to it?
|-
! scope="row”" |   Yes/No   
|Does the article version require any special permissions?
|-
! scope="row”" |   
|        If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)
|-
! scope="row”" |   Yes/No   
|Do you have a copy of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the creator or does the article already have a Creative Commons license?
|-
!   Yes/No   
|Have you forwarded a copy of the article to the cIRcle Office at circle.repository@ubc.ca?
|-
!   Yes/No   
|If the article has been archived, have you notified the creator and updated relevant tracking spreadsheet(s)?
|}

= Tracking and Adding the Downtown Eastside Geo-Tag =

=== During the Submission Process ===
During the submission process, the cIRcle Specialist should ensure the following LC Authority geo-tag is added to the Geographic Location field exactly as rendered here: '''''Downtown-Eastside (Vancouver, B.C.)'''''

=== For Items Already Added to cIRcle ===
Items already ingested or added into cIRcle (e.g. Electronic Theses and Dissertations (ETDs), BioMed Central (BMC) articles) and (Multidisciplinary Publishing Institute)MDPI that fit MRAi criteria for inclusion also require the geo-tag.

* The MRAi Student Librarian is responsible for identifying items that need the geo-tag and placing them in the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geo-tag Remediation Tab] sheet within the rapTracker. The MRAi Student Librarian should refer to the [[Documentation:MRAi cIRcle Submission Workflow#Representational Output| Representational Output criteria]] and use their discretion when determining which items are appropriate for inclusion. To find items, you will search '''IN''' the cIRcle database use similar search terms to those of alerts, like “Vancouver” AND “Downtown Eastside” to scan the existing collection to find any outliers that do not already have the required geotag.
* The cIRcle Specialist is responsible for checking the tracking document for new content at the beginning of each month. Using the provided URI, she will update the cIRcle item record with the geo-tags to any newly-identified items. She will update the "Geo tag added Y/N?" column from an "N" to a "Y" to confirm the task is complete.

= Adding Researchers to the Directory and Projects Pages =
[[File:MRAiProjectsDirectoryWorkflow.jpg|center|thumb|600x600px|Workflow for adding researchers to projects and directory pages]]

These functions are currently performed by the CBR Assistant.

* Consult with Community-Based Research Coordinator and other team members to identify priority researchers to contact
* Once you identify a researcher, refer to the RAP Creators Tracker to see if researcher has already been added.
** If the researcher has not been added, add them.
** If the researcher has been added, check to see if anyone has contacted the researcher by looking at Column H, "Creator Engagement notes."
**'''Tip:''' If needed, search MRAi inbox for additional details about recent contact.
* Email the researcher. Note: all email templates are housed in a shared folder. Modify them as needed to add a personal touch and / or address recent engagement between the researcher and the MRAi.
** You will first send an initial contact email to see if the researcher is interested.
*** If they don't respond, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they express interest, send a follow-up email (see next section).
** Send a followup email with a unique Qualtrics link (see [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Qualtrics Qualtrics] section).
*** If they do not respond to the survey, send an email in two weeks to remind them. If they do not respond after the second reminder, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they respond to the survey, input their information to the portal.
***'''Tip''': When you send the survey link, set a Task in Outlook to contact the researcher in two weeks if they do not respond to the survey.
* Input researcher's information to the portal.
** See [[Sandbox:Student Librarian Orientation#Qualtrics|Qualtrics]] for information about how to export information, and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance on how to input information to the RAP.
* Thank the researcher using the email template.
** Be sure to add a link to their specific projects pages.
**'''Tip''': Set a Task in Outlook to contact the researcher a year from when you input their information. Even if you are no longer in the position, you can assign these to the incoming student staff member.
* Annual followup
** One year after a given researcher was added to the portal, email them using the annual researcher check-in template.

*

= Tools & Key Documents =

== MRAi E-mail Account ==

=== Intended use ===
The MRAi mailbox ([mailto:mrai.info@ubc.ca mrai.info@ubc.ca]) is intended for "official correspondence." Please use this address when communicating with researchers, scholars, representatives from neighborhood organizations, and cIRcle Operations. This mailbox also receives regular search alerts from bibliographic databases (like Google Scholar and Read QxMD) that point to newly-published research on the DTES. These get sorted into their respective sub-folders and are reviewed for inclusion in the RAP Workspace at least once/month. In 2020, the inbox was renamed "Learning Exchange-UBC Library MRAi" and the UBC crest was added as the profile picture.

Note: In general, use first and last names when answering contact form emails and avoid assuming pronouns.

=== Linking to the DTES RAP ===
When linking to the DTES RAP in messages, use the correct trackable link.

For academic audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

For community organization audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

=== Switching between e-mail addresses in Outlook ===
When sending an e-mail, note the address in the '''From:''' field. If sending an e-mail to a researcher, organizational representative, or cIRcle Operations, be sure to use the dropdown on the '''From:''' button to switch from your "personal" UBC account to the MRAi account. This is a shared email.

=== Folders ===
'''@in_RapTracker'''

* What this is for

'''Alerts—Google Scholar'''
* Sort incoming search alerts from Google Scholar into this folder.
'''Alerts—Mendeley'''
* Sort incoming search alerts from Mendeley into this folder.

'''Alerts—READ by QxMD'''
* Sort incoming search alerts from QxMD into this folder.

'''ASTU'''

* Sort correspondence related to the ASTU 100 infographics project into this folder.

'''cIRcle Communications'''
* Place e-mails to and from cIRcle Operations (except notifications for successful cIRcle deposits) into this folder.
'''Completed List-serv Requests'''

* Once requests to be added to the list-serv have been processed, move them from the general inbox into this folder.

'''Inquiries from Other Institutions'''

* Sort correspondence with other institutions reaching out to learn about MRAi structure / processes / mission, etc., into this folder.

'''MRAi Creator Responses'''
* If a scholar/creator responds to your initial contact e-mail, sort the response into this folder.

'''MRAi Deposits'''
* Place all cIRcle Operations notifications for successful article deposits into this folder.

'''MRAi Licenses'''
* Place all automated notices for successfully submitted cIRcle licenses into this folder.

'''MRAi Permissions'''
* Place MRAi's requests to creators to have their projects hosted on the DTES RAP Project page into this folder.
'''MRAi Project & Directory Correspondence'''

* Sort all correspondence related to inclusion on the projects and directory pages into this folder.

'''MRAi Requests to Creators'''
* Place your initial requests to scholars/creators into this folder.
'''Publisher Communications'''
* Place e-mails to and from academic publishers into this folder.
'''RAP Contact Form'''

* Sort correspondence related to contact requests submitted via the site's contact form into this folder.

'''RAP Suggested Items'''
* Processed 'Suggested Items' are filed to this folder when complete/entered into our tracking system.
'''Rap WordPress'''

* For correspondence related to modifications to the WordPress.

'''Soft Launch Email Responses (Semi-Active)'''

* Houses email responses sent in reply to soft launch email from March 2021, unlikely that there will be anything to add.

'''Work General'''
* If an e-mail does not fit into any of the categories above but should be saved, move it to this folder. If there's a need to add new folders please discuss with Aleha.

== rapTracker ==

=== Overview ===
This is your mainframe, your best friend, where the magic happens! It keeps track of the ins and outs of the RAP, cIRcle, creators, and is a convenient way for everyone involved to get a quick snapshot of the collection at any given moment. In other words, the '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker]''' is a restricted spreadsheet that describes items in the MRAi collection. The fields in the rapTracker follow the initiative's [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit?usp=sharing '''Metadata Schema''']. The rapTracker was originally designed to help MRAi develop comprehensive and consistent item metadata in anticipation of the DTES RAP's launch, and to make it easier for the data to be imported to the RAP in bulk. Going forward, it should continue to be used in order to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP.

While it looks intimidating at first, it’s a pretty accessible space to be able to work with the metadata and get it ready for uploading into its respective interfaces, like the RAP or cIRcle. It’s also a space where you can leave notes for future GAA’s or other relevant parties about issues that have arisen, if anything is resolved, if items are ready for launching on the RAP, and so forth. Notes in a rapTacker item also connect with the [https://3.basecamp.com/3203619/buckets/9198328/cloud_files/3709983619 '''DTES Creators tracking spreadsheet on OneDrive'''], to keep track of what notifications were sent to whom by which team member and when.

'''Sample tasks that the rapTracker is currently used for:'''

# Tracking details of items that will be added to RAP and/or CIRcle
# Tracking metadata
# Status updates for individual items

More info is available at the [[Documentation:MRAi DTES RAP Metadata Style Guide#The rapTracker|Metadata Style Guide]].

As of November 2021, a [https://3.basecamp.com/3203619/buckets/9198328/google_documents/4362707655 RAP Workspace] was added to allow for a more streamlined look at the ‘In progress’ and ‘attention items’ without all the ‘complete’ items on the same sheet, which can get confusing and cluttered. Here the student will enter all the relevant metadata and follow the subsequent correspondence tasks, and then move the line over to the official RAP tracker once it can be considered complete. It is a low-stakes environment to get a good handle on the way the tracker and the overall MRAi role operates.

=== Tabs in the rapTracker & Geotagging ===
'''Items Descriptions'''
* Item descriptions derived from all items in all stages of processing. As of April 2021, it includes every item on the list, whether or not they have been archived to cIRcle.

'''Index and Match'''

* Once all metadata fields are complete, use this tab when creating an object in the DTES RAP.
*

'''Geotag Remediation Tab'''

cIRcle marks items in the repository that have been identified as part of the MRAi collection with a Geographic Location tag:
*'''''Downtown-Eastside (Vancouver, B.C.)'''''
cIRcle also archives a great deal of items as part of its regular, non-MRAi-related workflows. Some of these items must later be discovered and identified by the Student Librarian as candidates for inclusion in the MRAi collection. The two types of items that are most commonly retroactively identified as part of the MRAi collection are
# Theses and dissertations that include research on and discourse about the DTES;
# Open Access scholarly articles from the publisher BioMed Central that have been set up for automatic ingestion to cIRcle.
The '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geotag Remediation Tab]''' tracks cIRcle Specialist's addition of the '''''Downtown-Eastside (Vancouver, B.C.)''''' Geographic Location tag to items that the MRAi Student Librarian has flagged.
* The Student Librarian adds the item's title, creator(s), and the corresponding cIRcle URI to the appropriate place in the sheet (arranged in alphabetical order by first creator's surname).
** The Student Librarian must also make an entry for this item in the Tracking tab.
* The Student Librarian indicates in the '''Source''' column whether the item is ETD (Electronic Thesis/Dissertation), BMC (BioMed Central article), or Other (any item not fitting into the first two categories, including Graduate Projects).
* The Student Librarian places an "N" in the '''Geotag added?''' column to indicate to cIRcle Specialist that the item needs the geotag.
* The cIRcle Specialist, who checks the document periodically for updates, adds the geotag to the item and changes the "N" in '''Geotag added?''' to a "Y."
* To complete the workflow, the Student Librarian places an "Y or N" in the last column "Uploaded to the Rap" and once done notifies creators.
'''Tips for finding items in cIRcle as candidates for Geotag'''

* Start by using the '''advanced Search''' [https://open.library.ubc.ca/search/advanced<nowiki>]. </nowiki>
* Try '''exact phrase''' searches but include synonyms for the geo-tag (DTES, Downtown Eastside, Downtown East Side, etc.)
* For the most comprehensive search search in '''all fields for more precise search limit to Descriptions''' (but we aware that not all items have descriptions/abstract in cIRcle).
* Ensure '''cIRcle''' is checked as the '''source repository'''
* Apply the '''NOT''' limiter and the '''geographic location''' ['''''Downtown-Eastside (Vancouver, B.C.)]''''' field to omit anything we’ve already geo-tagged
* See screenshot of sample search: [[:File:DTES geo-tag search 2021-07.png]]

*

=== Entering Metadata into the rapTracker ===
When ascribing metadata to an item, consider the intention of the item was created with and consult the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] and [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit#gid=145969972 Metadata Schema.]
* The item entries in the rapTracker are placed in order by unique item identifier and then their citation. At the beginning this list was organized alphabetically, but as the collection grew, this became unsustainable and it is now only sorted by date and item identifier. These variables are combined as one single number and follow a formula of: the date and the number of item(s) added that day. For example, an item added on January 11, 2022 would be written as 2022-01-11-001. The date (in green) is written first, followed by the item number (in bold). If you add any other items to the tracker that day, they would be written as 2022-01-11-002, 2022-01-11-003, and so forth. Any item added the next day would be written as 2022-01-12-001. All new items are added at the bottom of the tracker, which allows for a quick and clear visual on how many new items need to be addressed.In cases where the first creator has multiple entries where they are listed as first creator:
** In cases where the first creator has multiple entries where they are listed as first creator:
*** If the creator has items they creatored alone, list those first.
*** Then list items they have co-creatored, putting them in alphabetical order by the second creator's last name.
* Make a blank row:
** Click on the row number that will be above or below the one you want to insert in the document.
** Right-click and select "Insert 1 above" (if you have highlighted the row below the one you are about to insert) or "Insert 1 below" (if you have highlighted the row above the one you are about to insert).
* Create a [[Documentation:MRAi DTES RAP Metadata Style Guide#Unique Item Identifier|unique item identifier.]]
* In the [[Documentation:MRAi DTES RAP Metadata Style Guide#Citation|citation]] field, write out a complete citation of the item (APA has typically been the standard).
* When entering information into the rest of the fields, refer to the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] for further guidance.
=== Filters ===
The rapTracker has five default Filter Views that correspond to the Access Status'. Use the Filter dropdown arrow (the one next to the "funnel" button on the Google Sheets toolbar) to pull up these Filter Views.

These filters are used to isolate sets of items by their statuses. For example, if you only want to look at the items that are awaiting action, you can click Action Required and the sheet will filter out items belonging to other statuses. To turn the filter off, click the Filter dropdown arrow again and choose '''None'''.

'''Do not''' make changes to the document while a filter is on. In the past, this has led to issues around information being overwritten or not properly saved. Turn off the filter first, and then make the changes. If you have suggestions for how to improve this document please discuss with Aleha before making any changes.

== DTES RAP Creators Tracking ==
This is the sister spreadsheet of the rapTracker. It is restricted and kept on Teams. It is used to track who and when we contact creators that are published on the DTES RAP.

Before contacting a creator, check this spreadsheet and the MRAi inbox for previous communications, so you can tailor your communications better.

== Unpaywall ==

=== Overview ===
The [https://unpaywall.org/products/extension '''Unpaywall browser extension'''] is a helpful tool for finding open access versions of articles. Unpaywall [https://unpaywall.org/sources '''uses both existing indexes and manual tracking'''] to point to open access versions of scholarly resources.

When you browse a resource on a publisher website, the Unpaywall extension tab on the right side of your screen displays different colours to indicate whether or not it has found an open access version of the resource. If the tab is coloured green, gold, or bronze, you can click it to access a version of the item. Some '''''(but not all)''''' versions of an item that are discoverable through Unpaywall are eligible for inclusion on the DTES RAP.

=== OA colours ===
* A '''green''' Unpaywall tab indicates that a version of the item has been self-archived to an OA repository. These items are licensed for sharing and reuse.
* A '''gold''' tab indicates that the open access item was published by the publisher. These items are licensed for sharing and reuse.
* A '''bronze''' tab indicates that the item was previously limited to subscribers, but has since been released for reading (typically after an embargo period). Items with a bronze Unpaywall tab typically have restrictions on reuse and sharing, so it is best to avoid sharing these versions of the items on the DTES RAP.
* A '''grey''' tab indicates that Unpaywall could not find an OA version of the article.

== Setting Up New Search Alerts ==
A search alert is a search string crafted for a specific database that, once saved, will e-mail an alert when new content meeting the criteria is added to that database. This step will describe generally how to pick databases, craft a search string, and set up a search alert.

#'''Selecting Databases:''' Select databases relevant to subject fields you want to target. You may want to focus on journals that have published a lot of UBC faculty work over the past few years. You might also want to consider focusing on journals that you know have good open access policies. For more information, see [[Sandbox:Making Research Accessible Publications Workflow#Checking Copyright Permissions|Checking Copyright Permissions]]. You can check [http://www.scimagojr.com/journalrank.php?area=0&category=0&country=CA&year=2014&order=tc&min=5&min_type=cdg Scientific Journal Rankings] for journal ideas to narrow your search. We recommend looking in at least two large databases; however, include as many databases as are necessary to cover the field in question.
#'''Crafting a Search String:''' Create a search string using the search box in your selected database. Make a search string that returns relevant content by UBC faculty contributors within your subject area (in this case, "Downtown Eastside" and "DTES" would be two standard terms). Narrow this by applying an affiliation parameter and/or a proximity operator to the string, if possible. The parameters and operators are often database specific and will likely be defined by the database. Further target the search by combining an affiliation search with subject specific terms relevant to the field you wish to search. Many databases have their own specific terms to narrow results. This search will return a smaller number of items relevant to your subject.
#'''Setting up Alerts:''' When satisfied with the amount of relevant results returned in the search string, save the search and/or set up a search alert. The terminology is often database specific, but a link or icon saying "save search" or "create search alert" is usually found in the header or sidebar of the page. Follow instructions to create or log in to an account. Make sure to use the mrai.info@ubc.ca e-mail address when creating your account. Most databases have a “frequency” setting for search alerts. This will set up e-mail alerts for any new results on a query at a specific time. It is recommended you set the frequency alerts to once per week.

== DTES RAP Pages ==
The Downtown Eastside Research Access Portal ([https://dtesresearchaccess.ubc.ca/ DTES RAP]) makes resources about Vancouver’s Downtown Eastside (DTES) more accessible and easier to discover. It was developed as part of the Making Research Accessible initiative (MRAi). Below are brief descriptions of each of the pages on the portal.

=== Topics ===
This page contains a list of topic tags that users can click on to navigate the portal. The terms for the topic tags were developed to not just reflect what is present in the portal, but to also highlight topics that are of interest to community residents. These topic tags are not imagined to be static, and can be added to or changed over time.

=== Search ===
This page allows users of the portal to identify and access academic materials such as scholarly articles and research summaries, as well as community materials such as reports, historical documents, and more. Note you can do an advanced search and limit results to open access only with the checkbox.

=== Directory ===
The directory identifies academic researchers and students who DTES community members and organizations could contact about research in the DTES. The current iteration of the site prioritizes UBC researchers. The directory was created in response to community members who identified not knowing or not being about to contact people who research in the DTES, and is designed to facilitate making those connections easier. In keeping with the values of the MRAi, only researchers who have given their permission to have their name and contact information on the site are included.

=== Projects ===
The projects page lists active or archived research projects that are happening or have happened in the DTES. This page was created in response to community members and organizations who wanted more knowledge about what research is happening in their neighborhood. In keeping with the values of the MRAi, only projects where the primary researchers have given their permission to have their research featured on the site are included.

=== Resources ===
The portal seeks to change the negative impacts of extractive ways of doing research by encouraging a more engaged and collaborative culture of knowledge exchange. This page provides links and brief descriptions of resources that have been identified as helpful for those interested in campus-community collaboration. Included in the resources are materials about making research more accessible, doing ethical and community-based research, using research for the public good, and planning a research partnership.

=== About ===
The About Page introduces the purpose and goals of the DTES RAP and the MRAi. It provides a brief history of the project, and is intended to be a jumping-off point for users to understand what they could use the portal for, what they will find on the portal, and how they might participate in the project.

=== News ===
The blog posts offer an opportunity to highlight different portions of the portal and make them easier for users to discover. For example, in one of the focus groups in user-testing the portal in 2019, participants identified wanting to use the portal to see different types of community-based research projects. While our tagging system does not currently have the ability to easily identify projects that use those methods in the search engine, a blog post could identify several research items available in the portal that do use these methods, making them more visible for users.

=== Contact ===
The contact page has a form where users can submit requests and recommend resources, and researchers can ask to be added to the directory or projects pages.

=== Help ===
The Help Page provides tips and tutorials for how to use the DTES RAP. This is imagined as a page users will go to for technical assistance in navigating the portal. In the future, we hope to add gifs and videos on this page.

== DTES RAP Content Style Guide ==
Currently, a [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit#heading=h.6jz5j6euppp MRAi Content & Style Guide] is in development by Nick Ubels. Consult as needed.

== DTES RAP Admin Panel ==
The DTES RAP Admin Panel is the RAP's content management system. The Student Librarians and Community-Based Research Assistant use the Admin Panel to create, edit, or delete information that displays on the RAP website, including:
* Item-level metadata entries,
* Controlled vocabularies (CVs) and their terms,
* Researcher entries for the RAP's Directory,
* Project entries for the RAP Projects Page,
* Blog content,
* Static text and photo content.
The DTES RAP Admin Panel has two different interfaces:
* [https://dtesresearchaccess.ubc.ca/admin '''RAP Admin Tools Panel'''] (Handles items, CVs, researcher directory, projects)
* [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] (Handles blog posts and certain static content)
Both require an authenticated Campus-Wide Login to access.

== Making Changes to the RAP ==

=== RAP Items ===
'''Adding Items'''
* First, get all your necessary tabs open to make the process as seamless as possible, this includes the: RAP Admin Tools Panel, the RAPtracker or Workspace, and the article you are adding. The rapTracker has a built-in “Index and Match” feature that will make adding objects a little easier. You simply need to copy the unique object identifier from the main Item Description page and then go into the Index and Match tab at the bottom of the excel sheet. Here you will copy and paste the unique object identifier into Column B, line 2 and all the information will auto populate. It’s the same info as is found in the Item description tab, just in an easier to read format. Alternatively, scroll across the columns to find the necessary details to add to the RAP. It is up to you and your preference!
* Now back to adding an item: In the RAP Admin Tools Panel, scroll down slightly to the '''Add/Edit Objects''' heading and click '''“Add new object”''' button.
* You should now be in the '''New Object''' menu. Copy and paste the '''''Primary Source URL''''' and '''''Primary Source Description''''' information from the Item Description List item record.
* '''Tips for Primary URLs:'''
** Make sure the primary source URL starts with http:// or https://. Example: https://www.linkvan.ca/about Once finished, click '''Set Source'''.
** Once the Primary URL is set, more fields should appear. Please note Primary URLs cannot be edited after the item has been published.
** For items that are hosted with UBC Library (e.g., cIRcle/Open Collections, UBC catalogue and therefor pull metadata from the original hosted sources it is important to note for our backend harvester to update these items nightly from OC and Voyager, the URLs should be in the formats below;
{| class="wikitable"
|'''Source'''
|'''Format'''
|'''For Example'''
|-
|OC
|<nowiki>https://dx.doi.org/10.14288/*</nowiki>
|<nowiki>https://dx.doi.org/10.14288/1.0223647</nowiki>
|-
|Voyager
|<nowiki>http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=*</nowiki>
|
|}
* To add a Secondary URL, click '''Add Source'''. A box with fields very similar to the Primary URL fields will appear.
*'''''Title''''', '''''Alt Title''''', '''''Serial Title''''', '''''Publication Date''''', '''''Description''''', and '''''Collection''''' are plain-text entry fields. Copy and paste the appropriate metadata from the Item Description List record to these fields. ''NOTE:'' the Collection is always the DTES.
*'''Creator(s), Contributor(s), Subject(s), and Language''' are "Click to Add" fields. This just means that if you do not “click to add”, then what you have entered will not be saved. In the Item Description List fields on the RAPtracker or Workspace, we differentiate the individual '''Creator(s), Contributor(s), and Subject(s)''' information for a given record with semicolons. On the RAP however, each creator(s), contributor(s), and subject(s) are entered as separate fields. So it takes a little bit of time and some copy/paste action, but it becomes second nature once you get the hang of it. Using ‘creator(s)’ as an example, the easiest way to enter all the necessary information in the RAP is to copy the entire creator list from the RAPtracker and then paste all the names into the creator field line on the RAP and press “Click to add”. Once you have added one field, the option to add more will then appear below. From there, just copy and paste each individual name into a new line and click to add, until you have gone through all the names. Be sure to delete the names from the original line as you go as well so you end up with a list of individual names in each field. The same process applies for the contributor(s) and subject(s) as well.
*'''''Access''''' is a dropdown field. Click the arrow and choose the option that matches the Access entry in the Item Description List record.
*'''''Projects''''', '''''Topics''''', '''''Affiliations''''', '''''Categories''''', '''''Genres''''', and '''''Types''''' are checkbox fields. For these fields, consult the Item Description List record and choose the Admin Panel checkbox options that match.
*'''''TIP:''''' The Affiliations field has grown extensively, so the easiest way to enter the information here is to search for the specific affiliation, check the box, and continue searching from there. You will not be able to see the entire list but once you have clicked the box, you can rest assured that the information is stored. If you do not see the affiliation listed, then you will have to add it by editing the ‘affiliations’ controlled vocabulary. See below for a detailed breakdown of how to do this.
* Items can be refer to other items. To make your item '''Refer To''' another item already in the RAP, you will need the other item's Object ID.
** The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
** The string after "[https://dtesresearchaccess.ubc.ca/admin https://dtesresearchaccess.ubc.ca/object/]" in the URL is the Object ID. It can begin with "ext." or "oc."
** Copy the string, paste it into the '''Refer To''' field for your new item, and click '''Add reference'''. Repeat if you want the new item to refer to more RAP items.

* When finished with all of the fields and satisfied with the results, click '''Publish'''. If you do not want the new item record to show up on the front end yet, click '''Save as Draft''' instead. If publishing sounds a bit intimidating, don’t worry if you think you have made a mistake or need to fix something, you can always edit an item once you have published it on the RAP.
'''Editing Items'''
* You can edit an existing item in two ways.
*# If you already know the item's Object ID, you can enter it into the '''Edit Object''' box on the main Admin Panel.
*# While signed into the Admin Panel, you can look for the item using the '''Search''' feature in the top nav, navigate to its page, and click the '''Edit Object''' button in the top left corner of the item record.
'''Deleting Items'''
* In the Item Editing Panel, there is a '''Delete''' button in the bottom-left. When you click it, a warning will display: ''Are you sure you want to delete this? The data cannot be recovered.'' To confirm, click '''Delete'''. To go back, click '''Cancel.'''
'''Adding research summaries'''
# Check if the original article is in rapTracker and is published on the DTES RAP (Search for title of the original article or creators)
# If not, add the original article to rapTracker and DTES RAP (this will help you generate the same metadata for the summary).
# Create an APA citation for the summary.
# In the rapTracker, insert a new row next to the original article, using the summary citation.
# Copy the applicable metadata from the original article, for example, subjects, topics, affiliations will remain the same.
## Note: For the summary, the creator is the creator/organisation that created the summary, under ‘contributors’, put the creators of the original article.
## Note for cIRcle items, creator first names may become initials, for example, “Wood, Evan” becomes “Wood, E.” In this case, follow cIRcle’s convention in the metadata of the summary. For more information, consult the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
# Add summary to DTES RAP.
## When the object is published on the RAP, it generates an Object ID under “Linked Objects” and “Refers To.” This is the Object ID of the item you added to the RAP (example: ext.6224).
## Copy this Object ID and add it to the rapTracker field under “RAP ID refers to.” This indicates that it has been published on the RAP and can be found by searching for this number.
# Cross-reference the summary to the original article.
## Find the Object ID of the original article
### The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
### The string after "<nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>" in the URL is the Object ID. It can begin with "ext." or "oc."
### Copy the Object ID of the original article and paste it in the summary’s rapTracker row under “RAP ID” for your new item.
# Return to the item in Wordpress and “edit object”
## Remember to click Add reference. Repeat if you want the new item to refer to more RAP items.
# In the rapTracker field “refers to DTES RAP ID”, add the object identifier number that was generated in “refers to” under Linked Objects in Wordpress Admin.
# Check how it looks on the RAP and check the links are correct

=== Controlled Vocabularies ===
'''Editing Controlled Vocabularies'''
* In the RAP Admin Tools Panel, scroll down to '''Manage Controlled Vocabularies'''. You will see a dropdown box with eight different controlled vocabularies: ''Access, Category, Expertise, Genre, Affiliation, Project_status, Topic,'' and ''Type.''
* Each correspond to a particular field in either RAP item records, researcher directory records, or project records.
* From the dropdown, choose which controlled vocabulary you want to edit and click '''Edit Vocabulary'''.
* For example, when '''Topic''' is chosen, you will be taken to a page with a list of Topic Terms.
'''Adding Terms Within a Controlled Vocabulary'''
* Scroll past the list of terms to the bottom of the page. Click '''Add a Term'''.
* Give your term a descriptive '''Label''' (required) and a '''Definition''' (optional). '''Label''' is public facing. '''Definition''' is not. Use the '''Definition''' field for scope notes and LC Name Authority Notes.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Editing Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a white '''Edit''' button. Click it to change the term's '''''Label''''' and/or '''''Definition'''''.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Deleting Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a dark blue '''Delete''' button (just below the white '''Edit''' button).
* A confirmation box will appear. If you want to delete the term, click '''Delete''' again. Otherwise, click '''Cancel'''.
* If an item is tagged with the term, the system will not allow you to delete it. It will tell you which object IDs are tagged with the term. If you still want to delete the term, you will have to untag each item first.

=== Directory of Researchers ===
'''Adding a New Researcher'''
* Under the '''Add/Edit Researcher''' header, click '''Add New Researcher'''.
* '''First Name''' and '''Last Name''' are mandatory text entries.
* '''Title''', '''Institution''', '''Faculty''', '''Department''', and '''Description''' are all optional text entries. If you do not have any information for any one of these fields, leave the field blank.
* '''UBC Faculty Profile, Phone''', '''Email''', '''URL''', and '''Twitter''' are are all optional "Click to Add" fields. If you do not have any information for any one of these fields, leave the field blank. If you do have information, type one entry in the field and then '''Click to Add''' to save that entry. If you have another entry for the field (for example, if the researcher has two e-mail addresses and you have already entered one), repeat the process. If you need to remove or relocate information from one field to another, make sure to delete the text input and then click the button to '''Remove''' the information.
** If a researcher provides you with any links to a personal profile on a University faculty profile site or institutional profile, etc., add this link in the "UBC Faculty Profile" field, followed by ", See FirstName's [description of profile]" to show a description of the link on the profile page. '''Example''': Entering Joey McJoerson's CDC profile into the "UBC Faculty Profile" field, input: www.yourcdc.ca/Joey-McJoerson, See Joey's CDC profile
** If a researcher provides you with a Twitter link, add @TheirHandle into the Twitter field and Wordpress will hyperlink to their profile.
* '''Expertise''' is a checkbox field. If the research has supplied their area of expertise and it is in the Expertise CV, select it.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
*
'''Editing a Researcher'''
* Like items, you can edit an existing researcher in two ways.
# If you already know a researcher's Researcher ID, you can enter it into the '''Edit Researcher''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the researcher using the '''Directory''' feature in the top nav. Find the researcher in the list and click the '''Edit Researcher [ID#]''' button underneath their record.
=== Projects ===
'''Adding a New Project'''
* Under the '''Add/Edit Project''' header, click '''Add New Project'''.
* '''Project Name''' and '''Status''' are mandatory fields. The first is a text field; the second is a dropdown field with three options.
* '''Primary Researchers''' and '''Other Researchers''' are Click to Add fields.
* '''Project URL / Nickname, Description,''' and '''Methodology''' are optional text fields.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
'''Editing a Project'''
* Like items and researchers, you can edit an existing project in two ways.
# If you already know the Project ID, you can enter it into the '''Edit Project''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the project using the '''Projects''' feature in the top nav. Find the project in the list and click the '''Edit Project [ID#]''' button in the lower right corner of the project "card."
=== Blog ===
'''Adding a New Blog Post'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Posts.'''
* In the Posts menu, click '''Add New''' near the top.
* Add a title in the Title field, then add your text to the field underneath.
* If needed, you can toggle between the '''Visual''' (WYSIWYG) tab and the '''Text''' (HTML) tab.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to '''News''' on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it will look.
'''Editing a Blog Post'''
* In the '''Posts''' menu, find the relevant blog post. Click on the title.
* When finished editing the post, click '''Publish''' again.
'''Deleting a Blog Post'''
* In the '''Posts''' menu, hover over a blog post title.
* You will see four additional options appear underneath the title. Click '''Trash'''.

*

=== Static Content ===
'''Editing Resources, About, and Help Pages'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Pages.'''
* You will see three main web pages: '''Resources''', '''Help''', and '''About.'''
* You will also find sub-pages underneath '''Resources''' and '''About.''' These sub-pages are preceded by an em dash.
* Click on the title of the page you want to edit. Edit content in either the '''Visual''' or '''Text''' tabs.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to the corresponding site on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it looks.
*
'''Editing Header Images for Resources, About and Help Pages'''
* When in the edit panel for one of these pages, scroll down to '''Featured Image''' in the right sidebar.
* To change the image that appears in the header, click the Featured Image thumbnail.
* Wordpress will take you the the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library].''' You can either select an image from the collection of images that have already been uploaded to the Wordpress site, or you can switch to the '''Upload Files''' (top left corner) tab if you want to upload a new image.
* The images should be optimized for web, so the photo file size should be shrunk to less than 500kB.
* The aspect ratios should be similar.
* Make sure the image you select has an identifying name (it should probably correspond to the page it is going on—for example: "help_header1").
* With your image highlighted in the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library]''', click '''Set featured image'''.
'''Editing Header Images for Other Pages'''
* If you want to edit static content on other pages (including the Home page, Topics, Search, Directory, and Projects), you will have to contact IT for the change.
* However, if there is a header image in place on one of these pages, it can be '''replaced''' through the '''Media''' tab in the left sidebar.
* Search the name of the page in the media library search bar. It should pull up the corresponding header photo for the page. Click on that photo.

[[File:SLO MediaGallery Capture1.png|thumb|A screenshot of the Media Gallery search.|none]]

* In the photo menu, click '''Replace Image.'''

[[File:SLO MediaGallery Capture2.png|thumb|In the photo menu, click on Replace Image.|none]]

* At the next screen, choose '''Just replace the file'''. Click '''Upload'''.
**Warning: Choosing '''Replace the file, use new file name, and update all links''' will break the link to the image on the site.

[[File:SLO MediaGallery Capture3.png|thumb|Select "Just replace the file."|none]]

== MRAi TeamShare Folder (aka Shared drive) ==

=== Overview ===
The root folder MRAi uses to store its files on UBC's TeamShare storage is called '''MRA Campaign (Path —T:\MRA Campaign)'''. Here's instructions for mapping for the first time outside of UBC Library https://it.ubc.ca/services/web-servers-storage/teamshare-storage-service/mapping-or-mounting-teamshare-microsoft

This is a place for long term secure storage of files. You can arrange to use this from personal laptops, workstations at the Learning Exchange or UBC Library.
== Qualtrics ==
The Qualtrics tool is used to collect information from researchers in order to populate the Directory and Projects pages. This includes details about how to contact them, their academic affiliations, and their research focuses. (Note: EM modified Qualtrics survey on February 17, 2022 so that the researcher directory topic options match the topic labels displayed in the RAP.)

=== Sending the Qualtrics survey ===

* Manually add the researcher as a contact, in the Contacts section.
** Note: if this is your first time sending a survey link, you will need to create a new contact list.
* Navigate to Projects, select the MRAi Directory and Projects Survey, go the "Distributions" section.
* Select "Personal links" from the list of options on the left-hand side.
* Select the "Generate link" button in the upper right.
* Click "Select contacts," and select the researcher to whom you are sending the link.
* Set the link to expire in 60 days (the default), and then select "generate links."
* The link will automatically download in an Excel spreadsheet. Open it and use the link in your email to the researcher.
* Update the Creators tracker by adding details in columns N-P

=== Accessing survey results ===

* You should receive emails when researchers submit their surveys, from noreply@qemailserver.com
* If the researcher has submitted only one project or fewer for inclusion in the portal, you may be able to copy responses directly from this email.
* If the researcher has submitted multiple projects, the formatting is confusing to view as delivered in the email. Instead you can log in to Qualtrics, select the MRAi Directory and Projects Survey, navigate to the "Data and Analysis" page and either:
** Click the down arrow button at the far right side next to the response you wish to view, then select "Export to PDF," OR
** Select "Export & Import" > CSV > Download to see an Excel spreadsheet with all responses
* Input responses into the appropriate sections of the RAP Creators tracker (columns Q-BV) and to the appropriate sections of the RAP. See [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance.

== Teams ==
Starting in July 2022, the MRAi began using Teams for active file sharing and management of Task lists, in place of Basecamp and Teamshare. You can read the MRAi Teams [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/Teams%20intro%20user%20guide.docx?d=wa1975f50db3a49e19f4a7b037eea38b4&csf=1&web=1&e=vwXiKC user guide] or watch [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/How%20to%20videos?csf=1&web=1&e=iFeyRn explainer videos]. Note that you will have to be a member of the MRAi Teams site to view these files.
[[Category:MRAi]]
[[Category:Circle Projects]]

Documentation:Student Librarian Orientation (MRAi)

2026-08-21T23:13:09Z

KendallWilber:

== Introduction to this Wiki ==
The Student Librarian Orientation (SLO) Wiki page is intended to give incoming MRAi Student Librarians a basic overview of all the many different aspects of this position. It introduces the major tools and interfaces frequently used in the role, as well as general guidence for day-to-day workflows. It is also useful for those new to the MRAi in general, and will be a great reference point when incoming MRAi team members are finding their feet in the early days of their new position. The SLO Wiki and/or its attendant Wikis should be updated in accordance with the [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]] when relevant tools/guidelines/workflows are added, eliminated, or modified.

As you read through this SLO Wiki, do keep in mind that there are a lot of moving parts that make up the MRAi and it takes time for new folks to learn what they are and how they all interact with one another. We encourage all incoming team members to be graceful with themselves as they learn about the work of this initiative. Please feel free to ask any questions!

== Reference Tools ==
'''MRAi Resources'''
* [https://wiki.ubc.ca/Sandbox:MRAi_Orientation_Documents MRAi Orientation Documents]: Higher-level information about the MRAi's purpose, how we work, what we accomplished last year, and our annual work plan.
* [[Documentation:MRAi DTES RAP Metadata Style Guide|MRAi DTES RAP Metadata Style Guide]]: Definitions of, and stylistic guidelines for, each metadata field in Downtown Eastside Research Access Portal (DTES RAP) item records. ''This one is especially helpful!''
* [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit# MRAi Style and Content Guide (Draft)]: This working document is meant to be used by MRAi team members (referred to as users) who create or edit content for the DTES RAP that is not part of the collection. Created by Nick Ubels and Geoff D'Auria.
* [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]]: Read about how the Wiki is structured and how and when to add/remove content.
* [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv subscribers]: This document was created in 2023 to track correspondence with authors, creators, and other folks in the MRAi network regarding the DTES RAP. Information about who currently is a subscriber to the MRAi Listserv is also recorded in this document.
'''cIRcle Resources'''
* [[Library:Circle/Adding faculty publications to cIRcle|Adding Faculty Publications to cIRcle''':''']] This is a general workflow guide maintained by the cIRcle Office. [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Section 3: Check Copyright Permissions]] is the section relevant for identifying if research articles are eligible for deposit in an institutional repository and under what conditions.
*[[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]: This page is maintained by the cIRcle Office and provides guidance on preferred and accepted file formats. ''This one is especially helpful!''
*[https://circle.ubc.ca/ cIRcle website:]: Search the repository, find all up-to-date guidelines, policies, sponsorship webforms and licenses.
'''Other UBC Library Resources'''
*[https://scholcomm.ubc.ca/open-access/ ScholComms@UBC] Website: Has up-to-date information about Open Access, Open Scholarship and Author Rights.
*[https://open.ubc.ca/access/ Open UBC]: Has toolkits to support open access.
*[https://about.library.ubc.ca/contact-us/ejournal-help/ UBC Library IT]: Use this form to report technical issues with the RAP. Please update Aleha if you experiencing any issues with the RAP.

== Roles and Responsibilities ==

==== MRAi Student Librarian ====
The MRAi Student Librarian works within the MRAi to support collection development and maintenance for the Downtown Eastside Research Access Portal (DTES RAP), communicate with both authors and staff alike, adhere to publishing permissions, and contribute to the greater task of writing and compiling metadata. This position currently works with and reports to the MRAi Community Engagement Librarian DTES RAP Project Lead for day-to-day library projects and is guided by the Academic Director of UBC's Learning Exchange for broader MRAi projects and goals. Student Librarians are also in regular communication with cIRcle staff to facilitate adding new material to [https://circle.ubc.ca/ cIRcle], UBC's institutional repository. All items to be added to cIRcle go through a workflow process, where the Student Librarian records possible items for cIRcle on a shared documentation tab (see cIRcle Candidates tab on the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit?usp=sharing rapTracker]). The cIRcle Specialist then communicates with the authors and creators, writes and collects pre-populated PDF licenses, and submits these for publication. Once items are published in cIRcle, the Student Librarian will be notified to then add these items to the RAP. Further details about this workflow process can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

The principal responsibility of the Student Librarian role is to support the collection development activities of the DTES RAP. New research articles, as well as community and scholarly works, are discovered through a variety of sources, including email alerts, word of mouth, internal recommendations, and self-archiving. Part of the Student Librarian’s regular tasks is to sort through and identify prospective works that can be self-archived in cIRcle and/or curated on the DTES RAP. To determine an item's eligibility for inclusion, the Student Librarian uses best judgement, remembering that all new material should reference and be specific to the DTES community. If in doubt, reach out to the MRAi Community Engagement Librarian DTES RAP Project Lead for clarification and confirmation. As well, a substantial amount of this role involves compiling and writing metadata for items that will be added to either cIRcle and/or the DTES RAP. The Student Librarian uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] and [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] for drafting all metadata. These Google Sheets are intimidating at first but new Student Librarians will get the hang of them in no time!

Communication is a big part of this role, all with the leading purpose of growing the DTES RAP collection and building a wider network of scholarly and community-based relationships. The overarching goal of the DTES RAP is to function as a useful stand-alone resource for knowledge dissemination, as well as encourage and facilitate knowledge exchange activities for UBC and the broader community. There are lots of little bits to this position, many of which new Student Librarians will learn in the first few weeks, and after this learning curve, the finer details start to seem much more straightforward.

The Student Librarian works closely with the Community Engagement Librarian/DTES RAP Project Lead, the Community-Based Research Assistant, the Community-Based Research Coordinator, the cIRcle Specialist, and the MRAi cIRcle Project Lead. Details about these working relationships can be found below.

==== MRAi Community Engagement Librarian DTES RAP Project Lead ====
The Student Librarian coordinates with the cIRcle MRAi Community Engagement Librarian Project Lead to ensure clear and consistent expectations, workflows, and deliverables. This position oversees the work of the MRAi Student Librarian to ensure deliverables are met and processes are executed accurately. This position is permanently held by [http://directory.library.ubc.ca/people/view/744 Aleha McCauley] (she/her), the Community Engagement Librarian based at the Irving K. Barber Learning Centre (IKBLC).

==== Community-Based Research Assistant ('''currently vacant)''' ====
The Student Librarian coordinates with the Community-Based Research Assistant, another student position within the MRAi team, to aid the input of researcher contact information into the DTES RAP [https://dtesresearchaccess.ubc.ca/directory Directory page], as well as the input of project information into the DTES RAP [https://dtesresearchaccess.ubc.ca/projects Projects page]. Further details about this process can be found in the [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Adding_Researchers_to_the_Directory_and_Projects_Pages Adding Researchers to the Directory and Projects Pages]. The Community-Based Research Assistant is predominantly based out of the UBC Learning Exchange, and the Student Librarian may hold standing virtual and/or in-person meetings with the student working in this role.

'''Community-Based Research Coordinator (currently vacant)'''

The working relationship between the Student Librarian and the Community-Based Research Assistant is further supported by the Community-Based Research Coordinator, a position that supports community-university knowledge exchange activities out of the UBC Learning Exchange. As one of the supervisors for the Community-Based Research Assistant, the Community-Based Research Assistant supports and, where necessary, provides guidance on the shared work of the Student Librarian and the Community-Based Research Assistant, especially with respect to the ongoing development and maintenance of the DTES RAP Directory and Projects Pages. The Student Librarian also works alongside the Community-Based Research Coordinator on a semi-annual basis to facilitate and support the work of the ASTU 100 Project. Details about this specific workflow process can be found in the [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#ASTU_100_Infographic_Submission_Process ASTU 100 Infographic Submission Process] section. This position is currently held by [https://learningexchange.ubc.ca/about-us/our-team/ Katherine Cheng] (she/they).

==== cIRcle Specialist ====
The Student Librarian coordinates with the cIRcle Specialist to deposit materials for the MRAi project to cIRcle and apply metadata enhancement practices to pre-defined materials. The cIRcle Specialist and the MRAi Student Librarian work closely to coordinate the deposit of materials to cIRcle as well as track archived/metadata-enhanced materials in shared MRAi and cIRcle workflow tracking documentation (see the Geotag Remediation Tab of the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 rapTracker]). This position is currently held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin] (she/her), Digital Repository Specialist.

==== MRAi cIRcle Project Lead ====
The MRAi cIRcle Project Lead supports the working relationship between the cIRcle Specialist and the Student Librarian, as well as provides guidance on cIRcle-related matters (e.g., copyright, self-archiving, etc.). This position is generally held by This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian ([https://directory.library.ubc.ca/people/view/1020 Amber Saundry], Digital Repository Librarian, served as cIRcle Project Lead during Tara's sabbatical [July 2025-June 2026] and will continue to consult as needed].

'''Other MRAi Team Members'''

The Student Librarian also interacts with other team members working within and/or for the MRAi and, depending on the individual interests and/or capacity of the Student Librarian, may work on special projects with them. The following roles are standing members of the MRAi team:

* '''Communications Specialist, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBR%24KG0%40T%20%0A Geoff D'Auria] [he/him]).
* '''Director, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBS%24%5BA1PH%20%0A Kathleen Leahy] [she/her]).
* '''Academic Director, UBC Learning Exchange''' (currently vacant)

== Discovery and Selection of Items ==
The MRAi simultaneously pursues both academic research and community materials (what we refer to as grey literature, or "grey lit" for short) for both archiving in cIRcle and for curated links to in the DTES RAP. Some items are better suited for linking directly to the DTES RAP, such as an open access thesis from a non-UBC repository or a non-profit report from an organization's website, while others are suited for archiving in cIRcle, such as a restricted access scholarly article by a researcher who is interested in sharing a permissible open access version in cIRcle.

=== Academic articles through search alerts ===
The MRAi discovers the bulk of its academic research using pre-set search alerts. So far, the MRAi has three primary search alerts: Mendeley, Google Scholar and Read by QXMD. At intervals, the alerts deliver newly-indexed articles, filtered by MRAi’s specified search terms, to the shared MRAi e-mail account (mrai.info@ubc.ca). The search alerts are automatically sorted into the email folders that correspond to the database they came from. On a weekly basis, the Student Librarian reviews each set of results for relevancy to the MRAi's criteria for inclusion. Once the Student Librarian deems an item eligible for inclusion, they make a new entry for the item in the rapTracker and/or RAP Workspace.

Using [https://unpaywall.org/ UnPaywall], [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder], [https://shareyourpaper.org/ ShareYourPaper], [https://resources.library.ubc.ca/page.php?id=41 UlrichsWeb] (a database accessed through the UBC Library and requires a CWL), [https://circle.ubc.ca/ UBC cIRcle], and a Google search of the title, look for an open access (OA) version of the item. If the item is not OA, note the [[Documentation:Student Librarian Orientation (MRAi)#Checking Copyright Permissions|embargo period]] in the rapTracker in the appropriate column. Previous Student Librarians found the use of the [https://unpaywall.org/ UnPaywall browser extension] to be one of the most helpful tools in their work and recommend that future Student Librarians use it, too.

OA can sometimes look slightly different based on different publisher permissions, so take your time to familiarize yourself with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. This is an ever-evolving landscape to navigate! Based on previous Student Librarian experiences, this part of the role took a bit longer to get the hang of, so ''be patient with yourself'' as you learn the specifics of copyright permissions. Bring questions to your check-ins.

=== Community-generated materials/grey literature ===
Community materials or grey literature—such as community reports, newsletters, and working documents—often offers flexible, grounded, and process-oriented insights that differ from the conventions of traditional academic publishing. Within the DTES RAP, grey literature includes either UBC-affiliated materials eligible for archiving in cIRcle or curated, externally linked content created by community or government organizations working in or on the Downtown Eastside (DTES).

As of '''May 2025''', '''only materials with an explicit UBC affiliation are eligible for deposit in cIRcle.''' cIRcle defines UBC affiliation as content that is authored or co-authored by, created in affiliation with, contributed by, or hosted by a UBC student, staff, faculty member, department, or official UBC location (e.g., Learning Exchange). '''Materials that do not meet this affiliation requirement may still be''' '''curated on the DTES RAP through external links,''' offering visibility and access to the public, though they cannot be archived in UBC’s institutional repository.

In 2023, we began informally collecting newsletters from DTES-based community organizations through the MRAi shared email (mrai.info@ubc.ca). These are stored in a designated "Community Organizations Newsletters" folder and reviewed periodically by the Student Librarian as a source for discovering relevant community content. As new organizations are identified, we encourage Student Librarians to subscribe to their newsletters using the shared MRAi email and update the Outlook rule to ensure consistent organization and tracking. If you identify materials that are at risk becoming inaccessible please discuss with our MRAi contacts.

=== Suggested items ===
For a period of time, members of the MRAi team would input suggested items via a Google form '''but as of 2023 this is no longer in use.''' This now-defunct Google form, however, can still be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Google%20Form?csf=1&web=1&e=XpKmyk Teams > Collection Work].

When the Google form was in use, the Student Librarian could access the content of the Google form using the MRAi Gmail account (mrai.shared@gmail.com). An alert would come to the MRAi shared inbox when a response was submitted. If the suggested item was deemed urgent and the suggester wanted it added to the portal within a specific timeframe, the suggester would also email the MRAi inbox to flag the item for urgent inclusion. Suggested items would then be entered into the rapTracker and RAP Workspace to later undergo the usual workflow of an item.

== Pursuing Items: Our Working Criteria ==
The following offers some guidance to determine whether the material is representative of the goals of the MRAi project. Scope may change as the initiative matures, so this criteria is often revisited by our Steering Committee and various stakeholders. Please keep up-to-date with our [https://infohub-2019.sites.olt.ubc.ca/files/2020/07/Curatorial-Statement-2020-Final.pdf public curatorial statement] to ensure items being considered for inclusion to the DTES RAP and/or cIRlcle are consistent with current MRAi practices.

=== Current Working Criteria ===
When determining an item’s eligibility, consider:

==== 1) Geographic location relevance ====
Look for keyword frequency, the appearance of terms such as “Vancouver” and/or “Downtown Eastside” in the title, subject headings, and/or body text of an item. The contributors or affiliations may also have a connection to the DTES community. However, as this may not always be apparent in a keyword search, always do a little digging on the creators and organizations mentioned in the item. Double-checking internal MRAi documentation, like the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=xQsodi Master List - Student Librarian Engagement Notes and Listserv Subscribers], can be helpful for this, too.

Note: When we refer to the DTES, we are referring to the [https://guidelines.vancouver.ca/policy-plan-downtown-eastside.pdf Local Planning Area] per the City of Vancouver's definition. This definitions comprises seven sub-areas: Chinatown, Gastown, Industrial Area, Oppenheimer District, Strathcona, Thornton Park, and Victory Square.

==== 2) Timeliness ====
We typically only curate and upload items that have been published from 2010 onwards, however, there are always exceptions to this rule. Be sure to run any item with an earlier date that you think may be of interest to the DTES RAP collection by the MRAi Community Engagement Librarian DTES RAP Project Lead for confirmation.

As well, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from creators. To learn more about and/or get a refresher on post-prints, see the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Checking Copyright Permissions]] section.

==== 3) Institutional affiliation ====
As of '''May 2025''', only items with a clear UBC affiliation are eligible for inclusion in cIRcle. This means the creator must be a UBC student, staff, faculty member, or affiliated with a UBC unit or host location—and must be named as an author, co-author, contributor, or institutional affiliate. Because of this requirement, materials created solely by non-UBC affiliates are no longer eligible for cIRcle deposit, though they may still be curated on the DTES RAP via external links.

==== 4) Language ====
At this time, we only work with items written and published in English.

==== 5) Stakeholder recommendations ====
We aim to prioritize materials where there is an identified DTES community interest in the topic and subject matter. We also take recommendations from many stakeholders, including current MRAi affiliates, the general public via our contact us form, and the UBC community.

=== Exceptions to the Working Criteria ===
As we seek to grow the DTES RAP collection, exceptions can be made, especially when an item offers:

* Information and/or insight into an under-represented topic and/or subject matter.
* Historical significance.
* Diverse representation.
* Research that is conducted outside of the DTES that is nonetheless of importance to DTES.
Items that are frequently cited by other works in the DTES RAP collection may also be exceptions to our standard working criteria.

=== '''cIRcle vs. DTES RAP Candidacy''' ===
There are several factors that Student Librarians can keep in mind when searching for and/or discovering potential material to include in the DTES RAP collection, especially when it comes to whether an item should be pursued for cIRcle ''in addition to'' being curated in the DTES RAP.

==== '''1) Hyperlink stability and availability''' ====
Is the item hosted on a stable, well-funded website and/or archived in a repository like PubMed Central or BioMed Central? If so, then just linking to the item (or, curating) on the DTES RAP is sufficient.

Is the item only hosted in one location online and/or is vulnerable to loss and deletion? In other words, will you be able to reliably access or download a PDF copy of the work? If there is no reliable source and you suspect the link is not stable, then the item is a good candidate for linking on the DTES RAP and/or depositing to cIRcle.

As a general rule, if the link is seemingly unstable and is a good fit for the DTES RAP, then it is a good idea to also archive the item in cIRcle so that access to it will remain both possible and stable in the long term. If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== '''2) Organizational need''' ====
Does the creator and/or organization have a need for free support in order to help preserve their work, or do they have the capacity to archive or preserve their own work? This is especially important to keep in mind when engaging with community-based organizations and non-profit societies working within and around the DTES who may not have the funding, staff time/expertise, and/or digital infrastructure to preserve their valuable materials (e.g., annual reports for community organizations). If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== 3) Relationship ====
This is where our internal tracking documents come in great hand. Check the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] to see whether the MRAi has an existing relationship with a certain creator. If so, has the creator been previously willing and able to work with us to self-archive their work in cIRcle? Take note of any capacity issues that this person may have expressed during previous correspondence. Our goal is to make the work of creators easier - the last thing we want to do is overburden them with requests. For instance, would it be best to hold off on pursuing an item for cIRcle for the time being and return to it at a later date when the creator is less busy?

If the creator of an item is someone who the MRAi has not connected with previously (to the best of your knowledge and by the notes retained in our internal tracking documents, at least), then can accurate and up-to-date contact information for this person be readily found online? If not, then this may not be a reliable creator to reach out to at this time.

==== 4) Level of description ====
Do we have adequate information to describe the item appropriately and fill out our mandatory metadata fields (e.g., title, publication date, creator names, topic, category, genre, type? If working with community-generated material, can the creator help us to describe the item appropriately?

=== '''Saving Citations''' ===
The MRAi uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] to track item citations and the status of requested materials. The MRAi Student Librarian saves citations for viable candidates to the DTES RAP by using the appropriate columns of the spreadsheet. Each new entry receives a "Data Created" status and initially includes the item's title, its creators, a publisher DOI, a full citation, and a creator point-of-contact (i.e., the article's designated corresponding author). The Student Librarian fills other fields in the entry as the item progresses through the relevant processes.

= Checking Copyright Permissions =
The starting place for discovering and understanding publisher self-archiving policies is [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder] (formerly SHERPA/Romeo). Although the Policy Finder is a good place to get a quick policy digest, each entry includes links to the journal's self-archiving policy page. Use these links to verify and clarify policies and conditions on the publisher's website.

A term that Student Librarians will become familiar with as they understanding publisher self-archiving policies is "embargo." An embargo is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals and/or those with institutional affiliation(s). If an article is currently under embargo, it can still be archived to cIRcle, but access to the article on the repository will be restricted until the embargo end date. Folks interested in items currently under embargo must make a special request to cIRcle in order to access it.

=== Understanding Article Versions ===
cIRcle has a Wiki page for [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Adding Faculty Publications to cIRcle]] which includes a section on [[Library:Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Identifying Permitted Self-Archiving Versions]]. Please review carefully, and revisit as needed.

The Student Librarian first needs to identify which version of an item is permitted for self-archiving, and then work with the item's author to apply any conditions such as a version statement, citation, and/or embargo. Many authors need coaching on identifying the permitted self-archiving version; they frequently assume you are asking for the published version and permitted version terminology serves to add to that confusion. For this reason, you may want to include a brief description and example of the version you are asking for: "...the accepted post-peer review version without publisher formatting (i.e. Author's Accepted Manuscript)."

In many cases, creators will need clarification from the Student Librarian to understand the differences between the version types. For more information and examples regarding identifying and communicating version types, see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki or the [https://wiki.ubc.ca/images/f/fe/CopyrightcIRcle_AuthorsGuide.pdf Author's Guide to Self-Archiving].
=== Strategies for Checking Journal Copyright Permissions ===
The Student Librarian can generally go through the following steps to check the copyright permissions of a scholarly article:

'''1)''' As mentioned above, first search for the journal in the JISC Open Policy Finder for an at-a-glance view of their self-archiving policies. Then, visit the website of the journal and double-check their open access policy to ensure the information found on the JISC Open Policy Finder is up-to-date.

'''2)''' Use tools, such as the [https://unpaywall.org/ Unpaywall] browser extension and [https://shareyourpaper.org/ Share your Paper], to see if there is an open access version of the article somewhere online.

'''3)''' Try searching for the article in the UBC catalogue to see if it's a part of the UBC Library collection already.

'''4)''' Search [https://resources.library.ubc.ca/page.php?id=41 Ulrichs] to see an example of record confirming where the journal is made available online, as well as if it is open access.

'''5)''' As a final step, contact the journal's editor for more information. If this needs to be done, please contact the MRAi cIRcle Project Lead and the MRAi Community Engagement Librarian DTES RAP Project Lead first.

= Requesting Creator Permissions =

=== Email Templates and Preparing Correspondence ===
The MRAi team has drafted a number of templates to streamline and standardize the process of requesting creator permissions for articles identified for inclusion to the DTES RAP. The email templates are located in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Email%20Templates?csf=1&web=1&e=XKKlmj Teams > Collection Work > Email Templates]. To make it easier for the Student Librarian to use and copy the email templates, they are also held in a folder of the same name in the shared MRAi email inbox. The Student Librarian will select the appropriate template based on whether or not the MRAi team has contacted the creator before and at what stage engagement with this creator is at (e.g., self-archiving request sent, providing next steps for self-archiving in cIRcle). A helpful tool here is the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listerv Subscribers]. Use this document to not only check whether the MRAi team has previous and/or current engagement with certain creators but also to keep track of the engagement currently happening with the creator regarding self-archiving requests.

Unsure of which co-author/co-creator to contact about an article/item? Most scholarly articles will have a designated author that correspondence can be directed to. This information is often found in the author field at the top of an article or, in some cases, it may be found in the article's footnotes or endnotes. Sometimes this information is indicated by the presence of an envelope icon next to an author's name.

==== When drafting correspondence from the MRAi shared email account, please keep the following in mind: ====
* For every email, use a descriptive subject line. Each email template has a descriptive subject line for the Student Librarian to use.
* Always cc: the MRAi Community Engagement Librarian DTES RAP Project Lead.
* If requesting more than one article from the same creator, send only one e-mail with a numbered list of all the relevant articles. For each article, include a full citation and a description of the publisher's stipulations for archiving the article (i.e., the permitted version, embargo period, date of embargo expiry if applicable).
* When sending out a self-archiving request ('''Template 1A''' or '''Template 1B''') be sure to also include a pre-populated PDF of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. Always download the cIRcle License directly from the cIRcle website to ensure you have the current version.
* Depending on correspondence and the individual style of each Student Librarian, the cIRcle license can also be passed along to the creator when providing next steps ('''Template 3''').
** Reminder: At least one co-creator must fill out the license form online for the article to be uploaded to the repository. It is expected that the creator signing the cIRcle License will make co-creators aware of their agreement to archive the article in cIRcle. The creator who fills out the form assumes license permissions responsibility on behalf of all co-creators. If the creator chooses to notify others affiliated with the paper, they may do so by inserting their e-mail addresses into the cc: field.

* If an article already has a Creative Commons (CC) License and it is permissible to distribute freely in things like institutional repositories, it is still best practice to notify the creators that their work is now also accessible in cIRcle ('''Template 5''').
* For consistency, please use Calibri font, size 11, and Canadian spelling.
* Use custom links when referring to the DTES RAP so that the MRAi can track the portal's traffic (e.g., academic audiences vs. community-based audiences).
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation academic audiences].
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation community audiences].

=== Version Statements ===
Version statements help alert users what version of academic research they are reading (e.g., the preprint or postprint), as well as where they can find the published version of the article. As a general rule, Student Librarians apply the version statement to an item on behalf of creators. Even if the publisher does not require a version statement, it is very helpful to cIRcle to include one.

Some publishers will have a version statement template to apply to an article's submitted manuscript or accepted manuscript, and this can often be found in the publisher's open access policy or somewhere on their website.

However, most version statements follow a similar format, and Student Librarians can generally use the following format when applying a version statement:

''"This is the [pre-print/post-print] version of the following article: [full citation], which has been published in final form at [article DOI]. This article may be used for non-commercial purposes in accordance with [publisher names] Terms and Conditions for Use of Self-Archived Versions."''

Note: The inclusion of the last sentence will depend on the CC license of the individual journal. The most important part is the statement of the version and the full citation.

View an example of [https://dx.doi.org/10.14288/1.0394565 a MRAi-archived scholarly article with an amended version statement] in cIRcle.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|link=https://wiki.ubc.ca/File:079575-blue-white-pearl-icon-business-light-on.png|100x100px|Tip]]
|'''Tip:''' If the creator sends an incorrect version, you will need to follow up and provide clearer instruction on version types. If a creator uses the Item Submission form for an embargoed article, [mailto:circle.repository@ubc.ca please notify the cIRcle office immediately] to request the file be deleted.
|}
=== "Pursuing for cIRcle" Workflow ===
When an item has been identified as a good candidate for cIRcle, the Student Librarian can move through the following workflow:

'''1)''' '''Update the item entry.'''

Go to the item's entry in the [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] and change the text in the '''cIRcle Update''' column to "Pursuing for cIRcle."

'''2)''' '''Complete metadata for item(s).'''

Update other metadata fields for the item in the DTES RAP Workspace as needed. Past Student Librarians have found that completing the metadata for an item ''before'' pursuing it for cIRcle is helpful, especially since part of the self-archiving process with the creator/author may require sharing the metadata with them for their review and input. This is usually the case when working with community-generated materials, such as annual reports.

'''3)''' '''Send a self-archiving request to the corresponding creator.'''

To initiate correspondence with the item's creator, use either '''Template 1A''' (for new contacts) or '''Template 1B''' (for existing contacts) to request participation in the DTES RAP. Be sure to also include the citation(s) for the item(s) that have been identified as candidates for cIRcle and the DTES RAP. If there is no response to this initial email within two to three weeks, the Student Librarian can send a follow-up email using '''Template 2'''.

A friendly reminder that any and all correspondence with a creator/author necessitates comprehensive documentation. The Student Librarian can use the '''Item Notes''' column in the DTES RAP Workspace to track ongoing communications with an item's creator/author as they advance through the "Pursuing for cIRcle" workflow process. However, it is more important that creator engagement is well-documented in the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=85QL72 Master List - Student Librarian Engagement Notes and Listserv Subscribers] so that this correspondence can be referred back to at future dates by present and future MRAi team members.

'''4)''' '''Prepare the cIRcle license and cIRcle submission folder; then, send the unsigned cIRcle license for the creator's review and signature.'''

When the creator responds to the self-archiving request and expresses that they are interested in participating with the DTES RAP, complete a [https://circle.ubc.ca/submissions/license-form/ cIRcle license] for the item(s) at hand, including citation(s), pre/post-print status(es), embargo period(s) and copyright owner(s). Populated cIRcle licenses that have been used in previous submissions to cIRcle can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=Yf4Si2 Teams > Collection Work > cIRcle Documents]. 

Next, ensure that there is a cIRcle submission folder ready for the item and its corresponding documents ([https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=zdiNgm Teams > Collection Work > cIRcle Documents > Submissions]). If the creator does not already have a designated cIRcle submission folder, create one using the naming convention "Last Name, First Name" (i.e., Cui, Zishan). For community organizations, please use the name of the organization (i.e., Carnegie Dance Troupe).

Each cIRcle submission folder should contain the following subfolders:

* '''Archived:''' Houses the unsigned cIRcle license, as well as documents for any of the creator's past submissions to cIRcle. This folder is for MRAi purposes only, and the intention behind it is to mitigate any possible confusion between current and past documents when any submissions are passed on to cIRcle staff.
* '''Files to be deposited:''' Houses the PDF or Word formats of the items that are being submitted to cIRcle for deposit. Use the naming convention "LastName_YYYY-MM-DD_##" (e.g., Cui_2023-02-24-01) for each item that will be submitted to cIRcle for deposit. The date used here should align with the date that the item is submitted to cIRcle. This helps distinguish between past cIRcle submissions for one creator that, after being successfully deposited to cIRcle, are held in the Archived folder. The "##" portion of the naming convention helps to distinguish between multiple submissions to cIRcle at one time. For instance, when researcher Michelle Cui submitted two articles to cIRcle, the [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Files%20to%20be%20deposited?csf=1&web=1&e=4dIk7I submissions] were distinguished from each other as Cui_2023-02-24-01 and Cui_2023-02-24-02.
* '''License & metadata:''' Houses the populated and signed cIRcle license for the creator, as well as any corresponding documents that the cIRcle staff will need to review alongside the license. Corresponding documents may include:
** '''Submission lists''' - A list of items being submitted to cIRcle. The creation of such a list is only necessary when the number of items and their relevant information (e.g., citations, copyright owners, permissible versions, etc.) exceeds the allotted corresponding space on the cIRcle license form. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/License%20%26%20metadata/Cui_Submissions_2023-02-24.docx?d=wf813d651b9314669a794a5a91e49e4b4&csf=1&web=1&e=K0eEIT an example of a submission list].
** '''Affiliation lists -''' A comprehensive list of affiliations for the item(s) being submitted to cIRcle. Like the submission list, an affiliation list is only necessary when the number of affiliations for an item/items exceeds the given space provided on the cIRcle license. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Argento,%20Elena/License%20%26%20metadata/Argento_Affiliations_2023-10-24.docx?d=w4132b9b452374dd58442aedbb3d07b4e&csf=1&web=1&e=sN2JOB an example of an affiliation list].
** '''Community Metadata Sheet -''' The metadata prepared for and reviewed by community organizations for their materials. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Watari/License%20%26%20metadata/Watari_Metadata_2023-11-30.docx?d=wbf264ccb6bcc44adb16174b8e965134e&csf=1&web=1&e=DqCfyg an example of a community metadata sheet]. A primer for the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets/Community%20Metadata%20Sheet.docx?d=w9df7942ce0c643a5b77b96f849c1379d&csf=1&web=1&e=jtxSUq Community Metadata Sheet], which should be sent to community organizations alongside any prepared metadata, can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets?csf=1&web=1&e=aebcwo Teams > Collection Work > cIRcle Documents > Metadata Sheets].

When the cIRcle license and the cIRcle submission folder are ready, send the populated (but unsigned) cIRcle license to the creator. Use '''Template 3''' to draft this email and attach a PDF version of the cIRcle license. Once this email has been sent, move the unsigned cIRcle license to the Archived folder in the creator's designated cIRcle submission folder.

'''5) Review the signed cIRcle license and the permissible version of the article.'''

When the creator returns the signed cIRcle license and passes along the permissible version of the article, review the signed license and the permissible article version to ensure that everything is complete and accurate. Because article versions can be difficult to parse and are not necessarily intuitive, it's not unusual for some back-and-forth emails between the Student Librarian and the creator to happen before the correct version of the article is secured.

When the correct permissible version for the article at hand have been secured, double-check whether [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#Version_Statements a version statement] is needed for the item ahead of its submission to cIRcle. If so, please apply the version statement at this stage.

Once the cIRcle license is completed/signed and the permissible version of the article is correct, then the documents are ready for submission to cIRcle. Ensure that the cIRcle submission folder for the creator has been updated to include the signed cIRcle license, the permissible version of the article, and any other corresponding documents.

'''6) Submit the item to cIRcle.'''

Follow the same steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#The Submission Process|submission process]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

'''7) Upload the item to the DTES RAP.'''

When the item has been successfully deposited to cIRcle, a persistent URI for the item (e.g., http://hdl.handle.net/1974/26685) will be provided through a confirmation email from cIRcle staff (likely from the cIRcle Specialist). Review the cIRcle entry for the item to ensure that the metadata is correct, especially as this information will auto-populate the item's record in the DTES RAP.

Using the cIRcle DOI for the item, create an item record for the item in the DTES RAP. Follow the steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#RAP Items|Creating Item Records]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Making Changes to the RAP|Making Changes to the DTES RAP]] section.

'''8) Notify the creator.'''

When this new item record has been published to the DTES RAP, notify the creator. Draft an email to the creator using '''Template 4'''.

= Submitting Content to cIRcle =

=== The Submission Process ===

* Items with a UBC affiliation are within scope for cIRcle and can be pursued for inclusion.
* The MRAi Student Librarian ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). Articles which already have a Creative Commons license must have the terms appear on the resource or be included in the body of the email.
* The MRAi Student Librarian collects the correct version of the article, and where applicable, a completed cIRcle license to the MRAi Sharepoint folder and ensures the cIRcle Specialist has access.
* The MRAi Student Librarian emails the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca with a link to the appropriate Sharepoint folder to notify them that a submission is ready.
* The cIRcle Specialist reviews the material and, where necessary, follows up with the MRAi Student Librarian if there are questions or need for clarification.
* The cIRcle Specialist submits the content according to the cIRcle Submitter Guidelines (internal documentation) and the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
* The cIRcle Specialist notifies the [http://mailto:mrai.info@ubc.ca/ MRAi Student Librarian] by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the URI for the content.
* The MRAi Student Librarian notifies the content creator that the work is now available in cIRcle using the provided templates; as well as updates the master rapTracker excel spreadsheet to indicate the circle is now effectively closed, pun intended.

Consult'''[[Documentation:MRAi cIRcle Submission Workflow#Checklist| the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow. Please submit any questions about the cIRcle deposit workflow to the cIRcle Office listserv circle.repository@ubc.ca.

=== Community Metadata Template ===

* You can use the metadata template when engaging with community organizations and uploading their items to the RAP. The template explains the fields and details that we include and the purpose of metadata. Using this template, we provide a clear outline of the proposed metadata for their items; this is then sent to the community organization for their review and approval before sending either to cIRcle or uploading to the RAP.
*''Tip: use a red font or add additional comments to draw attention to certain fields that require feedback.''
*'''Attention:''' While cIRcle and the RAP are connected, they use some of the fields differently from the RAP (namely the creator/contributor). Eg. cIRcle doesn't use the contributor field in the same way as the RAP, so when a community produced item has multiple individuals as both creators and contributors, we ask the cIRcle staff to leave these fields blank when they are uploading the items so that we can differentiate between the two fields when we upload the item to the RAP. It's not perfect, but it's working! Additionally, you might come across some discrepancies in how the contributor field is used. This is largely due to capacity issues as it can take a substantial amount of time to manually enter each name. You will see that for certain items which have a significant amount of contributors, we decided to included those names in the description field, rather than add them individually to the contributor fields. This is largely done on a case by case basis however, and tends to be for more publicly accessible documents by large organizations, rather than community based organizations. For the latter, we do prioritize including the individual contributors, regardless of the time it takes to enter each name separately.

=== ASTU 100 Infographic Submission Process [This workflow is under review in 2025 to adjust for the Kx TLEF grant-funded expansion of the project]. ===

* To submit the new batch of ASTU 100 infographics to cIRcle there are a few steps we must take.
* Reference the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/ASTU%20100%20Project/ASTU%20100%20Workflow.docx?d=w90a7a3112cb947678fdfa17c023782d1&csf=1&web=1&e=3aSael 2023 Workflow document] to ensure that each step is completed properly.

=== Submission Confirmation E-mail Template ===
'''''Note: Once cIRcle has provided the URI and the Student Librarian has added the item to the DTES RAP, send this email our KX TLEF student contact to notify creators.'''''

=== Updating the Tracking Spreadsheet ===
Once the URI has been received, the MRAi Student Librarian updates the rapTracker:

* Change the article's '''Action Status''' to "Complete" and update the cIRcle Update to "MRAi Archived."
* Copy and paste the '''cIRcle URI''' to the correct column.
* In the '''Items Notes''' field, make a final dated entry confirming the article has been archived in cIRcle.

==== Checklist ====
{| cellpadding="2" cellspacing="0" border="1"
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet repository [[Documentation:MRAi cIRcle Submission Workflow#Selecting Materials for MRAi: Our Criteria| Material Criteria]]?
|-
! scope="row”" |      
|Which version of the article is permissible to submit?
|-
!Yes/No
|Is a creator affiliated with UBC?
|-
! scope="row”" |   Yes/No   
|Do you have access to it?
|-
! scope="row”" |   Yes/No   
|Does the article version require any special permissions?
|-
! scope="row”" |   
|        If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)
|-
! scope="row”" |   Yes/No   
|Do you have a copy of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the creator or does the article already have a Creative Commons license?
|-
!   Yes/No   
|Have you forwarded a copy of the article to the cIRcle Office at circle.repository@ubc.ca?
|-
!   Yes/No   
|If the article has been archived, have you notified the creator and updated relevant tracking spreadsheet(s)?
|}

= Tracking and Adding the Downtown Eastside Geo-Tag =

=== During the Submission Process ===
During the submission process, the cIRcle Specialist should ensure the following LC Authority geo-tag is added to the Geographic Location field exactly as rendered here: '''''Downtown-Eastside (Vancouver, B.C.)'''''

=== For Items Already Added to cIRcle ===
Items already ingested or added into cIRcle (e.g. Electronic Theses and Dissertations (ETDs), BioMed Central (BMC) articles) and (Multidisciplinary Publishing Institute)MDPI that fit MRAi criteria for inclusion also require the geo-tag.

* The MRAi Student Librarian is responsible for identifying items that need the geo-tag and placing them in the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geo-tag Remediation Tab] sheet within the rapTracker. The MRAi Student Librarian should refer to the [[Documentation:MRAi cIRcle Submission Workflow#Representational Output| Representational Output criteria]] and use their discretion when determining which items are appropriate for inclusion. To find items, you will search '''IN''' the cIRcle database use similar search terms to those of alerts, like “Vancouver” AND “Downtown Eastside” to scan the existing collection to find any outliers that do not already have the required geotag.
* The cIRcle Specialist is responsible for checking the tracking document for new content at the beginning of each month. Using the provided URI, she will update the cIRcle item record with the geo-tags to any newly-identified items. She will update the "Geo tag added Y/N?" column from an "N" to a "Y" to confirm the task is complete.

= Adding Researchers to the Directory and Projects Pages =
[[File:MRAiProjectsDirectoryWorkflow.jpg|center|thumb|600x600px|Workflow for adding researchers to projects and directory pages]]

These functions are currently performed by the CBR Assistant.

* Consult with Community-Based Research Coordinator and other team members to identify priority researchers to contact
* Once you identify a researcher, refer to the RAP Creators Tracker to see if researcher has already been added.
** If the researcher has not been added, add them.
** If the researcher has been added, check to see if anyone has contacted the researcher by looking at Column H, "Creator Engagement notes."
**'''Tip:''' If needed, search MRAi inbox for additional details about recent contact.
* Email the researcher. Note: all email templates are housed in a shared folder. Modify them as needed to add a personal touch and / or address recent engagement between the researcher and the MRAi.
** You will first send an initial contact email to see if the researcher is interested.
*** If they don't respond, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they express interest, send a follow-up email (see next section).
** Send a followup email with a unique Qualtrics link (see [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Qualtrics Qualtrics] section).
*** If they do not respond to the survey, send an email in two weeks to remind them. If they do not respond after the second reminder, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they respond to the survey, input their information to the portal.
***'''Tip''': When you send the survey link, set a Task in Outlook to contact the researcher in two weeks if they do not respond to the survey.
* Input researcher's information to the portal.
** See [[Sandbox:Student Librarian Orientation#Qualtrics|Qualtrics]] for information about how to export information, and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance on how to input information to the RAP.
* Thank the researcher using the email template.
** Be sure to add a link to their specific projects pages.
**'''Tip''': Set a Task in Outlook to contact the researcher a year from when you input their information. Even if you are no longer in the position, you can assign these to the incoming student staff member.
* Annual followup
** One year after a given researcher was added to the portal, email them using the annual researcher check-in template.

*

= Tools & Key Documents =

== MRAi E-mail Account ==

=== Intended use ===
The MRAi mailbox ([mailto:mrai.info@ubc.ca mrai.info@ubc.ca]) is intended for "official correspondence." Please use this address when communicating with researchers, scholars, representatives from neighborhood organizations, and cIRcle Operations. This mailbox also receives regular search alerts from bibliographic databases (like Google Scholar and Read QxMD) that point to newly-published research on the DTES. These get sorted into their respective sub-folders and are reviewed for inclusion in the RAP Workspace at least once/month. In 2020, the inbox was renamed "Learning Exchange-UBC Library MRAi" and the UBC crest was added as the profile picture.

Note: In general, use first and last names when answering contact form emails and avoid assuming pronouns.

=== Linking to the DTES RAP ===
When linking to the DTES RAP in messages, use the correct trackable link.

For academic audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

For community organization audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

=== Switching between e-mail addresses in Outlook ===
When sending an e-mail, note the address in the '''From:''' field. If sending an e-mail to a researcher, organizational representative, or cIRcle Operations, be sure to use the dropdown on the '''From:''' button to switch from your "personal" UBC account to the MRAi account. This is a shared email.

=== Folders ===
'''@in_RapTracker'''

* What this is for

'''Alerts—Google Scholar'''
* Sort incoming search alerts from Google Scholar into this folder.
'''Alerts—Mendeley'''
* Sort incoming search alerts from Mendeley into this folder.

'''Alerts—READ by QxMD'''
* Sort incoming search alerts from QxMD into this folder.

'''ASTU'''

* Sort correspondence related to the ASTU 100 infographics project into this folder.

'''cIRcle Communications'''
* Place e-mails to and from cIRcle Operations (except notifications for successful cIRcle deposits) into this folder.
'''Completed List-serv Requests'''

* Once requests to be added to the list-serv have been processed, move them from the general inbox into this folder.

'''Inquiries from Other Institutions'''

* Sort correspondence with other institutions reaching out to learn about MRAi structure / processes / mission, etc., into this folder.

'''MRAi Creator Responses'''
* If a scholar/creator responds to your initial contact e-mail, sort the response into this folder.

'''MRAi Deposits'''
* Place all cIRcle Operations notifications for successful article deposits into this folder.

'''MRAi Licenses'''
* Place all automated notices for successfully submitted cIRcle licenses into this folder.

'''MRAi Permissions'''
* Place MRAi's requests to creators to have their projects hosted on the DTES RAP Project page into this folder.
'''MRAi Project & Directory Correspondence'''

* Sort all correspondence related to inclusion on the projects and directory pages into this folder.

'''MRAi Requests to Creators'''
* Place your initial requests to scholars/creators into this folder.
'''Publisher Communications'''
* Place e-mails to and from academic publishers into this folder.
'''RAP Contact Form'''

* Sort correspondence related to contact requests submitted via the site's contact form into this folder.

'''RAP Suggested Items'''
* Processed 'Suggested Items' are filed to this folder when complete/entered into our tracking system.
'''Rap WordPress'''

* For correspondence related to modifications to the WordPress.

'''Soft Launch Email Responses (Semi-Active)'''

* Houses email responses sent in reply to soft launch email from March 2021, unlikely that there will be anything to add.

'''Work General'''
* If an e-mail does not fit into any of the categories above but should be saved, move it to this folder. If there's a need to add new folders please discuss with Aleha.

== rapTracker ==

=== Overview ===
This is your mainframe, your best friend, where the magic happens! It keeps track of the ins and outs of the RAP, cIRcle, creators, and is a convenient way for everyone involved to get a quick snapshot of the collection at any given moment. In other words, the '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker]''' is a restricted spreadsheet that describes items in the MRAi collection. The fields in the rapTracker follow the initiative's [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit?usp=sharing '''Metadata Schema''']. The rapTracker was originally designed to help MRAi develop comprehensive and consistent item metadata in anticipation of the DTES RAP's launch, and to make it easier for the data to be imported to the RAP in bulk. Going forward, it should continue to be used in order to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP.

While it looks intimidating at first, it’s a pretty accessible space to be able to work with the metadata and get it ready for uploading into its respective interfaces, like the RAP or cIRcle. It’s also a space where you can leave notes for future GAA’s or other relevant parties about issues that have arisen, if anything is resolved, if items are ready for launching on the RAP, and so forth. Notes in a rapTacker item also connect with the [https://3.basecamp.com/3203619/buckets/9198328/cloud_files/3709983619 '''DTES Creators tracking spreadsheet on OneDrive'''], to keep track of what notifications were sent to whom by which team member and when.

'''Sample tasks that the rapTracker is currently used for:'''

# Tracking details of items that will be added to RAP and/or CIRcle
# Tracking metadata
# Status updates for individual items

More info is available at the [[Documentation:MRAi DTES RAP Metadata Style Guide#The rapTracker|Metadata Style Guide]].

As of November 2021, a [https://3.basecamp.com/3203619/buckets/9198328/google_documents/4362707655 RAP Workspace] was added to allow for a more streamlined look at the ‘In progress’ and ‘attention items’ without all the ‘complete’ items on the same sheet, which can get confusing and cluttered. Here the student will enter all the relevant metadata and follow the subsequent correspondence tasks, and then move the line over to the official RAP tracker once it can be considered complete. It is a low-stakes environment to get a good handle on the way the tracker and the overall MRAi role operates.

=== Tabs in the rapTracker & Geotagging ===
'''Items Descriptions'''
* Item descriptions derived from all items in all stages of processing. As of April 2021, it includes every item on the list, whether or not they have been archived to cIRcle.

'''Index and Match'''

* Once all metadata fields are complete, use this tab when creating an object in the DTES RAP.
*

'''Geotag Remediation Tab'''

cIRcle marks items in the repository that have been identified as part of the MRAi collection with a Geographic Location tag:
*'''''Downtown-Eastside (Vancouver, B.C.)'''''
cIRcle also archives a great deal of items as part of its regular, non-MRAi-related workflows. Some of these items must later be discovered and identified by the Student Librarian as candidates for inclusion in the MRAi collection. The two types of items that are most commonly retroactively identified as part of the MRAi collection are
# Theses and dissertations that include research on and discourse about the DTES;
# Open Access scholarly articles from the publisher BioMed Central that have been set up for automatic ingestion to cIRcle.
The '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geotag Remediation Tab]''' tracks cIRcle Specialist's addition of the '''''Downtown-Eastside (Vancouver, B.C.)''''' Geographic Location tag to items that the MRAi Student Librarian has flagged.
* The Student Librarian adds the item's title, creator(s), and the corresponding cIRcle URI to the appropriate place in the sheet (arranged in alphabetical order by first creator's surname).
** The Student Librarian must also make an entry for this item in the Tracking tab.
* The Student Librarian indicates in the '''Source''' column whether the item is ETD (Electronic Thesis/Dissertation), BMC (BioMed Central article), or Other (any item not fitting into the first two categories, including Graduate Projects).
* The Student Librarian places an "N" in the '''Geotag added?''' column to indicate to cIRcle Specialist that the item needs the geotag.
* The cIRcle Specialist, who checks the document periodically for updates, adds the geotag to the item and changes the "N" in '''Geotag added?''' to a "Y."
* To complete the workflow, the Student Librarian places an "Y or N" in the last column "Uploaded to the Rap" and once done notifies creators.
'''Tips for finding items in cIRcle as candidates for Geotag'''

* Start by using the '''advanced Search''' [https://open.library.ubc.ca/search/advanced<nowiki>]. </nowiki>
* Try '''exact phrase''' searches but include synonyms for the geo-tag (DTES, Downtown Eastside, Downtown East Side, etc.)
* For the most comprehensive search search in '''all fields for more precise search limit to Descriptions''' (but we aware that not all items have descriptions/abstract in cIRcle).
* Ensure '''cIRcle''' is checked as the '''source repository'''
* Apply the '''NOT''' limiter and the '''geographic location''' ['''''Downtown-Eastside (Vancouver, B.C.)]''''' field to omit anything we’ve already geo-tagged
* See screenshot of sample search: [[:File:DTES geo-tag search 2021-07.png]]

*

=== Entering Metadata into the rapTracker ===
When ascribing metadata to an item, consider the intention of the item was created with and consult the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] and [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit#gid=145969972 Metadata Schema.]
* The item entries in the rapTracker are placed in order by unique item identifier and then their citation. At the beginning this list was organized alphabetically, but as the collection grew, this became unsustainable and it is now only sorted by date and item identifier. These variables are combined as one single number and follow a formula of: the date and the number of item(s) added that day. For example, an item added on January 11, 2022 would be written as 2022-01-11-001. The date (in green) is written first, followed by the item number (in bold). If you add any other items to the tracker that day, they would be written as 2022-01-11-002, 2022-01-11-003, and so forth. Any item added the next day would be written as 2022-01-12-001. All new items are added at the bottom of the tracker, which allows for a quick and clear visual on how many new items need to be addressed.In cases where the first creator has multiple entries where they are listed as first creator:
** In cases where the first creator has multiple entries where they are listed as first creator:
*** If the creator has items they creatored alone, list those first.
*** Then list items they have co-creatored, putting them in alphabetical order by the second creator's last name.
* Make a blank row:
** Click on the row number that will be above or below the one you want to insert in the document.
** Right-click and select "Insert 1 above" (if you have highlighted the row below the one you are about to insert) or "Insert 1 below" (if you have highlighted the row above the one you are about to insert).
* Create a [[Documentation:MRAi DTES RAP Metadata Style Guide#Unique Item Identifier|unique item identifier.]]
* In the [[Documentation:MRAi DTES RAP Metadata Style Guide#Citation|citation]] field, write out a complete citation of the item (APA has typically been the standard).
* When entering information into the rest of the fields, refer to the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] for further guidance.
=== Filters ===
The rapTracker has five default Filter Views that correspond to the Access Status'. Use the Filter dropdown arrow (the one next to the "funnel" button on the Google Sheets toolbar) to pull up these Filter Views.

These filters are used to isolate sets of items by their statuses. For example, if you only want to look at the items that are awaiting action, you can click Action Required and the sheet will filter out items belonging to other statuses. To turn the filter off, click the Filter dropdown arrow again and choose '''None'''.

'''Do not''' make changes to the document while a filter is on. In the past, this has led to issues around information being overwritten or not properly saved. Turn off the filter first, and then make the changes. If you have suggestions for how to improve this document please discuss with Aleha before making any changes.

== DTES RAP Creators Tracking ==
This is the sister spreadsheet of the rapTracker. It is restricted and kept on Teams. It is used to track who and when we contact creators that are published on the DTES RAP.

Before contacting a creator, check this spreadsheet and the MRAi inbox for previous communications, so you can tailor your communications better.

== Unpaywall ==

=== Overview ===
The [https://unpaywall.org/products/extension '''Unpaywall browser extension'''] is a helpful tool for finding open access versions of articles. Unpaywall [https://unpaywall.org/sources '''uses both existing indexes and manual tracking'''] to point to open access versions of scholarly resources.

When you browse a resource on a publisher website, the Unpaywall extension tab on the right side of your screen displays different colours to indicate whether or not it has found an open access version of the resource. If the tab is coloured green, gold, or bronze, you can click it to access a version of the item. Some '''''(but not all)''''' versions of an item that are discoverable through Unpaywall are eligible for inclusion on the DTES RAP.

=== OA colours ===
* A '''green''' Unpaywall tab indicates that a version of the item has been self-archived to an OA repository. These items are licensed for sharing and reuse.
* A '''gold''' tab indicates that the open access item was published by the publisher. These items are licensed for sharing and reuse.
* A '''bronze''' tab indicates that the item was previously limited to subscribers, but has since been released for reading (typically after an embargo period). Items with a bronze Unpaywall tab typically have restrictions on reuse and sharing, so it is best to avoid sharing these versions of the items on the DTES RAP.
* A '''grey''' tab indicates that Unpaywall could not find an OA version of the article.

== Setting Up New Search Alerts ==
A search alert is a search string crafted for a specific database that, once saved, will e-mail an alert when new content meeting the criteria is added to that database. This step will describe generally how to pick databases, craft a search string, and set up a search alert.

#'''Selecting Databases:''' Select databases relevant to subject fields you want to target. You may want to focus on journals that have published a lot of UBC faculty work over the past few years. You might also want to consider focusing on journals that you know have good open access policies. For more information, see [[Sandbox:Making Research Accessible Publications Workflow#Checking Copyright Permissions|Checking Copyright Permissions]]. You can check [http://www.scimagojr.com/journalrank.php?area=0&category=0&country=CA&year=2014&order=tc&min=5&min_type=cdg Scientific Journal Rankings] for journal ideas to narrow your search. We recommend looking in at least two large databases; however, include as many databases as are necessary to cover the field in question.
#'''Crafting a Search String:''' Create a search string using the search box in your selected database. Make a search string that returns relevant content by UBC faculty contributors within your subject area (in this case, "Downtown Eastside" and "DTES" would be two standard terms). Narrow this by applying an affiliation parameter and/or a proximity operator to the string, if possible. The parameters and operators are often database specific and will likely be defined by the database. Further target the search by combining an affiliation search with subject specific terms relevant to the field you wish to search. Many databases have their own specific terms to narrow results. This search will return a smaller number of items relevant to your subject.
#'''Setting up Alerts:''' When satisfied with the amount of relevant results returned in the search string, save the search and/or set up a search alert. The terminology is often database specific, but a link or icon saying "save search" or "create search alert" is usually found in the header or sidebar of the page. Follow instructions to create or log in to an account. Make sure to use the mrai.info@ubc.ca e-mail address when creating your account. Most databases have a “frequency” setting for search alerts. This will set up e-mail alerts for any new results on a query at a specific time. It is recommended you set the frequency alerts to once per week.

== DTES RAP Pages ==
The Downtown Eastside Research Access Portal ([https://dtesresearchaccess.ubc.ca/ DTES RAP]) makes resources about Vancouver’s Downtown Eastside (DTES) more accessible and easier to discover. It was developed as part of the Making Research Accessible initiative (MRAi). Below are brief descriptions of each of the pages on the portal.

=== Topics ===
This page contains a list of topic tags that users can click on to navigate the portal. The terms for the topic tags were developed to not just reflect what is present in the portal, but to also highlight topics that are of interest to community residents. These topic tags are not imagined to be static, and can be added to or changed over time.

=== Search ===
This page allows users of the portal to identify and access academic materials such as scholarly articles and research summaries, as well as community materials such as reports, historical documents, and more. Note you can do an advanced search and limit results to open access only with the checkbox.

=== Directory ===
The directory identifies academic researchers and students who DTES community members and organizations could contact about research in the DTES. The current iteration of the site prioritizes UBC researchers. The directory was created in response to community members who identified not knowing or not being about to contact people who research in the DTES, and is designed to facilitate making those connections easier. In keeping with the values of the MRAi, only researchers who have given their permission to have their name and contact information on the site are included.

=== Projects ===
The projects page lists active or archived research projects that are happening or have happened in the DTES. This page was created in response to community members and organizations who wanted more knowledge about what research is happening in their neighborhood. In keeping with the values of the MRAi, only projects where the primary researchers have given their permission to have their research featured on the site are included.

=== Resources ===
The portal seeks to change the negative impacts of extractive ways of doing research by encouraging a more engaged and collaborative culture of knowledge exchange. This page provides links and brief descriptions of resources that have been identified as helpful for those interested in campus-community collaboration. Included in the resources are materials about making research more accessible, doing ethical and community-based research, using research for the public good, and planning a research partnership.

=== About ===
The About Page introduces the purpose and goals of the DTES RAP and the MRAi. It provides a brief history of the project, and is intended to be a jumping-off point for users to understand what they could use the portal for, what they will find on the portal, and how they might participate in the project.

=== News ===
The blog posts offer an opportunity to highlight different portions of the portal and make them easier for users to discover. For example, in one of the focus groups in user-testing the portal in 2019, participants identified wanting to use the portal to see different types of community-based research projects. While our tagging system does not currently have the ability to easily identify projects that use those methods in the search engine, a blog post could identify several research items available in the portal that do use these methods, making them more visible for users.

=== Contact ===
The contact page has a form where users can submit requests and recommend resources, and researchers can ask to be added to the directory or projects pages.

=== Help ===
The Help Page provides tips and tutorials for how to use the DTES RAP. This is imagined as a page users will go to for technical assistance in navigating the portal. In the future, we hope to add gifs and videos on this page.

== DTES RAP Content Style Guide ==
Currently, a [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit#heading=h.6jz5j6euppp MRAi Content & Style Guide] is in development by Nick Ubels. Consult as needed.

== DTES RAP Admin Panel ==
The DTES RAP Admin Panel is the RAP's content management system. The Student Librarians and Community-Based Research Assistant use the Admin Panel to create, edit, or delete information that displays on the RAP website, including:
* Item-level metadata entries,
* Controlled vocabularies (CVs) and their terms,
* Researcher entries for the RAP's Directory,
* Project entries for the RAP Projects Page,
* Blog content,
* Static text and photo content.
The DTES RAP Admin Panel has two different interfaces:
* [https://dtesresearchaccess.ubc.ca/admin '''RAP Admin Tools Panel'''] (Handles items, CVs, researcher directory, projects)
* [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] (Handles blog posts and certain static content)
Both require an authenticated Campus-Wide Login to access.

== Making Changes to the RAP ==

=== RAP Items ===
'''Adding Items'''
* First, get all your necessary tabs open to make the process as seamless as possible, this includes the: RAP Admin Tools Panel, the RAPtracker or Workspace, and the article you are adding. The rapTracker has a built-in “Index and Match” feature that will make adding objects a little easier. You simply need to copy the unique object identifier from the main Item Description page and then go into the Index and Match tab at the bottom of the excel sheet. Here you will copy and paste the unique object identifier into Column B, line 2 and all the information will auto populate. It’s the same info as is found in the Item description tab, just in an easier to read format. Alternatively, scroll across the columns to find the necessary details to add to the RAP. It is up to you and your preference!
* Now back to adding an item: In the RAP Admin Tools Panel, scroll down slightly to the '''Add/Edit Objects''' heading and click '''“Add new object”''' button.
* You should now be in the '''New Object''' menu. Copy and paste the '''''Primary Source URL''''' and '''''Primary Source Description''''' information from the Item Description List item record.
* '''Tips for Primary URLs:'''
** Make sure the primary source URL starts with http:// or https://. Example: https://www.linkvan.ca/about Once finished, click '''Set Source'''.
** Once the Primary URL is set, more fields should appear. Please note Primary URLs cannot be edited after the item has been published.
** For items that are hosted with UBC Library (e.g., cIRcle/Open Collections, UBC catalogue and therefor pull metadata from the original hosted sources it is important to note for our backend harvester to update these items nightly from OC and Voyager, the URLs should be in the formats below;
{| class="wikitable"
|'''Source'''
|'''Format'''
|'''For Example'''
|-
|OC
|<nowiki>https://dx.doi.org/10.14288/*</nowiki>
|<nowiki>https://dx.doi.org/10.14288/1.0223647</nowiki>
|-
|Voyager
|<nowiki>http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=*</nowiki>
|
|}
* To add a Secondary URL, click '''Add Source'''. A box with fields very similar to the Primary URL fields will appear.
*'''''Title''''', '''''Alt Title''''', '''''Serial Title''''', '''''Publication Date''''', '''''Description''''', and '''''Collection''''' are plain-text entry fields. Copy and paste the appropriate metadata from the Item Description List record to these fields. ''NOTE:'' the Collection is always the DTES.
*'''Creator(s), Contributor(s), Subject(s), and Language''' are "Click to Add" fields. This just means that if you do not “click to add”, then what you have entered will not be saved. In the Item Description List fields on the RAPtracker or Workspace, we differentiate the individual '''Creator(s), Contributor(s), and Subject(s)''' information for a given record with semicolons. On the RAP however, each creator(s), contributor(s), and subject(s) are entered as separate fields. So it takes a little bit of time and some copy/paste action, but it becomes second nature once you get the hang of it. Using ‘creator(s)’ as an example, the easiest way to enter all the necessary information in the RAP is to copy the entire creator list from the RAPtracker and then paste all the names into the creator field line on the RAP and press “Click to add”. Once you have added one field, the option to add more will then appear below. From there, just copy and paste each individual name into a new line and click to add, until you have gone through all the names. Be sure to delete the names from the original line as you go as well so you end up with a list of individual names in each field. The same process applies for the contributor(s) and subject(s) as well.
*'''''Access''''' is a dropdown field. Click the arrow and choose the option that matches the Access entry in the Item Description List record.
*'''''Projects''''', '''''Topics''''', '''''Affiliations''''', '''''Categories''''', '''''Genres''''', and '''''Types''''' are checkbox fields. For these fields, consult the Item Description List record and choose the Admin Panel checkbox options that match.
*'''''TIP:''''' The Affiliations field has grown extensively, so the easiest way to enter the information here is to search for the specific affiliation, check the box, and continue searching from there. You will not be able to see the entire list but once you have clicked the box, you can rest assured that the information is stored. If you do not see the affiliation listed, then you will have to add it by editing the ‘affiliations’ controlled vocabulary. See below for a detailed breakdown of how to do this.
* Items can be refer to other items. To make your item '''Refer To''' another item already in the RAP, you will need the other item's Object ID.
** The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
** The string after "[https://dtesresearchaccess.ubc.ca/admin https://dtesresearchaccess.ubc.ca/object/]" in the URL is the Object ID. It can begin with "ext." or "oc."
** Copy the string, paste it into the '''Refer To''' field for your new item, and click '''Add reference'''. Repeat if you want the new item to refer to more RAP items.

* When finished with all of the fields and satisfied with the results, click '''Publish'''. If you do not want the new item record to show up on the front end yet, click '''Save as Draft''' instead. If publishing sounds a bit intimidating, don’t worry if you think you have made a mistake or need to fix something, you can always edit an item once you have published it on the RAP.
'''Editing Items'''
* You can edit an existing item in two ways.
*# If you already know the item's Object ID, you can enter it into the '''Edit Object''' box on the main Admin Panel.
*# While signed into the Admin Panel, you can look for the item using the '''Search''' feature in the top nav, navigate to its page, and click the '''Edit Object''' button in the top left corner of the item record.
'''Deleting Items'''
* In the Item Editing Panel, there is a '''Delete''' button in the bottom-left. When you click it, a warning will display: ''Are you sure you want to delete this? The data cannot be recovered.'' To confirm, click '''Delete'''. To go back, click '''Cancel.'''
'''Adding research summaries'''
# Check if the original article is in rapTracker and is published on the DTES RAP (Search for title of the original article or creators)
# If not, add the original article to rapTracker and DTES RAP (this will help you generate the same metadata for the summary).
# Create an APA citation for the summary.
# In the rapTracker, insert a new row next to the original article, using the summary citation.
# Copy the applicable metadata from the original article, for example, subjects, topics, affiliations will remain the same.
## Note: For the summary, the creator is the creator/organisation that created the summary, under ‘contributors’, put the creators of the original article.
## Note for cIRcle items, creator first names may become initials, for example, “Wood, Evan” becomes “Wood, E.” In this case, follow cIRcle’s convention in the metadata of the summary. For more information, consult the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
# Add summary to DTES RAP.
## When the object is published on the RAP, it generates an Object ID under “Linked Objects” and “Refers To.” This is the Object ID of the item you added to the RAP (example: ext.6224).
## Copy this Object ID and add it to the rapTracker field under “RAP ID refers to.” This indicates that it has been published on the RAP and can be found by searching for this number.
# Cross-reference the summary to the original article.
## Find the Object ID of the original article
### The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
### The string after "<nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>" in the URL is the Object ID. It can begin with "ext." or "oc."
### Copy the Object ID of the original article and paste it in the summary’s rapTracker row under “RAP ID” for your new item.
# Return to the item in Wordpress and “edit object”
## Remember to click Add reference. Repeat if you want the new item to refer to more RAP items.
# In the rapTracker field “refers to DTES RAP ID”, add the object identifier number that was generated in “refers to” under Linked Objects in Wordpress Admin.
# Check how it looks on the RAP and check the links are correct

=== Controlled Vocabularies ===
'''Editing Controlled Vocabularies'''
* In the RAP Admin Tools Panel, scroll down to '''Manage Controlled Vocabularies'''. You will see a dropdown box with eight different controlled vocabularies: ''Access, Category, Expertise, Genre, Affiliation, Project_status, Topic,'' and ''Type.''
* Each correspond to a particular field in either RAP item records, researcher directory records, or project records.
* From the dropdown, choose which controlled vocabulary you want to edit and click '''Edit Vocabulary'''.
* For example, when '''Topic''' is chosen, you will be taken to a page with a list of Topic Terms.
'''Adding Terms Within a Controlled Vocabulary'''
* Scroll past the list of terms to the bottom of the page. Click '''Add a Term'''.
* Give your term a descriptive '''Label''' (required) and a '''Definition''' (optional). '''Label''' is public facing. '''Definition''' is not. Use the '''Definition''' field for scope notes and LC Name Authority Notes.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Editing Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a white '''Edit''' button. Click it to change the term's '''''Label''''' and/or '''''Definition'''''.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Deleting Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a dark blue '''Delete''' button (just below the white '''Edit''' button).
* A confirmation box will appear. If you want to delete the term, click '''Delete''' again. Otherwise, click '''Cancel'''.
* If an item is tagged with the term, the system will not allow you to delete it. It will tell you which object IDs are tagged with the term. If you still want to delete the term, you will have to untag each item first.

=== Directory of Researchers ===
'''Adding a New Researcher'''
* Under the '''Add/Edit Researcher''' header, click '''Add New Researcher'''.
* '''First Name''' and '''Last Name''' are mandatory text entries.
* '''Title''', '''Institution''', '''Faculty''', '''Department''', and '''Description''' are all optional text entries. If you do not have any information for any one of these fields, leave the field blank.
* '''UBC Faculty Profile, Phone''', '''Email''', '''URL''', and '''Twitter''' are are all optional "Click to Add" fields. If you do not have any information for any one of these fields, leave the field blank. If you do have information, type one entry in the field and then '''Click to Add''' to save that entry. If you have another entry for the field (for example, if the researcher has two e-mail addresses and you have already entered one), repeat the process. If you need to remove or relocate information from one field to another, make sure to delete the text input and then click the button to '''Remove''' the information.
** If a researcher provides you with any links to a personal profile on a University faculty profile site or institutional profile, etc., add this link in the "UBC Faculty Profile" field, followed by ", See FirstName's [description of profile]" to show a description of the link on the profile page. '''Example''': Entering Joey McJoerson's CDC profile into the "UBC Faculty Profile" field, input: www.yourcdc.ca/Joey-McJoerson, See Joey's CDC profile
** If a researcher provides you with a Twitter link, add @TheirHandle into the Twitter field and Wordpress will hyperlink to their profile.
* '''Expertise''' is a checkbox field. If the research has supplied their area of expertise and it is in the Expertise CV, select it.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
*
'''Editing a Researcher'''
* Like items, you can edit an existing researcher in two ways.
# If you already know a researcher's Researcher ID, you can enter it into the '''Edit Researcher''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the researcher using the '''Directory''' feature in the top nav. Find the researcher in the list and click the '''Edit Researcher [ID#]''' button underneath their record.
=== Projects ===
'''Adding a New Project'''
* Under the '''Add/Edit Project''' header, click '''Add New Project'''.
* '''Project Name''' and '''Status''' are mandatory fields. The first is a text field; the second is a dropdown field with three options.
* '''Primary Researchers''' and '''Other Researchers''' are Click to Add fields.
* '''Project URL / Nickname, Description,''' and '''Methodology''' are optional text fields.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
'''Editing a Project'''
* Like items and researchers, you can edit an existing project in two ways.
# If you already know the Project ID, you can enter it into the '''Edit Project''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the project using the '''Projects''' feature in the top nav. Find the project in the list and click the '''Edit Project [ID#]''' button in the lower right corner of the project "card."
=== Blog ===
'''Adding a New Blog Post'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Posts.'''
* In the Posts menu, click '''Add New''' near the top.
* Add a title in the Title field, then add your text to the field underneath.
* If needed, you can toggle between the '''Visual''' (WYSIWYG) tab and the '''Text''' (HTML) tab.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to '''News''' on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it will look.
'''Editing a Blog Post'''
* In the '''Posts''' menu, find the relevant blog post. Click on the title.
* When finished editing the post, click '''Publish''' again.
'''Deleting a Blog Post'''
* In the '''Posts''' menu, hover over a blog post title.
* You will see four additional options appear underneath the title. Click '''Trash'''.

*

=== Static Content ===
'''Editing Resources, About, and Help Pages'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Pages.'''
* You will see three main web pages: '''Resources''', '''Help''', and '''About.'''
* You will also find sub-pages underneath '''Resources''' and '''About.''' These sub-pages are preceded by an em dash.
* Click on the title of the page you want to edit. Edit content in either the '''Visual''' or '''Text''' tabs.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to the corresponding site on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it looks.
*
'''Editing Header Images for Resources, About and Help Pages'''
* When in the edit panel for one of these pages, scroll down to '''Featured Image''' in the right sidebar.
* To change the image that appears in the header, click the Featured Image thumbnail.
* Wordpress will take you the the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library].''' You can either select an image from the collection of images that have already been uploaded to the Wordpress site, or you can switch to the '''Upload Files''' (top left corner) tab if you want to upload a new image.
* The images should be optimized for web, so the photo file size should be shrunk to less than 500kB.
* The aspect ratios should be similar.
* Make sure the image you select has an identifying name (it should probably correspond to the page it is going on—for example: "help_header1").
* With your image highlighted in the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library]''', click '''Set featured image'''.
'''Editing Header Images for Other Pages'''
* If you want to edit static content on other pages (including the Home page, Topics, Search, Directory, and Projects), you will have to contact IT for the change.
* However, if there is a header image in place on one of these pages, it can be '''replaced''' through the '''Media''' tab in the left sidebar.
* Search the name of the page in the media library search bar. It should pull up the corresponding header photo for the page. Click on that photo.

[[File:SLO MediaGallery Capture1.png|thumb|A screenshot of the Media Gallery search.|none]]

* In the photo menu, click '''Replace Image.'''

[[File:SLO MediaGallery Capture2.png|thumb|In the photo menu, click on Replace Image.|none]]

* At the next screen, choose '''Just replace the file'''. Click '''Upload'''.
**Warning: Choosing '''Replace the file, use new file name, and update all links''' will break the link to the image on the site.

[[File:SLO MediaGallery Capture3.png|thumb|Select "Just replace the file."|none]]

== MRAi TeamShare Folder (aka Shared drive) ==

=== Overview ===
The root folder MRAi uses to store its files on UBC's TeamShare storage is called '''MRA Campaign (Path —T:\MRA Campaign)'''. Here's instructions for mapping for the first time outside of UBC Library https://it.ubc.ca/services/web-servers-storage/teamshare-storage-service/mapping-or-mounting-teamshare-microsoft

This is a place for long term secure storage of files. You can arrange to use this from personal laptops, workstations at the Learning Exchange or UBC Library.
== Qualtrics ==
The Qualtrics tool is used to collect information from researchers in order to populate the Directory and Projects pages. This includes details about how to contact them, their academic affiliations, and their research focuses. (Note: EM modified Qualtrics survey on February 17, 2022 so that the researcher directory topic options match the topic labels displayed in the RAP.)

=== Sending the Qualtrics survey ===

* Manually add the researcher as a contact, in the Contacts section.
** Note: if this is your first time sending a survey link, you will need to create a new contact list.
* Navigate to Projects, select the MRAi Directory and Projects Survey, go the "Distributions" section.
* Select "Personal links" from the list of options on the left-hand side.
* Select the "Generate link" button in the upper right.
* Click "Select contacts," and select the researcher to whom you are sending the link.
* Set the link to expire in 60 days (the default), and then select "generate links."
* The link will automatically download in an Excel spreadsheet. Open it and use the link in your email to the researcher.
* Update the Creators tracker by adding details in columns N-P

=== Accessing survey results ===

* You should receive emails when researchers submit their surveys, from noreply@qemailserver.com
* If the researcher has submitted only one project or fewer for inclusion in the portal, you may be able to copy responses directly from this email.
* If the researcher has submitted multiple projects, the formatting is confusing to view as delivered in the email. Instead you can log in to Qualtrics, select the MRAi Directory and Projects Survey, navigate to the "Data and Analysis" page and either:
** Click the down arrow button at the far right side next to the response you wish to view, then select "Export to PDF," OR
** Select "Export & Import" > CSV > Download to see an Excel spreadsheet with all responses
* Input responses into the appropriate sections of the RAP Creators tracker (columns Q-BV) and to the appropriate sections of the RAP. See [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance.

== Teams ==
Starting in July 2022, the MRAi began using Teams for active file sharing and management of Task lists, in place of Basecamp and Teamshare. You can read the MRAi Teams [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/Teams%20intro%20user%20guide.docx?d=wa1975f50db3a49e19f4a7b037eea38b4&csf=1&web=1&e=vwXiKC user guide] or watch [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/How%20to%20videos?csf=1&web=1&e=iFeyRn explainer videos]. Note that you will have to be a member of the MRAi Teams site to view these files.
[[Category:MRAi]]
[[Category:Circle Projects]]

Documentation:Student Librarian Orientation (MRAi)

2026-08-21T23:05:05Z

KendallWilber: Roles and Responsibilities

== Introduction to this Wiki ==
The Student Librarian Orientation (SLO) Wiki page is intended to give incoming MRAi Student Librarians a basic overview of all the many different aspects of this position. It introduces the major tools and interfaces frequently used in the role, as well as general guidence for day-to-day workflows. It is also useful for those new to the MRAi in general, and will be a great reference point when incoming MRAi team members are finding their feet in the early days of their new position. The SLO Wiki and/or its attendant Wikis should be updated in accordance with the [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]] when relevant tools/guidelines/workflows are added, eliminated, or modified.

As you read through this SLO Wiki, do keep in mind that there are a lot of moving parts that make up the MRAi and it takes time for new folks to learn what they are and how they all interact with one another. We encourage all incoming team members to be graceful with themselves as they learn about the work of this initiative. Please feel free to ask any questions!

== Reference Tools ==
'''MRAi Resources'''
* [https://wiki.ubc.ca/Sandbox:MRAi_Orientation_Documents MRAi Orientation Documents]: Higher-level information about the MRAi's purpose, how we work, what we accomplished last year, and our annual work plan.
* [[Documentation:MRAi DTES RAP Metadata Style Guide|MRAi DTES RAP Metadata Style Guide]]: Definitions of, and stylistic guidelines for, each metadata field in Downtown Eastside Research Access Portal (DTES RAP) item records. ''This one is especially helpful!''
* [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit# MRAi Style and Content Guide (Draft)]: This working document is meant to be used by MRAi team members (referred to as users) who create or edit content for the DTES RAP that is not part of the collection. Created by Nick Ubels and Geoff D'Auria.
* [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]]: Read about how the Wiki is structured and how and when to add/remove content.
* [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv subscribers]: This document was created in 2023 to track correspondence with authors, creators, and other folks in the MRAi network regarding the DTES RAP. Information about who currently is a subscriber to the MRAi Listserv is also recorded in this document.
'''cIRcle Resources'''
* [[Library:Circle/Adding faculty publications to cIRcle|Adding Faculty Publications to cIRcle''':''']] This is a general workflow guide maintained by the cIRcle Office. [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Section 3: Check Copyright Permissions]] is the section relevant for identifying if research articles are eligible for deposit in an institutional repository and under what conditions.
*[[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]: This page is maintained by the cIRcle Office and provides guidance on preferred and accepted file formats. ''This one is especially helpful!''
*[https://circle.ubc.ca/ cIRcle website:]: Search the repository, find all up-to-date guidelines, policies, sponsorship webforms and licenses.
'''Other UBC Library Resources'''
*[https://scholcomm.ubc.ca/open-access/ ScholComms@UBC] Website: Has up-to-date information about Open Access, Open Scholarship and Author Rights.
*[https://open.ubc.ca/access/ Open UBC]: Has toolkits to support open access.
*[https://about.library.ubc.ca/contact-us/ejournal-help/ UBC Library IT]: Use this form to report technical issues with the RAP. Please update Aleha if you experiencing any issues with the RAP.

== Roles and Responsibilities ==

==== MRAi Student Librarian ====
The MRAi Student Librarian works within the MRAi to support collection development and maintenance for the Downtown Eastside Research Access Portal (DTES RAP), communicate with both authors and staff alike, adhere to publishing permissions, and contribute to the greater task of writing and compiling metadata. This position currently works with and reports to the MRAi Community Engagement Librarian DTES RAP Project Lead for day-to-day library projects and is guided by the Academic Director of UBC's Learning Exchange for broader MRAi projects and goals. Student Librarians are also in regular communication with cIRcle staff to facilitate adding new material to [https://circle.ubc.ca/ cIRcle], UBC's institutional repository. All items to be added to cIRcle go through a workflow process, where the Student Librarian records possible items for cIRcle on a shared spreadsheet. The cIRcle Specialist then communicates with the authors and creators, writes and collects pre-populated PDF licenses, and submits these for publication. Once items are published in cIRcle, the Student Librarian will be notified to then add these items to the RAP. Further details about this workflow process can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

The principal responsibility of the Student Librarian role is to support the collection development activities of the DTES RAP. New research articles, as well as community and scholarly works, are discovered through a variety of sources, including email alerts, word of mouth, internal recommendations, and self-archiving. Part of the Student Librarian’s regular tasks is to sort through and identify prospective works that can be self-archived in cIRcle and/or curated on the DTES RAP. To determine an item's eligibility for inclusion, the Student Librarian uses best judgement, remembering that all new material should reference and be specific to the DTES community. If in doubt, reach out to the MRAi Community Engagement Librarian DTES RAP Project Lead for clarification and confirmation. As well, a substantial amount of this role involves compiling and writing metadata for items that will be added to either cIRcle and/or the DTES RAP. The Student Librarian uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] and [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] for drafting all metadata. These Google Sheets are intimidating at first but new Student Librarians will get the hang of them in no time!

Communication is a big part of this role, all with the leading purpose of growing the DTES RAP collection and building a wider network of scholarly and community-based relationships. The overarching goal of the DTES RAP is to function as a useful stand-alone resource for knowledge dissemination, as well as encourage and facilitate knowledge exchange activities for UBC and the broader community. There are lots of little bits to this position, many of which new Student Librarians will learn in the first few weeks, and after this learning curve, the finer details start to seem much more straightforward.

The Student Librarian works closely with the Community Engagement Librarian/DTES RAP Project Lead, the Community-Based Research Assistant, the Community-Based Research Coordinator, the cIRcle Specialist, and the MRAi cIRcle Project Lead. Details about these working relationships can be found below.

==== MRAi Community Engagement Librarian DTES RAP Project Lead ====
The Student Librarian coordinates with the cIRcle MRAi Community Engagement Librarian Project Lead to ensure clear and consistent expectations, workflows, and deliverables. This position oversees the work of the MRAi Student Librarian to ensure deliverables are met and processes are executed accurately. This position is permanently held by [http://directory.library.ubc.ca/people/view/744 Aleha McCauley] (she/her), the Community Engagement Librarian based at the Irving K. Barber Learning Centre (IKBLC).

==== Community-Based Research Assistant ('''currently vacant)''' ====
The Student Librarian coordinates with the Community-Based Research Assistant, another student position within the MRAi team, to aid the input of researcher contact information into the DTES RAP [https://dtesresearchaccess.ubc.ca/directory Directory page], as well as the input of project information into the DTES RAP [https://dtesresearchaccess.ubc.ca/projects Projects page]. Further details about this process can be found in the [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Adding_Researchers_to_the_Directory_and_Projects_Pages Adding Researchers to the Directory and Projects Pages]. The Community-Based Research Assistant is predominantly based out of the UBC Learning Exchange, and the Student Librarian may hold standing virtual and/or in-person meetings with the student working in this role.

'''Community-Based Research Coordinator (currently vacant)'''

The working relationship between the Student Librarian and the Community-Based Research Assistant is further supported by the Community-Based Research Coordinator, a position that supports community-university knowledge exchange activities out of the UBC Learning Exchange. As one of the supervisors for the Community-Based Research Assistant, the Community-Based Research Assistant supports and, where necessary, provides guidance on the shared work of the Student Librarian and the Community-Based Research Assistant, especially with respect to the ongoing development and maintenance of the DTES RAP Directory and Projects Pages. The Student Librarian also works alongside the Community-Based Research Coordinator on a semi-annual basis to facilitate and support the work of the ASTU 100 Project. Details about this specific workflow process can be found in the [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#ASTU_100_Infographic_Submission_Process ASTU 100 Infographic Submission Process] section. This position is currently held by [https://learningexchange.ubc.ca/about-us/our-team/ Katherine Cheng] (she/they).

==== cIRcle Specialist ====
The Student Librarian coordinates with the cIRcle Specialist to deposit materials for the MRAi project to cIRcle and apply metadata enhancement practices (i.e., geographic location tagging, or "geo-tagging") to pre-defined materials. The cIRcle Specialist and the MRAi Student Librarian work closely to coordinate the deposit of materials to cIRcle as well as track archived/metadata-enhanced materials in shared MRAi and cIRcle workflow tracking documentation (see the Geotag Remediation Tab of the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 rapTracker]). This position is currently held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin] (she/her), Digital Repository Specialist.

==== MRAi cIRcle Project Lead ====
The MRAi cIRcle Project Lead supports the working relationship between the cIRcle Specialist and the Student Librarian, as well as provides guidance on cIRcle-related matters (e.g., copyright, self-archiving, etc.). This position is generally held by This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian ([https://directory.library.ubc.ca/people/view/1020 Amber Saundry], Digital Repository Librarian, served as cIRcle Project Lead during Tara's sabbatical [July 2025-June 2026] and will continue to consult as needed].

'''Other MRAi Team Members'''

The Student Librarian also interacts with other team members working within and/or for the MRAi and, depending on the individual interests and/or capacity of the Student Librarian, may work on special projects with them. The following roles are standing members of the MRAi team:

* '''Communications Specialist, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBR%24KG0%40T%20%0A Geoff D'Auria] [he/him]).
* '''Director, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBS%24%5BA1PH%20%0A Kathleen Leahy] [she/her]).
* '''Academic Director, UBC Learning Exchange''' (currently vacant)

== Discovery and Selection of Items ==
The MRAi simultaneously pursues both academic research and community materials (what we refer to as grey literature, or "grey lit" for short) for both archiving in cIRcle and for curated links to in the DTES RAP. Some items are better suited for linking directly to the DTES RAP, such as an open access thesis from a non-UBC repository or a non-profit report from an organization's website, while others are suited for archiving in cIRcle, such as a restricted access scholarly article by a researcher who is interested in sharing a permissible open access version in cIRcle.

=== Academic articles through search alerts ===
The MRAi discovers the bulk of its academic research using pre-set search alerts. So far, the MRAi has three primary search alerts: Mendeley, Google Scholar and Read by QXMD. At intervals, the alerts deliver newly-indexed articles, filtered by MRAi’s specified search terms, to the shared MRAi e-mail account (mrai.info@ubc.ca). The search alerts are automatically sorted into the email folders that correspond to the database they came from. On a weekly basis, the Student Librarian reviews each set of results for relevancy to the MRAi's criteria for inclusion. Once the Student Librarian deems an item eligible for inclusion, they make a new entry for the item in the rapTracker and/or RAP Workspace.

Using [https://unpaywall.org/ UnPaywall], [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder], [https://shareyourpaper.org/ ShareYourPaper], [https://resources.library.ubc.ca/page.php?id=41 UlrichsWeb] (a database accessed through the UBC Library and requires a CWL), [https://circle.ubc.ca/ UBC cIRcle], and a Google search of the title, look for an open access (OA) version of the item. If the item is not OA, note the [[Documentation:Student Librarian Orientation (MRAi)#Checking Copyright Permissions|embargo period]] in the rapTracker in the appropriate column. Previous Student Librarians found the use of the [https://unpaywall.org/ UnPaywall browser extension] to be one of the most helpful tools in their work and recommend that future Student Librarians use it, too.

OA can sometimes look slightly different based on different publisher permissions, so take your time to familiarize yourself with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. This is an ever-evolving landscape to navigate! Based on previous Student Librarian experiences, this part of the role took a bit longer to get the hang of, so ''be patient with yourself'' as you learn the specifics of copyright permissions. Bring questions to your check-ins.

=== Community-generated materials/grey literature ===
Community materials or grey literature—such as community reports, newsletters, and working documents—often offers flexible, grounded, and process-oriented insights that differ from the conventions of traditional academic publishing. Within the DTES RAP, grey literature includes either UBC-affiliated materials eligible for archiving in cIRcle or curated, externally linked content created by community or government organizations working in or on the Downtown Eastside (DTES).

As of '''May 2025''', '''only materials with an explicit UBC affiliation are eligible for deposit in cIRcle.''' cIRcle defines UBC affiliation as content that is authored or co-authored by, created in affiliation with, contributed by, or hosted by a UBC student, staff, faculty member, department, or official UBC location (e.g., Learning Exchange). '''Materials that do not meet this affiliation requirement may still be''' '''curated on the DTES RAP through external links,''' offering visibility and access to the public, though they cannot be archived in UBC’s institutional repository.

In 2023, we began informally collecting newsletters from DTES-based community organizations through the MRAi shared email (mrai.info@ubc.ca). These are stored in a designated "Community Organizations Newsletters" folder and reviewed periodically by the Student Librarian as a source for discovering relevant community content. As new organizations are identified, we encourage Student Librarians to subscribe to their newsletters using the shared MRAi email and update the Outlook rule to ensure consistent organization and tracking. If you identify materials that are at risk becoming inaccessible please discuss with our MRAi contacts.

=== Suggested items ===
For a period of time, members of the MRAi team would input suggested items via a Google form '''but as of 2023 this is no longer in use.''' This now-defunct Google form, however, can still be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Google%20Form?csf=1&web=1&e=XpKmyk Teams > Collection Work].

When the Google form was in use, the Student Librarian could access the content of the Google form using the MRAi Gmail account (mrai.shared@gmail.com). An alert would come to the MRAi shared inbox when a response was submitted. If the suggested item was deemed urgent and the suggester wanted it added to the portal within a specific timeframe, the suggester would also email the MRAi inbox to flag the item for urgent inclusion. Suggested items would then be entered into the rapTracker and RAP Workspace to later undergo the usual workflow of an item.

== Pursuing Items: Our Working Criteria ==
The following offers some guidance to determine whether the material is representative of the goals of the MRAi project. Scope may change as the initiative matures, so this criteria is often revisited by our Steering Committee and various stakeholders. Please keep up-to-date with our [https://infohub-2019.sites.olt.ubc.ca/files/2020/07/Curatorial-Statement-2020-Final.pdf public curatorial statement] to ensure items being considered for inclusion to the DTES RAP and/or cIRlcle are consistent with current MRAi practices.

=== Current Working Criteria ===
When determining an item’s eligibility, consider:

==== 1) Geographic location relevance ====
Look for keyword frequency, the appearance of terms such as “Vancouver” and/or “Downtown Eastside” in the title, subject headings, and/or body text of an item. The contributors or affiliations may also have a connection to the DTES community. However, as this may not always be apparent in a keyword search, always do a little digging on the creators and organizations mentioned in the item. Double-checking internal MRAi documentation, like the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=xQsodi Master List - Student Librarian Engagement Notes and Listserv Subscribers], can be helpful for this, too.

Note: When we refer to the DTES, we are referring to the [https://guidelines.vancouver.ca/policy-plan-downtown-eastside.pdf Local Planning Area] per the City of Vancouver's definition. This definitions comprises seven sub-areas: Chinatown, Gastown, Industrial Area, Oppenheimer District, Strathcona, Thornton Park, and Victory Square.

==== 2) Timeliness ====
We typically only curate and upload items that have been published from 2010 onwards, however, there are always exceptions to this rule. Be sure to run any item with an earlier date that you think may be of interest to the DTES RAP collection by the MRAi Community Engagement Librarian DTES RAP Project Lead for confirmation.

As well, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from creators. To learn more about and/or get a refresher on post-prints, see the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Checking Copyright Permissions]] section.

==== 3) Institutional affiliation ====
As of '''May 2025''', only items with a clear UBC affiliation are eligible for inclusion in cIRcle. This means the creator must be a UBC student, staff, faculty member, or affiliated with a UBC unit or host location—and must be named as an author, co-author, contributor, or institutional affiliate. Because of this requirement, materials created solely by non-UBC affiliates are no longer eligible for cIRcle deposit, though they may still be curated on the DTES RAP via external links.

==== 4) Language ====
At this time, we only work with items written and published in English.

==== 5) Stakeholder recommendations ====
We aim to prioritize materials where there is an identified DTES community interest in the topic and subject matter. We also take recommendations from many stakeholders, including current MRAi affiliates, the general public via our contact us form, and the UBC community.

=== Exceptions to the Working Criteria ===
As we seek to grow the DTES RAP collection, exceptions can be made, especially when an item offers:

* Information and/or insight into an under-represented topic and/or subject matter.
* Historical significance.
* Diverse representation.
* Research that is conducted outside of the DTES that is nonetheless of importance to DTES.
Items that are frequently cited by other works in the DTES RAP collection may also be exceptions to our standard working criteria.

=== '''cIRcle vs. DTES RAP Candidacy''' ===
There are several factors that Student Librarians can keep in mind when searching for and/or discovering potential material to include in the DTES RAP collection, especially when it comes to whether an item should be pursued for cIRcle ''in addition to'' being curated in the DTES RAP.

==== '''1) Hyperlink stability and availability''' ====
Is the item hosted on a stable, well-funded website and/or archived in a repository like PubMed Central or BioMed Central? If so, then just linking to the item (or, curating) on the DTES RAP is sufficient.

Is the item only hosted in one location online and/or is vulnerable to loss and deletion? In other words, will you be able to reliably access or download a PDF copy of the work? If there is no reliable source and you suspect the link is not stable, then the item is a good candidate for linking on the DTES RAP and/or depositing to cIRcle.

As a general rule, if the link is seemingly unstable and is a good fit for the DTES RAP, then it is a good idea to also archive the item in cIRcle so that access to it will remain both possible and stable in the long term. If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== '''2) Organizational need''' ====
Does the creator and/or organization have a need for free support in order to help preserve their work, or do they have the capacity to archive or preserve their own work? This is especially important to keep in mind when engaging with community-based organizations and non-profit societies working within and around the DTES who may not have the funding, staff time/expertise, and/or digital infrastructure to preserve their valuable materials (e.g., annual reports for community organizations). If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== 3) Relationship ====
This is where our internal tracking documents come in great hand. Check the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] to see whether the MRAi has an existing relationship with a certain creator. If so, has the creator been previously willing and able to work with us to self-archive their work in cIRcle? Take note of any capacity issues that this person may have expressed during previous correspondence. Our goal is to make the work of creators easier - the last thing we want to do is overburden them with requests. For instance, would it be best to hold off on pursuing an item for cIRcle for the time being and return to it at a later date when the creator is less busy?

If the creator of an item is someone who the MRAi has not connected with previously (to the best of your knowledge and by the notes retained in our internal tracking documents, at least), then can accurate and up-to-date contact information for this person be readily found online? If not, then this may not be a reliable creator to reach out to at this time.

==== 4) Level of description ====
Do we have adequate information to describe the item appropriately and fill out our mandatory metadata fields (e.g., title, publication date, creator names, topic, category, genre, type? If working with community-generated material, can the creator help us to describe the item appropriately?

=== '''Saving Citations''' ===
The MRAi uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] to track item citations and the status of requested materials. The MRAi Student Librarian saves citations for viable candidates to the DTES RAP by using the appropriate columns of the spreadsheet. Each new entry receives a "Data Created" status and initially includes the item's title, its creators, a publisher DOI, a full citation, and a creator point-of-contact (i.e., the article's designated corresponding author). The Student Librarian fills other fields in the entry as the item progresses through the relevant processes.

= Checking Copyright Permissions =
The starting place for discovering and understanding publisher self-archiving policies is [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder] (formerly SHERPA/Romeo). Although the Policy Finder is a good place to get a quick policy digest, each entry includes links to the journal's self-archiving policy page. Use these links to verify and clarify policies and conditions on the publisher's website.

A term that Student Librarians will become familiar with as they understanding publisher self-archiving policies is "embargo." An embargo is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals and/or those with institutional affiliation(s). If an article is currently under embargo, it can still be archived to cIRcle, but access to the article on the repository will be restricted until the embargo end date. Folks interested in items currently under embargo must make a special request to cIRcle in order to access it.

=== Understanding Article Versions ===
cIRcle has a Wiki page for [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Adding Faculty Publications to cIRcle]] which includes a section on [[Library:Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Identifying Permitted Self-Archiving Versions]]. Please review carefully, and revisit as needed.

The Student Librarian first needs to identify which version of an item is permitted for self-archiving, and then work with the item's author to apply any conditions such as a version statement, citation, and/or embargo. Many authors need coaching on identifying the permitted self-archiving version; they frequently assume you are asking for the published version and permitted version terminology serves to add to that confusion. For this reason, you may want to include a brief description and example of the version you are asking for: "...the accepted post-peer review version without publisher formatting (i.e. Author's Accepted Manuscript)."

In many cases, creators will need clarification from the Student Librarian to understand the differences between the version types. For more information and examples regarding identifying and communicating version types, see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki or the [https://wiki.ubc.ca/images/f/fe/CopyrightcIRcle_AuthorsGuide.pdf Author's Guide to Self-Archiving].
=== Strategies for Checking Journal Copyright Permissions ===
The Student Librarian can generally go through the following steps to check the copyright permissions of a scholarly article:

'''1)''' As mentioned above, first search for the journal in the JISC Open Policy Finder for an at-a-glance view of their self-archiving policies. Then, visit the website of the journal and double-check their open access policy to ensure the information found on the JISC Open Policy Finder is up-to-date.

'''2)''' Use tools, such as the [https://unpaywall.org/ Unpaywall] browser extension and [https://shareyourpaper.org/ Share your Paper], to see if there is an open access version of the article somewhere online.

'''3)''' Try searching for the article in the UBC catalogue to see if it's a part of the UBC Library collection already.

'''4)''' Search [https://resources.library.ubc.ca/page.php?id=41 Ulrichs] to see an example of record confirming where the journal is made available online, as well as if it is open access.

'''5)''' As a final step, contact the journal's editor for more information. If this needs to be done, please contact the MRAi cIRcle Project Lead and the MRAi Community Engagement Librarian DTES RAP Project Lead first.

= Requesting Creator Permissions =

=== Email Templates and Preparing Correspondence ===
The MRAi team has drafted a number of templates to streamline and standardize the process of requesting creator permissions for articles identified for inclusion to the DTES RAP. The email templates are located in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Email%20Templates?csf=1&web=1&e=XKKlmj Teams > Collection Work > Email Templates]. To make it easier for the Student Librarian to use and copy the email templates, they are also held in a folder of the same name in the shared MRAi email inbox. The Student Librarian will select the appropriate template based on whether or not the MRAi team has contacted the creator before and at what stage engagement with this creator is at (e.g., self-archiving request sent, providing next steps for self-archiving in cIRcle). A helpful tool here is the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listerv Subscribers]. Use this document to not only check whether the MRAi team has previous and/or current engagement with certain creators but also to keep track of the engagement currently happening with the creator regarding self-archiving requests.

Unsure of which co-author/co-creator to contact about an article/item? Most scholarly articles will have a designated author that correspondence can be directed to. This information is often found in the author field at the top of an article or, in some cases, it may be found in the article's footnotes or endnotes. Sometimes this information is indicated by the presence of an envelope icon next to an author's name.

==== When drafting correspondence from the MRAi shared email account, please keep the following in mind: ====
* For every email, use a descriptive subject line. Each email template has a descriptive subject line for the Student Librarian to use.
* Always cc: the MRAi Community Engagement Librarian DTES RAP Project Lead.
* If requesting more than one article from the same creator, send only one e-mail with a numbered list of all the relevant articles. For each article, include a full citation and a description of the publisher's stipulations for archiving the article (i.e., the permitted version, embargo period, date of embargo expiry if applicable).
* When sending out a self-archiving request ('''Template 1A''' or '''Template 1B''') be sure to also include a pre-populated PDF of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. Always download the cIRcle License directly from the cIRcle website to ensure you have the current version.
* Depending on correspondence and the individual style of each Student Librarian, the cIRcle license can also be passed along to the creator when providing next steps ('''Template 3''').
** Reminder: At least one co-creator must fill out the license form online for the article to be uploaded to the repository. It is expected that the creator signing the cIRcle License will make co-creators aware of their agreement to archive the article in cIRcle. The creator who fills out the form assumes license permissions responsibility on behalf of all co-creators. If the creator chooses to notify others affiliated with the paper, they may do so by inserting their e-mail addresses into the cc: field.

* If an article already has a Creative Commons (CC) License and it is permissible to distribute freely in things like institutional repositories, it is still best practice to notify the creators that their work is now also accessible in cIRcle ('''Template 5''').
* For consistency, please use Calibri font, size 11, and Canadian spelling.
* Use custom links when referring to the DTES RAP so that the MRAi can track the portal's traffic (e.g., academic audiences vs. community-based audiences).
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation academic audiences].
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation community audiences].

=== Version Statements ===
Version statements help alert users what version of academic research they are reading (e.g., the preprint or postprint), as well as where they can find the published version of the article. As a general rule, Student Librarians apply the version statement to an item on behalf of creators. Even if the publisher does not require a version statement, it is very helpful to cIRcle to include one.

Some publishers will have a version statement template to apply to an article's submitted manuscript or accepted manuscript, and this can often be found in the publisher's open access policy or somewhere on their website.

However, most version statements follow a similar format, and Student Librarians can generally use the following format when applying a version statement:

''"This is the [pre-print/post-print] version of the following article: [full citation], which has been published in final form at [article DOI]. This article may be used for non-commercial purposes in accordance with [publisher names] Terms and Conditions for Use of Self-Archived Versions."''

Note: The inclusion of the last sentence will depend on the CC license of the individual journal. The most important part is the statement of the version and the full citation.

View an example of [https://dx.doi.org/10.14288/1.0394565 a MRAi-archived scholarly article with an amended version statement] in cIRcle.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|link=https://wiki.ubc.ca/File:079575-blue-white-pearl-icon-business-light-on.png|100x100px|Tip]]
|'''Tip:''' If the creator sends an incorrect version, you will need to follow up and provide clearer instruction on version types. If a creator uses the Item Submission form for an embargoed article, [mailto:circle.repository@ubc.ca please notify the cIRcle office immediately] to request the file be deleted.
|}
=== "Pursuing for cIRcle" Workflow ===
When an item has been identified as a good candidate for cIRcle, the Student Librarian can move through the following workflow:

'''1)''' '''Update the item entry.'''

Go to the item's entry in the [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] and change the text in the '''cIRcle Update''' column to "Pursuing for cIRcle."

'''2)''' '''Complete metadata for item(s).'''

Update other metadata fields for the item in the DTES RAP Workspace as needed. Past Student Librarians have found that completing the metadata for an item ''before'' pursuing it for cIRcle is helpful, especially since part of the self-archiving process with the creator/author may require sharing the metadata with them for their review and input. This is usually the case when working with community-generated materials, such as annual reports.

'''3)''' '''Send a self-archiving request to the corresponding creator.'''

To initiate correspondence with the item's creator, use either '''Template 1A''' (for new contacts) or '''Template 1B''' (for existing contacts) to request participation in the DTES RAP. Be sure to also include the citation(s) for the item(s) that have been identified as candidates for cIRcle and the DTES RAP. If there is no response to this initial email within two to three weeks, the Student Librarian can send a follow-up email using '''Template 2'''.

A friendly reminder that any and all correspondence with a creator/author necessitates comprehensive documentation. The Student Librarian can use the '''Item Notes''' column in the DTES RAP Workspace to track ongoing communications with an item's creator/author as they advance through the "Pursuing for cIRcle" workflow process. However, it is more important that creator engagement is well-documented in the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=85QL72 Master List - Student Librarian Engagement Notes and Listserv Subscribers] so that this correspondence can be referred back to at future dates by present and future MRAi team members.

'''4)''' '''Prepare the cIRcle license and cIRcle submission folder; then, send the unsigned cIRcle license for the creator's review and signature.'''

When the creator responds to the self-archiving request and expresses that they are interested in participating with the DTES RAP, complete a [https://circle.ubc.ca/submissions/license-form/ cIRcle license] for the item(s) at hand, including citation(s), pre/post-print status(es), embargo period(s) and copyright owner(s). Populated cIRcle licenses that have been used in previous submissions to cIRcle can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=Yf4Si2 Teams > Collection Work > cIRcle Documents]. 

Next, ensure that there is a cIRcle submission folder ready for the item and its corresponding documents ([https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=zdiNgm Teams > Collection Work > cIRcle Documents > Submissions]). If the creator does not already have a designated cIRcle submission folder, create one using the naming convention "Last Name, First Name" (i.e., Cui, Zishan). For community organizations, please use the name of the organization (i.e., Carnegie Dance Troupe).

Each cIRcle submission folder should contain the following subfolders:

* '''Archived:''' Houses the unsigned cIRcle license, as well as documents for any of the creator's past submissions to cIRcle. This folder is for MRAi purposes only, and the intention behind it is to mitigate any possible confusion between current and past documents when any submissions are passed on to cIRcle staff.
* '''Files to be deposited:''' Houses the PDF or Word formats of the items that are being submitted to cIRcle for deposit. Use the naming convention "LastName_YYYY-MM-DD_##" (e.g., Cui_2023-02-24-01) for each item that will be submitted to cIRcle for deposit. The date used here should align with the date that the item is submitted to cIRcle. This helps distinguish between past cIRcle submissions for one creator that, after being successfully deposited to cIRcle, are held in the Archived folder. The "##" portion of the naming convention helps to distinguish between multiple submissions to cIRcle at one time. For instance, when researcher Michelle Cui submitted two articles to cIRcle, the [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Files%20to%20be%20deposited?csf=1&web=1&e=4dIk7I submissions] were distinguished from each other as Cui_2023-02-24-01 and Cui_2023-02-24-02.
* '''License & metadata:''' Houses the populated and signed cIRcle license for the creator, as well as any corresponding documents that the cIRcle staff will need to review alongside the license. Corresponding documents may include:
** '''Submission lists''' - A list of items being submitted to cIRcle. The creation of such a list is only necessary when the number of items and their relevant information (e.g., citations, copyright owners, permissible versions, etc.) exceeds the allotted corresponding space on the cIRcle license form. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/License%20%26%20metadata/Cui_Submissions_2023-02-24.docx?d=wf813d651b9314669a794a5a91e49e4b4&csf=1&web=1&e=K0eEIT an example of a submission list].
** '''Affiliation lists -''' A comprehensive list of affiliations for the item(s) being submitted to cIRcle. Like the submission list, an affiliation list is only necessary when the number of affiliations for an item/items exceeds the given space provided on the cIRcle license. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Argento,%20Elena/License%20%26%20metadata/Argento_Affiliations_2023-10-24.docx?d=w4132b9b452374dd58442aedbb3d07b4e&csf=1&web=1&e=sN2JOB an example of an affiliation list].
** '''Community Metadata Sheet -''' The metadata prepared for and reviewed by community organizations for their materials. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Watari/License%20%26%20metadata/Watari_Metadata_2023-11-30.docx?d=wbf264ccb6bcc44adb16174b8e965134e&csf=1&web=1&e=DqCfyg an example of a community metadata sheet]. A primer for the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets/Community%20Metadata%20Sheet.docx?d=w9df7942ce0c643a5b77b96f849c1379d&csf=1&web=1&e=jtxSUq Community Metadata Sheet], which should be sent to community organizations alongside any prepared metadata, can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets?csf=1&web=1&e=aebcwo Teams > Collection Work > cIRcle Documents > Metadata Sheets].

When the cIRcle license and the cIRcle submission folder are ready, send the populated (but unsigned) cIRcle license to the creator. Use '''Template 3''' to draft this email and attach a PDF version of the cIRcle license. Once this email has been sent, move the unsigned cIRcle license to the Archived folder in the creator's designated cIRcle submission folder.

'''5) Review the signed cIRcle license and the permissible version of the article.'''

When the creator returns the signed cIRcle license and passes along the permissible version of the article, review the signed license and the permissible article version to ensure that everything is complete and accurate. Because article versions can be difficult to parse and are not necessarily intuitive, it's not unusual for some back-and-forth emails between the Student Librarian and the creator to happen before the correct version of the article is secured.

When the correct permissible version for the article at hand have been secured, double-check whether [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#Version_Statements a version statement] is needed for the item ahead of its submission to cIRcle. If so, please apply the version statement at this stage.

Once the cIRcle license is completed/signed and the permissible version of the article is correct, then the documents are ready for submission to cIRcle. Ensure that the cIRcle submission folder for the creator has been updated to include the signed cIRcle license, the permissible version of the article, and any other corresponding documents.

'''6) Submit the item to cIRcle.'''

Follow the same steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#The Submission Process|submission process]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

'''7) Upload the item to the DTES RAP.'''

When the item has been successfully deposited to cIRcle, a persistent URI for the item (e.g., http://hdl.handle.net/1974/26685) will be provided through a confirmation email from cIRcle staff (likely from the cIRcle Specialist). Review the cIRcle entry for the item to ensure that the metadata is correct, especially as this information will auto-populate the item's record in the DTES RAP.

Using the cIRcle DOI for the item, create an item record for the item in the DTES RAP. Follow the steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#RAP Items|Creating Item Records]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Making Changes to the RAP|Making Changes to the DTES RAP]] section.

'''8) Notify the creator.'''

When this new item record has been published to the DTES RAP, notify the creator. Draft an email to the creator using '''Template 4'''.

= Submitting Content to cIRcle =

=== The Submission Process ===

* Items with a UBC affiliation are within scope for cIRcle and can be pursued for inclusion.
* The MRAi Student Librarian ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). Articles which already have a Creative Commons license must have the terms appear on the resource or be included in the body of the email.
* The MRAi Student Librarian collects the correct version of the article, and where applicable, a completed cIRcle license to the MRAi Sharepoint folder and ensures the cIRcle Specialist has access.
* The MRAi Student Librarian emails the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca with a link to the appropriate Sharepoint folder to notify them that a submission is ready.
* The cIRcle Specialist reviews the material and, where necessary, follows up with the MRAi Student Librarian if there are questions or need for clarification.
* The cIRcle Specialist submits the content according to the cIRcle Submitter Guidelines (internal documentation) and the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
* The cIRcle Specialist notifies the [http://mailto:mrai.info@ubc.ca/ MRAi Student Librarian] by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the URI for the content.
* The MRAi Student Librarian notifies the content creator that the work is now available in cIRcle using the provided templates; as well as updates the master rapTracker excel spreadsheet to indicate the circle is now effectively closed, pun intended.

Consult'''[[Documentation:MRAi cIRcle Submission Workflow#Checklist| the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow. Please submit any questions about the cIRcle deposit workflow to the cIRcle Office listserv circle.repository@ubc.ca.

=== Community Metadata Template ===

* You can use the metadata template when engaging with community organizations and uploading their items to the RAP. The template explains the fields and details that we include and the purpose of metadata. Using this template, we provide a clear outline of the proposed metadata for their items; this is then sent to the community organization for their review and approval before sending either to cIRcle or uploading to the RAP.
*''Tip: use a red font or add additional comments to draw attention to certain fields that require feedback.''
*'''Attention:''' While cIRcle and the RAP are connected, they use some of the fields differently from the RAP (namely the creator/contributor). Eg. cIRcle doesn't use the contributor field in the same way as the RAP, so when a community produced item has multiple individuals as both creators and contributors, we ask the cIRcle staff to leave these fields blank when they are uploading the items so that we can differentiate between the two fields when we upload the item to the RAP. It's not perfect, but it's working! Additionally, you might come across some discrepancies in how the contributor field is used. This is largely due to capacity issues as it can take a substantial amount of time to manually enter each name. You will see that for certain items which have a significant amount of contributors, we decided to included those names in the description field, rather than add them individually to the contributor fields. This is largely done on a case by case basis however, and tends to be for more publicly accessible documents by large organizations, rather than community based organizations. For the latter, we do prioritize including the individual contributors, regardless of the time it takes to enter each name separately.

=== ASTU 100 Infographic Submission Process [This workflow is under review in 2025 to adjust for the Kx TLEF grant-funded expansion of the project]. ===

* To submit the new batch of ASTU 100 infographics to cIRcle there are a few steps we must take.
* Reference the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/ASTU%20100%20Project/ASTU%20100%20Workflow.docx?d=w90a7a3112cb947678fdfa17c023782d1&csf=1&web=1&e=3aSael 2023 Workflow document] to ensure that each step is completed properly.

=== Submission Confirmation E-mail Template ===
'''''Note: Once cIRcle has provided the URI and the Student Librarian has added the item to the DTES RAP, send this email our KX TLEF student contact to notify creators.'''''

=== Updating the Tracking Spreadsheet ===
Once the URI has been received, the MRAi Student Librarian updates the rapTracker:

* Change the article's '''Action Status''' to "Complete" and update the cIRcle Update to "MRAi Archived."
* Copy and paste the '''cIRcle URI''' to the correct column.
* In the '''Items Notes''' field, make a final dated entry confirming the article has been archived in cIRcle.

==== Checklist ====
{| cellpadding="2" cellspacing="0" border="1"
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet repository [[Documentation:MRAi cIRcle Submission Workflow#Selecting Materials for MRAi: Our Criteria| Material Criteria]]?
|-
! scope="row”" |      
|Which version of the article is permissible to submit?
|-
!Yes/No
|Is a creator affiliated with UBC?
|-
! scope="row”" |   Yes/No   
|Do you have access to it?
|-
! scope="row”" |   Yes/No   
|Does the article version require any special permissions?
|-
! scope="row”" |   
|        If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)
|-
! scope="row”" |   Yes/No   
|Do you have a copy of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the creator or does the article already have a Creative Commons license?
|-
!   Yes/No   
|Have you forwarded a copy of the article to the cIRcle Office at circle.repository@ubc.ca?
|-
!   Yes/No   
|If the article has been archived, have you notified the creator and updated relevant tracking spreadsheet(s)?
|}

= Tracking and Adding the Downtown Eastside Geo-Tag =

=== During the Submission Process ===
During the submission process, the cIRcle Specialist should ensure the following LC Authority geo-tag is added to the Geographic Location field exactly as rendered here: '''''Downtown-Eastside (Vancouver, B.C.)'''''

=== For Items Already Added to cIRcle ===
Items already ingested or added into cIRcle (e.g. Electronic Theses and Dissertations (ETDs), BioMed Central (BMC) articles) and (Multidisciplinary Publishing Institute)MDPI that fit MRAi criteria for inclusion also require the geo-tag.

* The MRAi Student Librarian is responsible for identifying items that need the geo-tag and placing them in the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geo-tag Remediation Tab] sheet within the rapTracker. The MRAi Student Librarian should refer to the [[Documentation:MRAi cIRcle Submission Workflow#Representational Output| Representational Output criteria]] and use their discretion when determining which items are appropriate for inclusion. To find items, you will search '''IN''' the cIRcle database use similar search terms to those of alerts, like “Vancouver” AND “Downtown Eastside” to scan the existing collection to find any outliers that do not already have the required geotag.
* The cIRcle Specialist is responsible for checking the tracking document for new content at the beginning of each month. Using the provided URI, she will update the cIRcle item record with the geo-tags to any newly-identified items. She will update the "Geo tag added Y/N?" column from an "N" to a "Y" to confirm the task is complete.

= Adding Researchers to the Directory and Projects Pages =
[[File:MRAiProjectsDirectoryWorkflow.jpg|center|thumb|600x600px|Workflow for adding researchers to projects and directory pages]]

These functions are currently performed by the CBR Assistant.

* Consult with Community-Based Research Coordinator and other team members to identify priority researchers to contact
* Once you identify a researcher, refer to the RAP Creators Tracker to see if researcher has already been added.
** If the researcher has not been added, add them.
** If the researcher has been added, check to see if anyone has contacted the researcher by looking at Column H, "Creator Engagement notes."
**'''Tip:''' If needed, search MRAi inbox for additional details about recent contact.
* Email the researcher. Note: all email templates are housed in a shared folder. Modify them as needed to add a personal touch and / or address recent engagement between the researcher and the MRAi.
** You will first send an initial contact email to see if the researcher is interested.
*** If they don't respond, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they express interest, send a follow-up email (see next section).
** Send a followup email with a unique Qualtrics link (see [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Qualtrics Qualtrics] section).
*** If they do not respond to the survey, send an email in two weeks to remind them. If they do not respond after the second reminder, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they respond to the survey, input their information to the portal.
***'''Tip''': When you send the survey link, set a Task in Outlook to contact the researcher in two weeks if they do not respond to the survey.
* Input researcher's information to the portal.
** See [[Sandbox:Student Librarian Orientation#Qualtrics|Qualtrics]] for information about how to export information, and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance on how to input information to the RAP.
* Thank the researcher using the email template.
** Be sure to add a link to their specific projects pages.
**'''Tip''': Set a Task in Outlook to contact the researcher a year from when you input their information. Even if you are no longer in the position, you can assign these to the incoming student staff member.
* Annual followup
** One year after a given researcher was added to the portal, email them using the annual researcher check-in template.

*

= Tools & Key Documents =

== MRAi E-mail Account ==

=== Intended use ===
The MRAi mailbox ([mailto:mrai.info@ubc.ca mrai.info@ubc.ca]) is intended for "official correspondence." Please use this address when communicating with researchers, scholars, representatives from neighborhood organizations, and cIRcle Operations. This mailbox also receives regular search alerts from bibliographic databases (like Google Scholar and Read QxMD) that point to newly-published research on the DTES. These get sorted into their respective sub-folders and are reviewed for inclusion in the RAP Workspace at least once/month. In 2020, the inbox was renamed "Learning Exchange-UBC Library MRAi" and the UBC crest was added as the profile picture.

Note: In general, use first and last names when answering contact form emails and avoid assuming pronouns.

=== Linking to the DTES RAP ===
When linking to the DTES RAP in messages, use the correct trackable link.

For academic audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

For community organization audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

=== Switching between e-mail addresses in Outlook ===
When sending an e-mail, note the address in the '''From:''' field. If sending an e-mail to a researcher, organizational representative, or cIRcle Operations, be sure to use the dropdown on the '''From:''' button to switch from your "personal" UBC account to the MRAi account. This is a shared email.

=== Folders ===
'''@in_RapTracker'''

* What this is for

'''Alerts—Google Scholar'''
* Sort incoming search alerts from Google Scholar into this folder.
'''Alerts—Mendeley'''
* Sort incoming search alerts from Mendeley into this folder.

'''Alerts—READ by QxMD'''
* Sort incoming search alerts from QxMD into this folder.

'''ASTU'''

* Sort correspondence related to the ASTU 100 infographics project into this folder.

'''cIRcle Communications'''
* Place e-mails to and from cIRcle Operations (except notifications for successful cIRcle deposits) into this folder.
'''Completed List-serv Requests'''

* Once requests to be added to the list-serv have been processed, move them from the general inbox into this folder.

'''Inquiries from Other Institutions'''

* Sort correspondence with other institutions reaching out to learn about MRAi structure / processes / mission, etc., into this folder.

'''MRAi Creator Responses'''
* If a scholar/creator responds to your initial contact e-mail, sort the response into this folder.

'''MRAi Deposits'''
* Place all cIRcle Operations notifications for successful article deposits into this folder.

'''MRAi Licenses'''
* Place all automated notices for successfully submitted cIRcle licenses into this folder.

'''MRAi Permissions'''
* Place MRAi's requests to creators to have their projects hosted on the DTES RAP Project page into this folder.
'''MRAi Project & Directory Correspondence'''

* Sort all correspondence related to inclusion on the projects and directory pages into this folder.

'''MRAi Requests to Creators'''
* Place your initial requests to scholars/creators into this folder.
'''Publisher Communications'''
* Place e-mails to and from academic publishers into this folder.
'''RAP Contact Form'''

* Sort correspondence related to contact requests submitted via the site's contact form into this folder.

'''RAP Suggested Items'''
* Processed 'Suggested Items' are filed to this folder when complete/entered into our tracking system.
'''Rap WordPress'''

* For correspondence related to modifications to the WordPress.

'''Soft Launch Email Responses (Semi-Active)'''

* Houses email responses sent in reply to soft launch email from March 2021, unlikely that there will be anything to add.

'''Work General'''
* If an e-mail does not fit into any of the categories above but should be saved, move it to this folder. If there's a need to add new folders please discuss with Aleha.

== rapTracker ==

=== Overview ===
This is your mainframe, your best friend, where the magic happens! It keeps track of the ins and outs of the RAP, cIRcle, creators, and is a convenient way for everyone involved to get a quick snapshot of the collection at any given moment. In other words, the '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker]''' is a restricted spreadsheet that describes items in the MRAi collection. The fields in the rapTracker follow the initiative's [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit?usp=sharing '''Metadata Schema''']. The rapTracker was originally designed to help MRAi develop comprehensive and consistent item metadata in anticipation of the DTES RAP's launch, and to make it easier for the data to be imported to the RAP in bulk. Going forward, it should continue to be used in order to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP.

While it looks intimidating at first, it’s a pretty accessible space to be able to work with the metadata and get it ready for uploading into its respective interfaces, like the RAP or cIRcle. It’s also a space where you can leave notes for future GAA’s or other relevant parties about issues that have arisen, if anything is resolved, if items are ready for launching on the RAP, and so forth. Notes in a rapTacker item also connect with the [https://3.basecamp.com/3203619/buckets/9198328/cloud_files/3709983619 '''DTES Creators tracking spreadsheet on OneDrive'''], to keep track of what notifications were sent to whom by which team member and when.

'''Sample tasks that the rapTracker is currently used for:'''

# Tracking details of items that will be added to RAP and/or CIRcle
# Tracking metadata
# Status updates for individual items

More info is available at the [[Documentation:MRAi DTES RAP Metadata Style Guide#The rapTracker|Metadata Style Guide]].

As of November 2021, a [https://3.basecamp.com/3203619/buckets/9198328/google_documents/4362707655 RAP Workspace] was added to allow for a more streamlined look at the ‘In progress’ and ‘attention items’ without all the ‘complete’ items on the same sheet, which can get confusing and cluttered. Here the student will enter all the relevant metadata and follow the subsequent correspondence tasks, and then move the line over to the official RAP tracker once it can be considered complete. It is a low-stakes environment to get a good handle on the way the tracker and the overall MRAi role operates.

=== Tabs in the rapTracker & Geotagging ===
'''Items Descriptions'''
* Item descriptions derived from all items in all stages of processing. As of April 2021, it includes every item on the list, whether or not they have been archived to cIRcle.

'''Index and Match'''

* Once all metadata fields are complete, use this tab when creating an object in the DTES RAP.
*

'''Geotag Remediation Tab'''

cIRcle marks items in the repository that have been identified as part of the MRAi collection with a Geographic Location tag:
*'''''Downtown-Eastside (Vancouver, B.C.)'''''
cIRcle also archives a great deal of items as part of its regular, non-MRAi-related workflows. Some of these items must later be discovered and identified by the Student Librarian as candidates for inclusion in the MRAi collection. The two types of items that are most commonly retroactively identified as part of the MRAi collection are
# Theses and dissertations that include research on and discourse about the DTES;
# Open Access scholarly articles from the publisher BioMed Central that have been set up for automatic ingestion to cIRcle.
The '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geotag Remediation Tab]''' tracks cIRcle Specialist's addition of the '''''Downtown-Eastside (Vancouver, B.C.)''''' Geographic Location tag to items that the MRAi Student Librarian has flagged.
* The Student Librarian adds the item's title, creator(s), and the corresponding cIRcle URI to the appropriate place in the sheet (arranged in alphabetical order by first creator's surname).
** The Student Librarian must also make an entry for this item in the Tracking tab.
* The Student Librarian indicates in the '''Source''' column whether the item is ETD (Electronic Thesis/Dissertation), BMC (BioMed Central article), or Other (any item not fitting into the first two categories, including Graduate Projects).
* The Student Librarian places an "N" in the '''Geotag added?''' column to indicate to cIRcle Specialist that the item needs the geotag.
* The cIRcle Specialist, who checks the document periodically for updates, adds the geotag to the item and changes the "N" in '''Geotag added?''' to a "Y."
* To complete the workflow, the Student Librarian places an "Y or N" in the last column "Uploaded to the Rap" and once done notifies creators.
'''Tips for finding items in cIRcle as candidates for Geotag'''

* Start by using the '''advanced Search''' [https://open.library.ubc.ca/search/advanced<nowiki>]. </nowiki>
* Try '''exact phrase''' searches but include synonyms for the geo-tag (DTES, Downtown Eastside, Downtown East Side, etc.)
* For the most comprehensive search search in '''all fields for more precise search limit to Descriptions''' (but we aware that not all items have descriptions/abstract in cIRcle).
* Ensure '''cIRcle''' is checked as the '''source repository'''
* Apply the '''NOT''' limiter and the '''geographic location''' ['''''Downtown-Eastside (Vancouver, B.C.)]''''' field to omit anything we’ve already geo-tagged
* See screenshot of sample search: [[:File:DTES geo-tag search 2021-07.png]]

*

=== Entering Metadata into the rapTracker ===
When ascribing metadata to an item, consider the intention of the item was created with and consult the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] and [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit#gid=145969972 Metadata Schema.]
* The item entries in the rapTracker are placed in order by unique item identifier and then their citation. At the beginning this list was organized alphabetically, but as the collection grew, this became unsustainable and it is now only sorted by date and item identifier. These variables are combined as one single number and follow a formula of: the date and the number of item(s) added that day. For example, an item added on January 11, 2022 would be written as 2022-01-11-001. The date (in green) is written first, followed by the item number (in bold). If you add any other items to the tracker that day, they would be written as 2022-01-11-002, 2022-01-11-003, and so forth. Any item added the next day would be written as 2022-01-12-001. All new items are added at the bottom of the tracker, which allows for a quick and clear visual on how many new items need to be addressed.In cases where the first creator has multiple entries where they are listed as first creator:
** In cases where the first creator has multiple entries where they are listed as first creator:
*** If the creator has items they creatored alone, list those first.
*** Then list items they have co-creatored, putting them in alphabetical order by the second creator's last name.
* Make a blank row:
** Click on the row number that will be above or below the one you want to insert in the document.
** Right-click and select "Insert 1 above" (if you have highlighted the row below the one you are about to insert) or "Insert 1 below" (if you have highlighted the row above the one you are about to insert).
* Create a [[Documentation:MRAi DTES RAP Metadata Style Guide#Unique Item Identifier|unique item identifier.]]
* In the [[Documentation:MRAi DTES RAP Metadata Style Guide#Citation|citation]] field, write out a complete citation of the item (APA has typically been the standard).
* When entering information into the rest of the fields, refer to the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] for further guidance.
=== Filters ===
The rapTracker has five default Filter Views that correspond to the Access Status'. Use the Filter dropdown arrow (the one next to the "funnel" button on the Google Sheets toolbar) to pull up these Filter Views.

These filters are used to isolate sets of items by their statuses. For example, if you only want to look at the items that are awaiting action, you can click Action Required and the sheet will filter out items belonging to other statuses. To turn the filter off, click the Filter dropdown arrow again and choose '''None'''.

'''Do not''' make changes to the document while a filter is on. In the past, this has led to issues around information being overwritten or not properly saved. Turn off the filter first, and then make the changes. If you have suggestions for how to improve this document please discuss with Aleha before making any changes.

== DTES RAP Creators Tracking ==
This is the sister spreadsheet of the rapTracker. It is restricted and kept on Teams. It is used to track who and when we contact creators that are published on the DTES RAP.

Before contacting a creator, check this spreadsheet and the MRAi inbox for previous communications, so you can tailor your communications better.

== Unpaywall ==

=== Overview ===
The [https://unpaywall.org/products/extension '''Unpaywall browser extension'''] is a helpful tool for finding open access versions of articles. Unpaywall [https://unpaywall.org/sources '''uses both existing indexes and manual tracking'''] to point to open access versions of scholarly resources.

When you browse a resource on a publisher website, the Unpaywall extension tab on the right side of your screen displays different colours to indicate whether or not it has found an open access version of the resource. If the tab is coloured green, gold, or bronze, you can click it to access a version of the item. Some '''''(but not all)''''' versions of an item that are discoverable through Unpaywall are eligible for inclusion on the DTES RAP.

=== OA colours ===
* A '''green''' Unpaywall tab indicates that a version of the item has been self-archived to an OA repository. These items are licensed for sharing and reuse.
* A '''gold''' tab indicates that the open access item was published by the publisher. These items are licensed for sharing and reuse.
* A '''bronze''' tab indicates that the item was previously limited to subscribers, but has since been released for reading (typically after an embargo period). Items with a bronze Unpaywall tab typically have restrictions on reuse and sharing, so it is best to avoid sharing these versions of the items on the DTES RAP.
* A '''grey''' tab indicates that Unpaywall could not find an OA version of the article.

== Setting Up New Search Alerts ==
A search alert is a search string crafted for a specific database that, once saved, will e-mail an alert when new content meeting the criteria is added to that database. This step will describe generally how to pick databases, craft a search string, and set up a search alert.

#'''Selecting Databases:''' Select databases relevant to subject fields you want to target. You may want to focus on journals that have published a lot of UBC faculty work over the past few years. You might also want to consider focusing on journals that you know have good open access policies. For more information, see [[Sandbox:Making Research Accessible Publications Workflow#Checking Copyright Permissions|Checking Copyright Permissions]]. You can check [http://www.scimagojr.com/journalrank.php?area=0&category=0&country=CA&year=2014&order=tc&min=5&min_type=cdg Scientific Journal Rankings] for journal ideas to narrow your search. We recommend looking in at least two large databases; however, include as many databases as are necessary to cover the field in question.
#'''Crafting a Search String:''' Create a search string using the search box in your selected database. Make a search string that returns relevant content by UBC faculty contributors within your subject area (in this case, "Downtown Eastside" and "DTES" would be two standard terms). Narrow this by applying an affiliation parameter and/or a proximity operator to the string, if possible. The parameters and operators are often database specific and will likely be defined by the database. Further target the search by combining an affiliation search with subject specific terms relevant to the field you wish to search. Many databases have their own specific terms to narrow results. This search will return a smaller number of items relevant to your subject.
#'''Setting up Alerts:''' When satisfied with the amount of relevant results returned in the search string, save the search and/or set up a search alert. The terminology is often database specific, but a link or icon saying "save search" or "create search alert" is usually found in the header or sidebar of the page. Follow instructions to create or log in to an account. Make sure to use the mrai.info@ubc.ca e-mail address when creating your account. Most databases have a “frequency” setting for search alerts. This will set up e-mail alerts for any new results on a query at a specific time. It is recommended you set the frequency alerts to once per week.

== DTES RAP Pages ==
The Downtown Eastside Research Access Portal ([https://dtesresearchaccess.ubc.ca/ DTES RAP]) makes resources about Vancouver’s Downtown Eastside (DTES) more accessible and easier to discover. It was developed as part of the Making Research Accessible initiative (MRAi). Below are brief descriptions of each of the pages on the portal.

=== Topics ===
This page contains a list of topic tags that users can click on to navigate the portal. The terms for the topic tags were developed to not just reflect what is present in the portal, but to also highlight topics that are of interest to community residents. These topic tags are not imagined to be static, and can be added to or changed over time.

=== Search ===
This page allows users of the portal to identify and access academic materials such as scholarly articles and research summaries, as well as community materials such as reports, historical documents, and more. Note you can do an advanced search and limit results to open access only with the checkbox.

=== Directory ===
The directory identifies academic researchers and students who DTES community members and organizations could contact about research in the DTES. The current iteration of the site prioritizes UBC researchers. The directory was created in response to community members who identified not knowing or not being about to contact people who research in the DTES, and is designed to facilitate making those connections easier. In keeping with the values of the MRAi, only researchers who have given their permission to have their name and contact information on the site are included.

=== Projects ===
The projects page lists active or archived research projects that are happening or have happened in the DTES. This page was created in response to community members and organizations who wanted more knowledge about what research is happening in their neighborhood. In keeping with the values of the MRAi, only projects where the primary researchers have given their permission to have their research featured on the site are included.

=== Resources ===
The portal seeks to change the negative impacts of extractive ways of doing research by encouraging a more engaged and collaborative culture of knowledge exchange. This page provides links and brief descriptions of resources that have been identified as helpful for those interested in campus-community collaboration. Included in the resources are materials about making research more accessible, doing ethical and community-based research, using research for the public good, and planning a research partnership.

=== About ===
The About Page introduces the purpose and goals of the DTES RAP and the MRAi. It provides a brief history of the project, and is intended to be a jumping-off point for users to understand what they could use the portal for, what they will find on the portal, and how they might participate in the project.

=== News ===
The blog posts offer an opportunity to highlight different portions of the portal and make them easier for users to discover. For example, in one of the focus groups in user-testing the portal in 2019, participants identified wanting to use the portal to see different types of community-based research projects. While our tagging system does not currently have the ability to easily identify projects that use those methods in the search engine, a blog post could identify several research items available in the portal that do use these methods, making them more visible for users.

=== Contact ===
The contact page has a form where users can submit requests and recommend resources, and researchers can ask to be added to the directory or projects pages.

=== Help ===
The Help Page provides tips and tutorials for how to use the DTES RAP. This is imagined as a page users will go to for technical assistance in navigating the portal. In the future, we hope to add gifs and videos on this page.

== DTES RAP Content Style Guide ==
Currently, a [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit#heading=h.6jz5j6euppp MRAi Content & Style Guide] is in development by Nick Ubels. Consult as needed.

== DTES RAP Admin Panel ==
The DTES RAP Admin Panel is the RAP's content management system. The Student Librarians and Community-Based Research Assistant use the Admin Panel to create, edit, or delete information that displays on the RAP website, including:
* Item-level metadata entries,
* Controlled vocabularies (CVs) and their terms,
* Researcher entries for the RAP's Directory,
* Project entries for the RAP Projects Page,
* Blog content,
* Static text and photo content.
The DTES RAP Admin Panel has two different interfaces:
* [https://dtesresearchaccess.ubc.ca/admin '''RAP Admin Tools Panel'''] (Handles items, CVs, researcher directory, projects)
* [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] (Handles blog posts and certain static content)
Both require an authenticated Campus-Wide Login to access.

== Making Changes to the RAP ==

=== RAP Items ===
'''Adding Items'''
* First, get all your necessary tabs open to make the process as seamless as possible, this includes the: RAP Admin Tools Panel, the RAPtracker or Workspace, and the article you are adding. The rapTracker has a built-in “Index and Match” feature that will make adding objects a little easier. You simply need to copy the unique object identifier from the main Item Description page and then go into the Index and Match tab at the bottom of the excel sheet. Here you will copy and paste the unique object identifier into Column B, line 2 and all the information will auto populate. It’s the same info as is found in the Item description tab, just in an easier to read format. Alternatively, scroll across the columns to find the necessary details to add to the RAP. It is up to you and your preference!
* Now back to adding an item: In the RAP Admin Tools Panel, scroll down slightly to the '''Add/Edit Objects''' heading and click '''“Add new object”''' button.
* You should now be in the '''New Object''' menu. Copy and paste the '''''Primary Source URL''''' and '''''Primary Source Description''''' information from the Item Description List item record.
* '''Tips for Primary URLs:'''
** Make sure the primary source URL starts with http:// or https://. Example: https://www.linkvan.ca/about Once finished, click '''Set Source'''.
** Once the Primary URL is set, more fields should appear. Please note Primary URLs cannot be edited after the item has been published.
** For items that are hosted with UBC Library (e.g., cIRcle/Open Collections, UBC catalogue and therefor pull metadata from the original hosted sources it is important to note for our backend harvester to update these items nightly from OC and Voyager, the URLs should be in the formats below;
{| class="wikitable"
|'''Source'''
|'''Format'''
|'''For Example'''
|-
|OC
|<nowiki>https://dx.doi.org/10.14288/*</nowiki>
|<nowiki>https://dx.doi.org/10.14288/1.0223647</nowiki>
|-
|Voyager
|<nowiki>http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=*</nowiki>
|
|}
* To add a Secondary URL, click '''Add Source'''. A box with fields very similar to the Primary URL fields will appear.
*'''''Title''''', '''''Alt Title''''', '''''Serial Title''''', '''''Publication Date''''', '''''Description''''', and '''''Collection''''' are plain-text entry fields. Copy and paste the appropriate metadata from the Item Description List record to these fields. ''NOTE:'' the Collection is always the DTES.
*'''Creator(s), Contributor(s), Subject(s), and Language''' are "Click to Add" fields. This just means that if you do not “click to add”, then what you have entered will not be saved. In the Item Description List fields on the RAPtracker or Workspace, we differentiate the individual '''Creator(s), Contributor(s), and Subject(s)''' information for a given record with semicolons. On the RAP however, each creator(s), contributor(s), and subject(s) are entered as separate fields. So it takes a little bit of time and some copy/paste action, but it becomes second nature once you get the hang of it. Using ‘creator(s)’ as an example, the easiest way to enter all the necessary information in the RAP is to copy the entire creator list from the RAPtracker and then paste all the names into the creator field line on the RAP and press “Click to add”. Once you have added one field, the option to add more will then appear below. From there, just copy and paste each individual name into a new line and click to add, until you have gone through all the names. Be sure to delete the names from the original line as you go as well so you end up with a list of individual names in each field. The same process applies for the contributor(s) and subject(s) as well.
*'''''Access''''' is a dropdown field. Click the arrow and choose the option that matches the Access entry in the Item Description List record.
*'''''Projects''''', '''''Topics''''', '''''Affiliations''''', '''''Categories''''', '''''Genres''''', and '''''Types''''' are checkbox fields. For these fields, consult the Item Description List record and choose the Admin Panel checkbox options that match.
*'''''TIP:''''' The Affiliations field has grown extensively, so the easiest way to enter the information here is to search for the specific affiliation, check the box, and continue searching from there. You will not be able to see the entire list but once you have clicked the box, you can rest assured that the information is stored. If you do not see the affiliation listed, then you will have to add it by editing the ‘affiliations’ controlled vocabulary. See below for a detailed breakdown of how to do this.
* Items can be refer to other items. To make your item '''Refer To''' another item already in the RAP, you will need the other item's Object ID.
** The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
** The string after "[https://dtesresearchaccess.ubc.ca/admin https://dtesresearchaccess.ubc.ca/object/]" in the URL is the Object ID. It can begin with "ext." or "oc."
** Copy the string, paste it into the '''Refer To''' field for your new item, and click '''Add reference'''. Repeat if you want the new item to refer to more RAP items.

* When finished with all of the fields and satisfied with the results, click '''Publish'''. If you do not want the new item record to show up on the front end yet, click '''Save as Draft''' instead. If publishing sounds a bit intimidating, don’t worry if you think you have made a mistake or need to fix something, you can always edit an item once you have published it on the RAP.
'''Editing Items'''
* You can edit an existing item in two ways.
*# If you already know the item's Object ID, you can enter it into the '''Edit Object''' box on the main Admin Panel.
*# While signed into the Admin Panel, you can look for the item using the '''Search''' feature in the top nav, navigate to its page, and click the '''Edit Object''' button in the top left corner of the item record.
'''Deleting Items'''
* In the Item Editing Panel, there is a '''Delete''' button in the bottom-left. When you click it, a warning will display: ''Are you sure you want to delete this? The data cannot be recovered.'' To confirm, click '''Delete'''. To go back, click '''Cancel.'''
'''Adding research summaries'''
# Check if the original article is in rapTracker and is published on the DTES RAP (Search for title of the original article or creators)
# If not, add the original article to rapTracker and DTES RAP (this will help you generate the same metadata for the summary).
# Create an APA citation for the summary.
# In the rapTracker, insert a new row next to the original article, using the summary citation.
# Copy the applicable metadata from the original article, for example, subjects, topics, affiliations will remain the same.
## Note: For the summary, the creator is the creator/organisation that created the summary, under ‘contributors’, put the creators of the original article.
## Note for cIRcle items, creator first names may become initials, for example, “Wood, Evan” becomes “Wood, E.” In this case, follow cIRcle’s convention in the metadata of the summary. For more information, consult the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
# Add summary to DTES RAP.
## When the object is published on the RAP, it generates an Object ID under “Linked Objects” and “Refers To.” This is the Object ID of the item you added to the RAP (example: ext.6224).
## Copy this Object ID and add it to the rapTracker field under “RAP ID refers to.” This indicates that it has been published on the RAP and can be found by searching for this number.
# Cross-reference the summary to the original article.
## Find the Object ID of the original article
### The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
### The string after "<nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>" in the URL is the Object ID. It can begin with "ext." or "oc."
### Copy the Object ID of the original article and paste it in the summary’s rapTracker row under “RAP ID” for your new item.
# Return to the item in Wordpress and “edit object”
## Remember to click Add reference. Repeat if you want the new item to refer to more RAP items.
# In the rapTracker field “refers to DTES RAP ID”, add the object identifier number that was generated in “refers to” under Linked Objects in Wordpress Admin.
# Check how it looks on the RAP and check the links are correct

=== Controlled Vocabularies ===
'''Editing Controlled Vocabularies'''
* In the RAP Admin Tools Panel, scroll down to '''Manage Controlled Vocabularies'''. You will see a dropdown box with eight different controlled vocabularies: ''Access, Category, Expertise, Genre, Affiliation, Project_status, Topic,'' and ''Type.''
* Each correspond to a particular field in either RAP item records, researcher directory records, or project records.
* From the dropdown, choose which controlled vocabulary you want to edit and click '''Edit Vocabulary'''.
* For example, when '''Topic''' is chosen, you will be taken to a page with a list of Topic Terms.
'''Adding Terms Within a Controlled Vocabulary'''
* Scroll past the list of terms to the bottom of the page. Click '''Add a Term'''.
* Give your term a descriptive '''Label''' (required) and a '''Definition''' (optional). '''Label''' is public facing. '''Definition''' is not. Use the '''Definition''' field for scope notes and LC Name Authority Notes.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Editing Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a white '''Edit''' button. Click it to change the term's '''''Label''''' and/or '''''Definition'''''.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Deleting Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a dark blue '''Delete''' button (just below the white '''Edit''' button).
* A confirmation box will appear. If you want to delete the term, click '''Delete''' again. Otherwise, click '''Cancel'''.
* If an item is tagged with the term, the system will not allow you to delete it. It will tell you which object IDs are tagged with the term. If you still want to delete the term, you will have to untag each item first.

=== Directory of Researchers ===
'''Adding a New Researcher'''
* Under the '''Add/Edit Researcher''' header, click '''Add New Researcher'''.
* '''First Name''' and '''Last Name''' are mandatory text entries.
* '''Title''', '''Institution''', '''Faculty''', '''Department''', and '''Description''' are all optional text entries. If you do not have any information for any one of these fields, leave the field blank.
* '''UBC Faculty Profile, Phone''', '''Email''', '''URL''', and '''Twitter''' are are all optional "Click to Add" fields. If you do not have any information for any one of these fields, leave the field blank. If you do have information, type one entry in the field and then '''Click to Add''' to save that entry. If you have another entry for the field (for example, if the researcher has two e-mail addresses and you have already entered one), repeat the process. If you need to remove or relocate information from one field to another, make sure to delete the text input and then click the button to '''Remove''' the information.
** If a researcher provides you with any links to a personal profile on a University faculty profile site or institutional profile, etc., add this link in the "UBC Faculty Profile" field, followed by ", See FirstName's [description of profile]" to show a description of the link on the profile page. '''Example''': Entering Joey McJoerson's CDC profile into the "UBC Faculty Profile" field, input: www.yourcdc.ca/Joey-McJoerson, See Joey's CDC profile
** If a researcher provides you with a Twitter link, add @TheirHandle into the Twitter field and Wordpress will hyperlink to their profile.
* '''Expertise''' is a checkbox field. If the research has supplied their area of expertise and it is in the Expertise CV, select it.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
*
'''Editing a Researcher'''
* Like items, you can edit an existing researcher in two ways.
# If you already know a researcher's Researcher ID, you can enter it into the '''Edit Researcher''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the researcher using the '''Directory''' feature in the top nav. Find the researcher in the list and click the '''Edit Researcher [ID#]''' button underneath their record.
=== Projects ===
'''Adding a New Project'''
* Under the '''Add/Edit Project''' header, click '''Add New Project'''.
* '''Project Name''' and '''Status''' are mandatory fields. The first is a text field; the second is a dropdown field with three options.
* '''Primary Researchers''' and '''Other Researchers''' are Click to Add fields.
* '''Project URL / Nickname, Description,''' and '''Methodology''' are optional text fields.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
'''Editing a Project'''
* Like items and researchers, you can edit an existing project in two ways.
# If you already know the Project ID, you can enter it into the '''Edit Project''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the project using the '''Projects''' feature in the top nav. Find the project in the list and click the '''Edit Project [ID#]''' button in the lower right corner of the project "card."
=== Blog ===
'''Adding a New Blog Post'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Posts.'''
* In the Posts menu, click '''Add New''' near the top.
* Add a title in the Title field, then add your text to the field underneath.
* If needed, you can toggle between the '''Visual''' (WYSIWYG) tab and the '''Text''' (HTML) tab.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to '''News''' on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it will look.
'''Editing a Blog Post'''
* In the '''Posts''' menu, find the relevant blog post. Click on the title.
* When finished editing the post, click '''Publish''' again.
'''Deleting a Blog Post'''
* In the '''Posts''' menu, hover over a blog post title.
* You will see four additional options appear underneath the title. Click '''Trash'''.

*

=== Static Content ===
'''Editing Resources, About, and Help Pages'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Pages.'''
* You will see three main web pages: '''Resources''', '''Help''', and '''About.'''
* You will also find sub-pages underneath '''Resources''' and '''About.''' These sub-pages are preceded by an em dash.
* Click on the title of the page you want to edit. Edit content in either the '''Visual''' or '''Text''' tabs.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to the corresponding site on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it looks.
*
'''Editing Header Images for Resources, About and Help Pages'''
* When in the edit panel for one of these pages, scroll down to '''Featured Image''' in the right sidebar.
* To change the image that appears in the header, click the Featured Image thumbnail.
* Wordpress will take you the the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library].''' You can either select an image from the collection of images that have already been uploaded to the Wordpress site, or you can switch to the '''Upload Files''' (top left corner) tab if you want to upload a new image.
* The images should be optimized for web, so the photo file size should be shrunk to less than 500kB.
* The aspect ratios should be similar.
* Make sure the image you select has an identifying name (it should probably correspond to the page it is going on—for example: "help_header1").
* With your image highlighted in the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library]''', click '''Set featured image'''.
'''Editing Header Images for Other Pages'''
* If you want to edit static content on other pages (including the Home page, Topics, Search, Directory, and Projects), you will have to contact IT for the change.
* However, if there is a header image in place on one of these pages, it can be '''replaced''' through the '''Media''' tab in the left sidebar.
* Search the name of the page in the media library search bar. It should pull up the corresponding header photo for the page. Click on that photo.

[[File:SLO MediaGallery Capture1.png|thumb|A screenshot of the Media Gallery search.|none]]

* In the photo menu, click '''Replace Image.'''

[[File:SLO MediaGallery Capture2.png|thumb|In the photo menu, click on Replace Image.|none]]

* At the next screen, choose '''Just replace the file'''. Click '''Upload'''.
**Warning: Choosing '''Replace the file, use new file name, and update all links''' will break the link to the image on the site.

[[File:SLO MediaGallery Capture3.png|thumb|Select "Just replace the file."|none]]

== MRAi TeamShare Folder (aka Shared drive) ==

=== Overview ===
The root folder MRAi uses to store its files on UBC's TeamShare storage is called '''MRA Campaign (Path —T:\MRA Campaign)'''. Here's instructions for mapping for the first time outside of UBC Library https://it.ubc.ca/services/web-servers-storage/teamshare-storage-service/mapping-or-mounting-teamshare-microsoft

This is a place for long term secure storage of files. You can arrange to use this from personal laptops, workstations at the Learning Exchange or UBC Library.
== Qualtrics ==
The Qualtrics tool is used to collect information from researchers in order to populate the Directory and Projects pages. This includes details about how to contact them, their academic affiliations, and their research focuses. (Note: EM modified Qualtrics survey on February 17, 2022 so that the researcher directory topic options match the topic labels displayed in the RAP.)

=== Sending the Qualtrics survey ===

* Manually add the researcher as a contact, in the Contacts section.
** Note: if this is your first time sending a survey link, you will need to create a new contact list.
* Navigate to Projects, select the MRAi Directory and Projects Survey, go the "Distributions" section.
* Select "Personal links" from the list of options on the left-hand side.
* Select the "Generate link" button in the upper right.
* Click "Select contacts," and select the researcher to whom you are sending the link.
* Set the link to expire in 60 days (the default), and then select "generate links."
* The link will automatically download in an Excel spreadsheet. Open it and use the link in your email to the researcher.
* Update the Creators tracker by adding details in columns N-P

=== Accessing survey results ===

* You should receive emails when researchers submit their surveys, from noreply@qemailserver.com
* If the researcher has submitted only one project or fewer for inclusion in the portal, you may be able to copy responses directly from this email.
* If the researcher has submitted multiple projects, the formatting is confusing to view as delivered in the email. Instead you can log in to Qualtrics, select the MRAi Directory and Projects Survey, navigate to the "Data and Analysis" page and either:
** Click the down arrow button at the far right side next to the response you wish to view, then select "Export to PDF," OR
** Select "Export & Import" > CSV > Download to see an Excel spreadsheet with all responses
* Input responses into the appropriate sections of the RAP Creators tracker (columns Q-BV) and to the appropriate sections of the RAP. See [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance.

== Teams ==
Starting in July 2022, the MRAi began using Teams for active file sharing and management of Task lists, in place of Basecamp and Teamshare. You can read the MRAi Teams [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/Teams%20intro%20user%20guide.docx?d=wa1975f50db3a49e19f4a7b037eea38b4&csf=1&web=1&e=vwXiKC user guide] or watch [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/How%20to%20videos?csf=1&web=1&e=iFeyRn explainer videos]. Note that you will have to be a member of the MRAi Teams site to view these files.
[[Category:MRAi]]
[[Category:Circle Projects]]

Main Page/LIBR535/Wk7Signup

2026-05-11T18:44:04Z

KendallWilber:

[[Main Page/LIBR535|Back to sign ups page]]

Sign up here for a different role than you played in Class 3, for our Class 7 Reading Discussion.
{| class="wikitable"
!'''Role'''
!'''Student name'''
!
|-
|'''Discussion Leader'''
|'''Add your name here'''
| rowspan="5" |Note that we '''must''' have
'''5 discussion leaders'''

so that each group has one
|-
|Discussion Leader
|Add your name here
|-
|Discussion Leader
|Add your name here
|-
|Discussion Leader
|Add your name here
|-
|Discussion Leader
|Add your name here
|-
|'''Passage Master'''
|'''Add your name here'''
| rowspan="15" |'''We need 5 of two of these roles and 6 of the third role'''
I've created 5 sign ups for each role. If you are the sixth person,

please add a line to create the sixth spot.
|-
|Passage Master
|Dhanya Indraganti
|-
|Passage Master
|Add your name here
|-
|Passage Master
|Add your name here
|-
|Passage Master
|Add your name here
|-
|'''Devil's Advocate'''
|'''Add your name here'''
|-
|Devil's Advocate
|Julia Ittah
|-
|Devil's Advocate
|Add your name here
|-
|Devil's Advocate
|Add your name here
|-
|Devil's Advocate
|Add your name here
|-
|'''Illustrator'''
|'''Add your name here'''
|-
|Illustrator
|Kendall Wilber
|-
|Illustrator
|Add your name here
|-
|Illustrator
|Add your name here
|-
|Illustrator
|Add your name here
|-
|'''Reporter'''
|'''Add your name here'''
| rowspan="5" |Note that we '''must''' have
'''5 reporters''' so that each

group has one
|-
|Reporter
|Add your name here
|-
|Reporter
|Add your name here
|-
|Reporter
|Add your name here
|-
|Reporter
|Add your name here
|}

LIBR535SignupWk3

2026-05-11T18:43:11Z

KendallWilber:

[[Main Page/LIBR535|Back to sign ups page]]

Sign up here for your role in the Reading Discussion coming up in Class #3. Please read the articles in the Course Schedule listed for Class 3 and prepare for the discussion by taking notes according to your role's tasks, as discussed in our first class. If you need to remind yourself about what your role's tasks are, they are in the PowerPoint uploaded to Canvas for Class 1. Please let me know if you have any questions: fionathehun@gmail.com or fhunt@langara.ca.

'''NB: Each time we do this type of reading discussion, you will sign up for a different role.'''

Note that you can sign up on the '''bolded line''' too. I made it bold simply to delineate where each new role began.
{| class="wikitable"
!'''Role'''
!'''Student name'''
!
|-
|'''Discussion Leader'''
|'''Add your name here'''
| rowspan="5" |Note that we '''must''' have
'''5 discussion leaders'''

so that each group has one
|-
|Discussion Leader
|Dhanya Indraganti
|-
|Discussion Leader
|Add your name here
|-
|Discussion Leader
|Add your name here
|-
|Discussion Leader
|Add your name here
|-
|'''Passage Master'''
|'''Add your name here'''
| rowspan="15" |'''We need 5 of two of these roles and 6 of the third role'''
I've created 5 sign ups for each role. If you are the sixth person,
please add a line to create the sixth spot.

|-
|Passage Master
|Julia Ittah
|-
|Passage Master
|Marina Bosnjak
|-
|Passage Master
|Kendall Wilber
|-
|Passage Master
|Add your name here
|-
|'''Devil's Advocate'''
|'''Add your name here'''
|-
|Devil's Advocate
|Roxanne Tremblay
|-
|Devil's Advocate
|Scarlett Sun
|-
|Devil's Advocate
|Add your name here
|-
|Devil's Advocate
|Add your name here
|-
|'''Illustrator'''
|'''Add your name here'''
|-
|Illustrator
|Isabella Richmond
|-
|Illustrator
|Megan Gilbert
|-
|Illustrator
|Add your name here
|-
|Illustrator
|Add your name here
|-
|'''Reporter'''
|'''Add your name here'''
| rowspan="5" |Note that we '''must''' have

'''5 reporters''' so that each

group has one
|-
|Reporter
|Corinna Hagel
|-
|Reporter
|Add your name here
|-
|Reporter
|Add your name here
|-
|Reporter
|Add your name here
|}

Main Page/LIBR535/MiniLessonSignUp

2026-05-11T18:41:53Z

KendallWilber:

[[Main Page/LIBR535|Back to sign ups page]]

== '''Sign up for your Mini Lesson''' ==
I have booked rooms for Classes 8 and 9, so you can teach your mini lessons. See below for the rooms we'll be teaching in (This information will be added as soon as I receive confirmation from the iSchool office about the rooms booked).

* '''Please add your name to one of the rooms below''', in Class 8 (June 8) or Class 9 (Jiune 10).
* You will teach your lesson on that date '''in the order listed''' in the table (Teacher 1 goes first)
* The other students who sign up to teach in your room will be your students
* You will be a student for the other teachers who sign up in your room.
* Note that since we're running lessons over two classes, there will be 7 or 8 people in your room in both classes, some of whom will be teachers in Class 8 and the other of whom will be teachers in Class 9.

Please indicate whether you'll be doing a '''30 min or 45 min''' lesson. If you think you'd like to do a 45 minute lesson, please sign up for a teaching slot in Class 8, as there will be more space there. Any day with four teachers scheduled will only have time for 30 minute lessons.

Since we have 26 students in the class currently, this means we'll have 2 groups of 7 and 2 groups of 6.

'''Class 8 (June 8):'''
{| class="wikitable"
!Group 1
(Room: )
!Group 2
(Room: )
!Group 3
(Room: )
!Group 4
(Room: )
|-
|Teacher 1:
|Teacher 1:
|Teacher 1:
|Teacher 1:
|-
|Teacher 2: Kendall Wilber
|Teacher 2:
|Teacher 2:
|Teacher 2:
|-
|Teacher 3:
|Teacher 3:
|Teacher 3:
|Teacher 3:
|}
Extra Backup Rooms:

'''Class 9 (June 10):'''
{| class="wikitable"
!Group 1
(Room: )
!Group 2
(Room: )
!Group 3
(Room: )
!Group 4
(Room: )
|-
|Teacher 1:
|Teacher 1:
|Teacher 1:
|Teacher 1:
|-
|Teacher 2:
|Teacher 2:
|Teacher 2:
|Teacher 2:
|-
|Teacher 3:
|Teacher 3:
|Teacher 3:
|Teacher 3:
|-
|Teacher 4:
|Teacher 4:
|
|
|}
Extra Backup Rooms:

Should anything be amiss with the above classrooms, we have two backup rooms, as noted above, that we can use if we need to.

'''Equipment needed:'''

For your lesson, you may need an '''adaptor''' for the projector (Fiona has one she can lend if you have a mac). The port needed is HDMI or VGA. Though, most classrooms at UBC seem to come with adaptors already equipped.

We will be recording the lessons, and I have booked the two '''camcorders''' that the iSchool owns, as well as two '''tripods'''. However, if you don't want to use those, or you don't get one (there are only two camcorders/tripods), you will need to have an alternate means to record your lesson. I also want each student to have a '''backup device''' for recording (can be a phone, a peer's computer, etc.) in case the main recording fails (as has happened in the past).

If you want to use my '''white board markers''', please let me know. You can also borrow my '''portable white boards''' if you like - be sure to give me advanced notice as I don't always bring them with me.

Documentation:MRAi DTES RAP Metadata Style Guide

2026-01-29T21:18:10Z

KendallWilber:

== '''The rapTracker''' ==

=== '''Overview''' ===
The MRAi uses the rapTracker to track the metadata of the items currently on the DTES RAP and/or of interest to the DTES RAP. It is used to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP Admin panel. In 2023, as the MRAi library team grew, we started using the Workspace tracker as in intermediary step to document work. Given an item may have several different workflows before being added to cIRcle, and/or the RAP - the team felt we needed a workspace first, and then we would copy the record (row) into the rapTracker as our final 'Master' record.

The Workspace and the rapTracker documents are currently hosted on UBC’s OneDrive. Access is provided by Aleha McCauley and users must sign in with a ubc email address.

The '''rapTracker''' records the MRAi's progress in:
# Tracking items that are of interest to, or currently are in the DTES RAP (Items Description Tab)
# Tracking metadata for items (Items Description Tab)
# Tracking creators’ information (RAP Creators Tab)
# Compiling metadata to create objects on the DTES RAP (Index and Match)
# Identifying Potential Creators (Potential Creators Tab)
# Identifying and processing relevant materials that are already in Open Collections/cIRcle (Geo-Tag Tracking Tab)
# Processing and cataloguing items for archiving in cIRcle and for linking as objects in the DTES RAP
# Creating Data Visualizations for reporting purposes (see Visualizations Tab)

=== '''Tracking Data in the rapTracker''' ===
The Items Description Tab of the rapTracker is organized into columns that provide relevant information about items the MRAi is tracking. As the Student Librarian processes items for archiving in cIRcle, adds links to the DTES RAP, or communicates with item creator(s), relevant item record fields must be updated at each stage.

Below are the metadata fields in the order they appear in the Items Description Tab, with definitions, rules and tips. Metadata fields that are also DTES RAP fields are noted.

=== '''Unique Item Identifier''' ===

==== '''Definition''' ====
''Numeric sequence that identifies each item in the rapTracker.''

==== '''Rules''' ====
# Each item must have a Unique Item Identifier.
# The unique item identifier is generated by date of entry (yyyy-mm-dd) + order of item entry (NNN).

==== '''Tips''' ====
For example: the first entry on November 1st 2020 would be '''2020-11-01-001.'''

=== '''Citation''' ===

==== '''Definition''' ====
A bibliographic reference for the resource, if it has been previously published.

==== '''Rule''' ====
# Citations must be in APA format.

=== '''Action Status''' ===

==== '''Definition''' ====
''Indicates the status of the item regarding relevant processes within the rapTracker. This field is colour-coded to help differentiate the current status of each item.''

==== '''Tips''' ====

===== '''White: Data Created''' =====
* Citation of interest has been added. Some or all fields may have data entered. No request to creators initiated yet. Draft is not made in the DTES RAP yet.

===== '''Green:''' '''In Progress''' =====
* All relevant metadata has been entered and reviewed. Item is ready to be drafted in the DTES RAP, or already has a draft made.
* Example: author request initiated but cIRcle deposit not yet completed
* Example: draft exists in the DTES RAP, but item has not been published yet

===== '''Yellow:''' '''Attention''' =====
* Use this to highlight items that need attention, have problems and/or are high priority
* This is a time-sensitive status. Use this to highlight 0-10 items that need to be addressed with a work week. Discuss with your supervisor if more than 10 items have this status.
* Example: an error has been found in the metadata, link is broken, items needs to be processed on a faster timeline, etc

===== '''Red:''' '''Complete''' =====
* All processes have been completed
* For Open Collections/cIRcle items, this means it was successfully deposited to cIRcle through the MRAi request process, and the item was successfully added to the DTES RAP with the cIRcle link.
* For non-Open Collections/cIRcle items, this means the items was successfully added to the DTES RAP.
* Note: an item is only considered “complete” once processes are completed and at least 1 creator has been notified.

=== '''Sherpa Link to Journal''' ===

==== '''Definition''' ====
''The Sherpa Romeo link to the journal of the item record.''

==== '''Tips''' ====
* Go to <nowiki>https://v2.sherpa.ac.uk/romeo/</nowiki> and search by Journal Title or ISSN or Publisher Name
* Copy link to this field to save time checking publisher open access policies

=== '''Permitted Version(s)''' ===

==== '''Definition''' ====
''The version(s) of a scholarly item that are permitted to be archived.''

==== '''Rules''' ====
# Use the following terms: publisher’s version, post-print or pre-print.

==== '''Tips''' ====
* In this column, indicate which version of the scholarly item is permitted to be archived. You can usually look up the item's journal on '''SHERPA/RoMEO''' to determine the permitted version.

=== '''Embargo Date''' ===

==== '''Definition''' ====
''The date when an item’s embargo date expires.''

==== '''Rules''' ====
# ''Use the format: YYYY-MM-DD.''

==== '''Tips''' ====
This column indicates whether a scholarly item has an embargo period (a period of time where the publisher temporarily suspends archival privileges). You can usually look up the item's journal on '''SHERPA/RoMEO''' to determine the embargo period.
* If the item has an embargo period, indicate the date the embargo period will expire (Format: YYYY-MM-DD)
** '''''Example:''''' An item was published on November 15, 2018 and has a 12 month embargo period. The correct entry for this field would therefore be ''''' 2019-11-15'''''
** If the item does not have an embargo period, leave blank.

=== '''Licence Received''' ===

==== '''Tips''' ====
* Use the drop down menu to indicate if the MRAi has received a signed license to send to cIRcle
* Indicate whether an author has submitted a cIRcle license for the item with a '''Y''' or '''N'''. You will usually start with an '''N''' and flip it to a '''Y''' when the license comes in.

=== '''Content Received''' ===

==== '''Tips''' ====
* Use the drop down menu to indicate if the MRAi has received the correct content to send to cIRcle

=== '''cIRcle URI''' ===

==== '''Definition''' ====
''The handle for the item record in Open Collections/cIRcle.''

==== '''Tips''' ====
* Once an item is archived to Open Collections/cIRcle, it is assigned a uniform resource identifier (URI) that always begins with this prefix: <nowiki>[http://hdl.handle.net/2429/]</nowiki>. Find the URI on the archived item's cIRcle record and copy/paste it into this column.
* Note: Do not use this as a primary source repository URL as the DTES RAP will consider it an external link.

=== '''cIRcle Update''' ===

==== '''Definition''' ====
''Indicate the status of the item re: archiving in cIRcle:''

==== '''Rules''' ====
# '''Use the menu to choose from a pre-selected list of options.'''
* Not in cIRcle = item is not currently in Open Collections/cIRcle and the MRAi is not interested in pursuing it for archiving in Open Collections/cIRcle.
* Pursuing for cIRcle = this item is being processed with the intention of eventual archiving in Open Collections/cIRcle.
* MRAi Archived = this item has been successfully archived in cIRcle through MRAi facilitation, mediation or actions.
* Geotagged in cIRcle = the item has been geotagged by the cIRcle Digital Library Specialist and is ready to be uploaded to the RAP.

=== '''RAP Update''' ===

==== '''Definition''' ====
''The status of the item re: DTES RAP.''

==== '''Rules''' ====
# Use the menu to choose from a pre-selected list of options.
## Unpublished = the item does not exist as an object on the DTES RAP
## Draft = the item exists in draft form on the DTES RAP
## Published = the item exists as an object on the DTES RAP and has a unique object id.

=== '''Access''' ===

==== '''Definition''' ====
''A controlled vocabulary that describes a given item's degree of accessibility from the vantage point of a typical user.''

==== '''Rules''' ====
# Use '''''Open Access Resource''''' if the item is in cIRcle, or is an open-access scholarly resource on the internet.
## Use the Unpaywall extension to help determine which articles are openly accessible on the internet.
# Use '''''Public Resource''''' if the item is freely accessible on the internet.
## Typically, these items are copyrighted differently from open access "items" and are not published by scholarly publishers.
# Use '''''Mediated Access Physical Resource''''' if UBC Library has a physical copy of an item that is ''neither'' open access ''nor'' freely available on the internet.
# Use '''''Mediated Access Resource''''' if the item is ''not'' in cIRcle, ''not'' included in UBC Library's physical collection, and requires a publisher paywall or other means of access restriction to view on the internet.
# Do not use any Access Tag that is not already in the controlled vocabulary.
# If you wish to add, subtract, or otherwise change an Access Tag, please consult with Aleha.

=== '''Primary Source Repository URL [Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''A web address that points to the item at a source MRAi considers "first priority."''

==== '''Rules''' ====
# If the item has only one source link, always make it the primary source.
# If an item is in Open Collections/cIRcle, always make the Open Collections/cIRcle link the primary source.
## Use the Open Collections/cIRcle DOI for the item ''(e.g. <nowiki>https://doi.org/10.14288/1.0365286</nowiki>)''.
## For consistency, do not use the hdl.handle.net permalink ''(e.g. <nowiki>http://hdl.handle.net/2429/65237</nowiki>)'' or the longlink ''(e.g. <nowiki>https://open.library.ubc.ca/cIRcle/collections/ubctheses/24/items/1.0365286</nowiki>)''
# Do not "mix" Free Use and Restricted Use links (i.e. do not put a Free Use link to a resource in the Primary URL field and a Restricted Use link to the same resource in the Secondary URL field).

==== '''Tips''' ====
Make sure the primary source URL starts with http:// or https://. Example: <nowiki>https://www.linkvan.ca/about</nowiki>

=== '''Primary Source URL Description [Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''A description of the primary source from where the item came.''

==== '''Rules''' ====
# Use this syntax: ''Link to [repository/source name].''
# Use ''Link to UBC Open Collections'' for Open Collections/cIRcle items.
# For scholarly articles, this is typically the publisher or database's name, not necessarily the journal's name. Only use the journal name if it appears to be synonymous with the publisher's name.
#* e.g. use ''SAGE'' instead of ''International Quarterly of Community Health Education''
#If the name of the primary source is an acronym, make sure to spell out the full name of the source. If the source appears to mainly promote itself using the acronym, include the acronym in parentheses at the end of the full name.
# For scholarly articles, publishers may have various databases and platforms so follow the convention used by UBC Library by doing a search here: https://resources.library.ubc.ca/?searchtype=keywords&search=science+direct
#* e.g. ''"Link to Elsevier ScienceDirect"''
# For grey literature, use the entity or organization that publishes the item and/or hosts
#* e.g. ''Canadian Public Health Association;'' ''Pivot Legal Society''
# For multimedia and video items, use the hosting website.
#* e.g. ''YouTube;'' ''Vimeo''
# For institutional repositories, follow this format: Link to repository title + (institution title + repository).
#* e.g., ''Link to Summit (Simon Fraser University repository).''
# For book chapters/dissertations and other items found only through links to UBC Library
#* ''"Link to UBC Summon"''
# For items hosted through Issuu (such as zines and magazines use'''''"Link to Issuu"'''''
# When linking to personal websites use "'''Link to Personal Website"'''

==== '''Tips''' ====
# Please not the URL description practices are iterative and may change in the future. In the case of cIRcle items, use "'''Link to UBC Open Collections"'''.
# Search in the Item Descriptions of the rapTracker to check for common practices.

=== '''Secondary Source Repository URL''' ===

==== '''Definition''' ====
''A web address that points to the item at a source MRAi considers "second priority."''

==== '''Rules''' ====
# If an item is in Open Collections/cIRcle but also has a scholarly publisher DOI/URI or a weblink, always make the publisher link/weblink the secondary source.
# Do not "mix" Free Use and Restricted Use links (i.e. do not put a Free Use link to a resource in the Primary URL field and a Restricted Use link to the same resource in the Secondary URL field).
# If more than one URL, separate with semicolons.

=== '''Secondary Source URL Description''' ===

==== '''Definition''' ====
''A description of the secondary source(s) from where the item came.''

==== '''Rules''' ====
# Refer to the rules in '''''Primary Source URL Description (Section 3.2).'''''

=== '''Title [Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''The complete title and subtitle of the item.''

==== '''Rules''' ====
# Capitalize the first letter of the title and leave the rest lowercase, excepting proper nouns and acronyms. Examples of commonly encountered proper nouns: Vancouver, Downtown Eastside,
# Separate title and subtitle with a colon (:).
# Use the same punctuation that appears on the source.

=== '''Alternative Title''' ===

==== '''Definition''' ====
''Refers to an accepted item title other than the one that appears in the '''Title''' field (if applicable).''

==== '''Rules''' ====
# Capitalize the first letter of the alternative title and leave the rest lowercase, excepting proper nouns.
# Separate alternative title and subtitle with a colon (:).

=== '''Serial Name''' ===

==== '''Definition''' ====
''The periodical or series that published the item (if applicable).''

==== '''Rules''' ====
# For scholarly journals, render the journal name in the same way the journal renders it.
## e.g. The journal ''cultural geographies'' should be rendered entirely in lowercase, in accordance with its own style

==== '''Tips''' ====
Academic articles need their journal titles here. Be aware that journal titles do change over time and may need to be updated on both the rapTracker and the DTES RAP.

=== '''Publication Date[Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''The date the item was published.''

==== '''Rules''' ====
# In general, follow the ISO 8601 format '''''[YYYY-MM-DD]'''''.
# Refer to the source to find the date.
# If the source only states year and month of publication, use '''''[YYYY-MM-last day of the month]''''' as default.
## Example: A journal article with the publication date of September 2015 would be updated to 2015-08-31.

==== Tips: ====
If an item only has the year listed, use December 31 as the publication date. For example, for this item:https://dtesresearchaccess.ubc.ca/object/ext.6439 2010 is given as the publication date, use 2010-12-31.

If there is no date on the documentation or it is hard to determine follow citation rules and put n.d. (for no date).

=== '''Description [Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''A summary of an item's nature and scope.''

==== '''Rules''' ====
# If an Open Access item has an abstract, use it as the description.
# If an item is not Open Access, do not use the abstract as the description due to potential copyright issues.
# When capacity allows it, we have used this field to write our own lay summary descriptions and include specific information (e.g., MRAi involvement in ASTU-100 Infographic project). Ask Aleha McCauley for examples.

=== '''CREATOR_ID''' ===

==== '''Definition''' ====
''A number that acts as an id for specific creators.''

==== '''Tips''' ====
The CREATOR_ID links creators from the creators tab to individual items on the Items Descriptions tab. It is currently an experimental feature.

=== '''Creator(s)[Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
Creator(s) are primarily responsible for creating the intellectual content of the resource. ''The principal author(s) who created the item.''

==== '''Rules''' ====
# Creators ''can be individual people or entities.''
# ''Multiple creators should be entered in the order in which they appear on the resource.''
# For individual people:
## Always format names like this: '''''[Last name], [First name] [Middle name/initial]'''''.e.g. ''Public, Jane Q.''
## ''Use only the initials if that is all that is seen. Note that initials should be separated with a space. E.g. Taillefer, R. T.''
## ''Use only the initial and name if that is all that is seen. E.g. Tait, R. Colin''
## When a creator is a recognized elder, include [elder] after their name. ''E.g, Laframboise, Sandy Leo [Métis Two Sprit Elder]''
## Check the RAP and cIRcle to conduct '''name disambiguation.'''
## Library of Congress https://authorities.loc.gov/help/name-auth.htm can also help
# For corporate entities (such as non-profit organizations, community societies, and government bureaus), format names as they would normally appear. Use the full corporate name. Avoid acronyms unless explicitly preferred by the entity.
## e.g. ''Downtown Eastside Women's Centre''
# Separate multiple author names with semicolons and spaces.
## e.g. ''Bardwell, Geoff; Collins, Alexandra B.; McNeil, Ryan; Boyd, Jade''
# If editors are credited most prominently (e.g. for a poetry anthology), refer to them as the creators and use ''[Ed.] or [Eds.]'' at the end.
## e.g. ''Asfour, John Mikhail; Gardiner, Elee Kraljii [Eds.]''
# Podcasts - use the name of the podcast in the creator field; podcast series name in the series field; and everyone who worked on the podcast in the contributor field.
## e.g. ''Below the Radar podcast''
# Video - use the name of the organization in the creator field if created by a group/media/news outlets. Hosts and guests are considered contributors.
## e.g. ''Rabble.ca; Telus Storyhive''
# Landing pages - sometimes you will upload an entire website (typically the landing or home page) rather than include individual items from the site. When this happens, list the creator as the organization or group who has produced the site; anyone else involved as a contributor.
## '''TIP:''' the date field will typically be decided on a case by case basis, sometimes you can include a date range (e.g 1970-1999) or the date the site was created; this is because you will find multiple, and often conflicting, dates on the landing page.
## e.g. Roots to Partnership (creators: Roots to Partnership; contributor: everyone who works on podcast, grant applicants etc.)

==== '''Tips''' ====
For faculty publications, a Library of Congress (LC) authority record may be used (<nowiki>http://authorities.loc.gov</nowiki>: Search Name Authority Headings and use those marked “Authorized Headings” or “Authorized & References” only). [Detailed steps will be added to SLO Wiki in the future.]

=== '''Contributor(s)''' ===

==== '''Definition''' ====
''Any person who is secondarily involved in the creation of the item but not considered a principal creator. It can be difficult to determine the difference between creators and contributors at times and it often comes down to the role (e.g. illustrators, designers, reviewers). If an organization is listed as a contributor please discuss with your supervisor. The Contributor field in an uncontrolled vocabulary.''

==== '''Rules''' ====
# Refer to rules 1-3 in '''Creator''' for general guidelines on how to transcribe contributor names.
# After rendering the contributor's name, insert their role in brackets (before the semicolon, if multiple contributors).
## e.g. ''Pacey, Katrina [reviewer]; Ledding, Christa [designer]''
'''Tips'''

* You may find this useful to identify contributor roles: http://credit.niso.org/
* For community materials focusing on contributors and roles is a high priority. Please include them if they are stated but if it is unclear do not guess
* For Indigenous Elders who are listed as creators, also include them in the contributor field with their role. Ex. Fox, Doris [Elder].

=== '''Subject(s)[Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''Words, keywords or phrases'' ''that are used describe the resource at a more granular level than topic tags.'' Certain genres (i.e., articles) ''A'' ''localized DTES RAP thesaurus'' ''is a multi-year project underway as grant funding permits. As of 2022/23 both cIRcle and the DTES RAP have subject's hidden from public view. When doing original descriptive work (e.g., community materials) please consider the following:''

==== '''Rules''' ====

# Separate terms with a semicolon ‘;’
# Apply subject terms that are as specific as the resource itself.
# Only assign the terms that most closely correspond to the overall coverage of the work (at least 20% of the work).
# Apply terms exactly as they appear on the thesaurus to ensure consistency.
# Avoid applying more than 6 subject headings to a resource.
# If you notice discrepancies or gaps in the thesaurus, please consult with Aleha.

==== '''Tips''' ====

* First scan the abstract, executive summary, or other description and look for keywords or concepts. Try and get a sense of how detailed or specific the resource is. This will help you determine if broader or narrower terms should be used. Use the scope notes as a guide when applying terms to a resource.
* If an item does not have description, scan through the resource and look for headings, or other elements that will indicate what the resource is about (this process is similar for assigning Topic tags to an item).

'''Additional points for consideration include:'''

* Does the item deal with rare or underrepresented topics? It is better to build in redundancy so that rarer topics can be discovered.

* Is there an extensive number of materials in the collection on the subject? This would be an instance to use more specific/granular headings rather than broader terms.

=== '''Collection''' ===

=== '''Languages''' ===

=== '''Project Name''' ===

==== '''Definition''' ====
''The name of the broader research or community project that the item is connected to.''

==== '''Rules''' ====
# In scholarly research, projects are most commonly connected to cohorts. Spell out the full name of the cohort first, then use its acronym (if applicable) in parentheses.
## e.g. ''Vancouver Injection Drug Users Study (VIDUS)''
# A project name may belong to more than one item. If so, develop a standard orthography for the project name and render it in the same way each time.
## e.g. ''At-Risk Youth Study (ARYS)'' is the established orthography for the project of the same name. It should not be rendered as ''At-Risk Youth Study'' (without the acronym in parentheses) or as ''At Risk Youth Study (ARYS)'' (without the hyphen between "At" and "Risk").
# The item ''should belong to'' the named project.
## If the authors of an item are observing and writing about a community project from the third-person perspective (i.e. ''without being involved in the project itself''), do not file the project name with the item.
# '''Project Status''' is located under Controlled Vocabularies in Admin Tools. It is reflected on the site as Active or Archived.
# '''Expertise''' was developed as a tag for a researcher's areas of expertise. It is in the Admin Panel as a Controlled Vocabulary.

=== '''Topic(s)''' ===

==== '''Definition''' ====
''A controlled vocabulary with terms describing broadly-defined subject matter common to research and/or discourse in the DTES. Intended to make the collection more browsable.''

==== '''Rules''' ====
# For proposed Topic Tags that include three or more elements, use the Oxford comma. e.g. ''Arts, Culture, History, and Heritage''
# The MRAi takes an iterative approach to topics. If you wish to add, subtract, or otherwise change a Topic Tag, please consult with Aleha.

==== '''Tips''' ====
The topics-related metadata is intended to be iterative. If you have any issues applying topics, first look at other items with the topic for guidance. Please contact Aleha McCauley for discussion and guidance.

When doing subject analysis of an item to figure out the most appropriate topics, quickly scan the listed keywords, abstract and headings of paragraphs. If time allows, read the abstract and conclusion. Keep the end user in mind when selecting topics.

A helpful tool to analyze terminology is [http://fast.oclc.org/searchfast/?&limit=keywords&facet=all&query=education&sort=usage+desc&start=0 OCLC - SearchFAST]. This can be used to explore topics, subjects and broader/narrower terms we could use.

=== '''Affiliation(s)''' ===

==== '''Definition''' ====
''A controlled vocabulary with terms identifying faculty, school, department, organizations, to which the authors/creators belonged to at the time of item creation. This may also include organizations that are listed as contributors.''

==== '''Rules''' ====
# '''Do not add a new affiliation without first getting the approval of Aleha McCauley.'''
# If a creator is part of a department, faculty, school, or division at a higher learning institution:
## Render the type of academic department specified first. Render the discipline second. Insert a comma, then render the institution last.
### e.g. ''Department of Geography, Simon Fraser University''
## If a creator is affiliated with the University of British Columbia Vancouver campus, use ''UBC.'' If the creator is affiliated with the University of British Columbia Okanagan campus, use ''UBC Okanagan.''
### e.g. ''School of Nursing, UBC''; ''Department of Political Science, UBC Okanagan''
## If a UBC department has a widely-used acronym, include it in parentheses before the comma.
### e.g. ''School of Community and Regional Planning (SCARP), UBC''
## For visiting scholars, use their "home institution," not the institution at which they are currently visiting.
# For non-academic institutions and organizations, use the full name of the organization as appears on the item. Try to disambiguate the name and confirm with an authority record if possible. Search UBC library catalogue, cIRcle, Library of congress Authority records. Try to verify preferred names by checking websites.
##'''You will encounter a few exceptions to this rule:'''
### ''Use BC (not British Columbia) for the following organization: BC Centre on Substance Use; BC Centre for Employment Excellence''
## If the non-academic institution/organization has specific divisions or bureaus that a creator belongs to, include them.
### ''e.g. Office of the Attorney General, Province of British Columbia''
## If a non-academic institution/organization has a commonly-used acronym, include it in parentheses after the full name.
### e.g. ''Vancouver Area Network of Drug Users (VANDU)''

==== '''Tips'''====
Benefits users interested in searching for output by particular research institutions or community organizations. Our intention is to be inclusive and represent the affiliations of the creators '''and''' the affiliations of the contributors of the item at the time of creation.

Example: <nowiki>https://dtesresearchaccess.ubc.ca/object/ext.6344</nowiki>

Am Johal is the creator of this podcast episode and is listed as its creator. The podcast Below the Radar is affiliated with the SFU’s Vancity Office of Community Engagement, so it is listed as an affiliation. Garth Mullins is a guest on this episode and is listed as its contributor. He is affiliated with the podcast Crackdown, which is also listed as an affiliation.

A Library of Congress authority record may be used (<nowiki>http://authorities.loc.gov</nowiki>: Search Name Authority Headings and use those marked “Authorized Headings” or “Authorized & References” only). [Step-by-Step coming soon and will be placed on SLO Wiki]. This is especially useful for BC/British Columbia distinctions. Additionally, be sure to check the Controlled Vocabulary-Affiliations of the DTES RAP Admin Panel to see what affiliations have been previously attached to the item.

=== '''Category''' ===

==== '''Definition''' ====
''A controlled vocabulary with terms describing the broad circumstances of MRAi resources. These include Academic Research (research and investigation), Community Materials (created by community organizations, typically to serve community needs), Creative Work (self-expression), News and Information (informing and sharing opinion) and Tools and Guides (doing and guiding)''.

==== '''Rules''' ====
# If you wish to add, subtract, or otherwise change a Category Tag, please consult with Aleha.

==== '''Tips''' ====
The categories are based upon rhetorical genre theory, which takes the creator's positionality and stated purpose as distinguishing features. This approach enables users to identify resources that were intended for community vs academic audiences.

Analyse the Creator and Affiliations and professional vocation to help determine positionally.

Consider who they identify as the audience for the work (e.g., the public, local DTES community and/or academia?).

Are they affiliated with a publisher a DTES organization?

Bring any questions for discussion in team meetings.

'''List of terms'''

''This is the list of terms in this [https://dtesresearchaccess.ubc.ca/admin/cv/category controlled vocabulary] as of April 2023.''

* Academic Research - academic research and investigation
* Community Materials - serving DTES community needs. If the item is community generated, you might consider using the community metadata template. You can find more information about this sheet in the SLO Wiki
* Creative Work - self-expression
* News and Information - informing and sharing opinion
* Tools and Guides - doing and guiding

=== '''Genre''' ===

==== '''Definition''' ====
''A controlled vocabulary with terms that more narrowly describe the form, shape, or circumstances of an item (e.g. Book Chapter, Thesis/Dissertation, Musical Recording, Documentary Film, etc.)''

==== '''Rules''' ====
# Do not use any Genre Tag that is not already in the controlled vocabulary.
# If you wish to add, subtract, or otherwise change a Genre Tag, please consult with Aleha.
'''List of terms'''

''This is the list of terms in this [https://dtesresearchaccess.ubc.ca/admin/cv/genre controlled vocabulary]''

===== Tips =====
* '''Podcast''' (I.e., Everything is Health) - can use alternative title field in cIRcle to express episode titles but not in the main title field. Use cIRcle DOI as a secondary source to retain episode number in title of RAP record for the items.

=== '''Type''' ===

==== '''Definition''' ====
''A controlled vocabulary with terms describing the digital file type of an item in a general sense (e.g. Text, Audio, Video). Does not specify file formats (e.g. .pdf, .jpg, .mp4).''

==== '''Rules''' ====
# Do not use any Type Tag that is not already in the controlled vocabulary.
# If you wish to add, subtract, or otherwise change a Type Tag, please consult with Aleha.
# If the genre includes multiple media types, you can list more than one type (ex. Text; video) and the icon for the item in the RAP will represent that.
'''List of terms'''

''This is the list of terms in this [https://dtesresearchaccess.ubc.ca/admin/cv/type controlled vocabulary] as of April 2023.''

* Audio - A resource that relies primarily or wholly on sound to present information to the user.
* Collection - A grouping of two or more items, disseminated through one or more media type(s), which is presented as a single resource.
* Dataset - A collection of data arranged in rows and columns, with descriptive headers.
* Interactive Resource - A resource requiring interaction from the user to be understood, executed, or experienced. Examples include forms on web pages, applets, multimedia learning objects, or virtual reality environments. (Dublin Core; cIRcle)
* Moving Image - A resource that relies either primarily or wholly on moving images (which may include sound) to present information to the user.
* Still Image - A resource that relies either primarily or wholly on a single, static visual to present information to the user.
* Text - A resource that relies either primarily or wholly on the written word to present information to the user.

=== '''RAP Item ID''' ===

==== '''Definition''' ====
''The system-created id number generated when an object is created in the DTES RAP.''

==== '''Rules''' ====
# There are only two kinds of RAP Item IDs in use: oc.xxxx and ext.xxxx
* Oc.xxxx indicates that the primary description link is '''internal''' to UBC’s Open Collections/cIRcle and allows metadata from Open Collections/cIRcle to be automatically pulled from Open Collections/cIRcle.
* Ext.xxxx indicates that the primary description link is from a source '''external''' to UBC’s Open Collections/cIRcle.

==== '''Tips''' ====
Example: <nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>'''ext.6343''' with '''ext.6343''' being the RAP Item ID

RAP Item ID are defined by IT as:

if primary address format = "<nowiki>https://dx.doi.org/10.14288/</nowiki> {doi}

" => it is an OC item.

if primary address format = "<nowiki>https://resolve.library.ubc.ca/cgi-bin/catsearch/?bid=</nowiki> {bid}

"=> it is a Voyager item

Otherwise it is an external item.

For example, if an item is a community material that links to a local organisations website, the item will be given the RAP Item ID ext.xxxx, (example: <nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>'''ext.6343'''). Whereas an item that has been archived in Open Collections/cIRcle will be given the RAP Item ID oc.xxxx (example: <nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>'''oc.5987''').

In the situation where an item has been first added to the DTES RAP as '''ext.xxxx''', but then is later archived in cIRcle Open Collections/cIRcle, the Student Librarian will not be able to change the RAP Item ID to an '''oc.xxxx''' on the own.

If the item was previously added as an external item, and the Student Librarian attempts to update the primary URL to the DOI, the DTES RAP system will reject this change, as it would result in a change in the item URL. Meaning that <nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>'''ext.6283''' would need to be changed to something like <nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>'''oc.1234.''' In this case, IT would need to be contacted directly to make this change. In the event of that change, the RAP Item ID would need to be updated in the rapTracker and if the item is being referenced somewhere else by the previous, external URL, that URL would need to be updated to the new URL.

There will be instances when items are initially entered as external but eventually we may obtain permissions to archive and OA version in cIRcle. There are two ways to solve this:

1) If you are fine with the changes to item ID and DTES URL, you can contact IT to manually update item type and item ID and then you'll be able to make whatever changes you want. (or you can simply create a new item with the new primary URL and remove the existing one)

2) If you need to preserve the items ID and DTES URL, you can contact IT to manually update the primary URL for you while everything remains the same.
Note: There is no difference between ext.xxxx and oc.xxxx items to the end user.

=== '''RAP ID refers to:''' ===

==== '''Definition''' ====
''The RAP ID that the item refers to within the DTES RAP.''

==== '''Rules''' ====
# Separate RAP IDs with a semi-colon [;]

==== '''Tip''' ====
* In the case of items that are cross-referenced on the DTES RAP, include the RAP ID this item refers to on the DTES RAP (examples: ext.XXXX or oc.XXXX).

=== '''Initials''' ===

==== '''Tips''' ====
* When adding or updating an item record, write your initials here. Separated by a semi-colon [;]

=== '''Date item added to RAP''' ===

==== '''Definition''' ====
''The date the item was published on the DTES RAP''

==== '''Rule''' ====
# Format: YYYY-MM-DD
'''Tips'''
* For genres that are serialized or frequently updated (e.g., podcasts), include date ranges (I.e. 2015-2020) by inputting each year into the ‘date’ field separated by a semi-colon. If a resource is still ongoing, using the beginning date with a dash to indicate it is ongoing.

=== '''Contact Person''' ===

==== '''Definition''' ====
The designated contact person for the item.

==== '''Rule''' ====
1. Follow name conventions established in [[Documentation:MRAi DTES RAP Metadata Style Guide#Creator.28s.29|Creator(s)]]

==== '''Tips''' ====

* For scholarly articles on publisher websites, the corresponding author is usually identified with the words "Corresponding author" and/or by an envelope emblem next to their name. If there is no apparent corresponding author, use the first credited author.

=== '''Contact Email''' ===

==== '''Definition''' ====
''The date the item was published on the DTES RAP''

==== '''Rules''' ====
# Include the email address of the Contact Person
# Separate multiple emails with a semi-colon [;]

=== '''Item Notes''' ===

==== '''Definition''' ====
''Notes about the item that assist with processing the time or communicating with the creators.''

==== '''Rule''' ====
# Follow this format: initials; yyyy-mm-dd; details.
* Example: AF; 2021-01-14; Link broken, fix and replace;

==== '''Tips''' ====
* In this field, track any communications updates between the Student Librarian, authors, cIRcle Operations, etc. for a given item.

=== Metadata Tools ===

==== Common Controlled Vocabularies ====

===== '''Format and Genre''' =====
* Faceted Application of Subject Terminology (FAST) http://fast.oclc.org/searchfast/
* Library of Congress Genre/Form Terms LCGFT http://id.loc.gov/authorities/genreForms.html
* Thesaurus for Graphic Materials (TGM) http://www.loc.gov/pictures/collection/tgm/
* Getty Art and Architecture Thesaurus (AAT) https://www.getty.edu/research/tools/vocabularies/aat/

===== '''Names (Creator, Contributor, Publisher, Subject)''' =====
* Library of Congress Name Authority File (LCNAF) http://id.loc.gov/authorities/names.html
* Virtual International Authority File (VIAF) https://viaf.org/
* Getty Union Li st of Artist Names (ULAN) http://www.getty.edu/research/tools/vocabularies/ulan/

Don't forget to check cIRcle, the RAP and our tracking documentation also!

===== '''Subject''' =====
* Faceted Application of Subject Terminology (FAST) http://fast.oclc.org/searchfast/
* Library of Congress Subject Headings (LCSH) http://id.loc.gov/authorities/subjects.html
* National Library of Medicine's Medical Subject Headings [[(MeSH) https://www.nlm.nih.gov/mesh/]]
* Getty Art and Architecture Thesaurus (AAT) https://www.getty.edu/research/tools/vocabularies/aat/
* '''Note''': '''''Link to our working thesaurus doc (when ready in 2023)!'''''

=== Metadata Wrangling Resources ===

===== Podcasts =====

* [https://www.ala.org/alcts/confevents/upcoming/webinar/101514 Podcasts: What Are They and What Role Can Librarians Play?]

== Reference Tools ==

* Circle Resources
** [[Library:Circle/Adding faculty publications to cIRcle|'''UBC Librarian's Guide to Depositing Faculty Publications in cIRcle:''']] This guide is maintained by cIRcle. Provides instructions for identifying and submitting journal articles in cIRcle, UBC's open access digital repository.
** [[Library:Circle/File Format Guidelines|'''cIRcle File Format Guidelines''']]. This wiki page is maintained by cIRcle. Provides instructions for acceptable file formats. ''This one is especially helpful!''
* MRAi Resources
** '''MRAi Style and Content Guide (Draft):''' Currently a work in progress. This guide is meant to be used by MRAi team members (referred to as users) who create or edit content for the DTES RAP that is not part of the collection.
** [[Documentation:Student Librarian Orientation (MRAi)]] Wiki - this is the main wiki for onboarding.

''<nowiki/><nowiki/><nowiki/><nowiki/><nowiki/>''

Documentation:MRAi DTES RAP Metadata Style Guide

2025-11-20T19:24:59Z

KendallWilber: Add to action status: added "Draft is not made in the DTES RAP yet" and "Some or all fields may have data entered" under White: Data Created. Added "Example: draft exists in the DTES RAP, but item has not been published yet" under Green: In Progress.

== '''The rapTracker''' ==

=== '''Overview''' ===
The MRAi uses the rapTracker to track the metadata of the items currently on the DTES RAP and/or of interest to the DTES RAP. It is used to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP Admin panel.

The rapTracker is currently hosted on UBC’s OneDrive. Access is provided by Aleha McCauley and users must sign in with a ubc email address.

The '''rapTracker''' records the MRAi's progress in:
# Tracking items that are of interest to, or currently are in the DTES RAP (Items Description Tab)
# Tracking metadata for items (Items Description Tab)
# Tracking creators’ information (RAP Creators Tab)
# Compiling metadata to create objects on the DTES RAP (Index and Match)
# Identifying Potential Creators (Potential Creators Tab)
# Identifying and processing relevant materials that are already in Open Collections/cIRcle (Geo-Tag Tracking Tab)
# Processing and cataloguing items for archiving in cIRcle and for linking as objects in the DTES RAP
# Creating Data Visualizations for reporting purposes (see Visualizations Tab)

=== Metadata Tools ===

==== Common Controlled Vocabularies ====

===== '''Format and Genre''' =====
* Faceted Application of Subject Terminology (FAST) http://fast.oclc.org/searchfast/
* Library of Congress Genre/Form Terms LCGFT http://id.loc.gov/authorities/genreForms.html
* Thesaurus for Graphic Materials (TGM) http://www.loc.gov/pictures/collection/tgm/
* Getty Art and Architecture Thesaurus (AAT) https://www.getty.edu/research/tools/vocabularies/aat/

===== '''Names (Creator, Contributor, Publisher, Subject)''' =====
* Library of Congress Name Authority File (LCNAF) http://id.loc.gov/authorities/names.html
* Virtual International Authority File (VIAF) https://viaf.org/
* Getty Union Li st of Artist Names (ULAN) http://www.getty.edu/research/tools/vocabularies/ulan/

Don't forget to check cIRcle, the RAP and our tracking documentation also!

===== '''Subject''' =====
* Faceted Application of Subject Terminology (FAST) http://fast.oclc.org/searchfast/
* Library of Congress Subject Headings (LCSH) http://id.loc.gov/authorities/subjects.html
* National Library of Medicine's Medical Subject Headings [[(MeSH) https://www.nlm.nih.gov/mesh/]]
* Getty Art and Architecture Thesaurus (AAT) https://www.getty.edu/research/tools/vocabularies/aat/
* '''Note''': '''''Link to our working thesaurus doc (when ready in 2023)!'''''

=== Metadata Wrangling Resources ===

===== Podcasts =====

* [https://www.ala.org/alcts/confevents/upcoming/webinar/101514 Podcasts: What Are They and What Role Can Librarians Play?]

=== '''Tracking Data in the rapTracker''' ===
The Items Description Tab of the rapTracker is organized into columns that provide relevant information about items the MRAi is tracking. As the Student Librarian processes items for archiving in cIRcle, adds links to the DTES RAP, or communicates with item creator(s), relevant item record fields must be updated at each stage.

Below are the metadata fields in the order they appear in the Items Description Tab, with definitions, rules and tips. Metadata fields that are also DTES RAP fields are noted.

=== '''Unique Item Identifier''' ===

==== '''Definition''' ====
''Numeric sequence that identifies each item in the rapTracker.''

==== '''Rules''' ====
# Each item must have a Unique Item Identifier.
# The unique item identifier is generated by date of entry (yyyy-mm-dd) + order of item entry (NNN).

==== '''Tips''' ====
For example: the first entry on November 1st 2020 would be '''2020-11-01-001.'''

=== '''Citation''' ===

==== '''Definition''' ====
A bibliographic reference for the resource, if it has been previously published.

==== '''Rule''' ====
# Citations must be in APA format.

=== '''Action Status''' ===

==== '''Definition''' ====
''Indicates the status of the item regarding relevant processes within the rapTracker. This field is colour-coded to help differentiate the current status of each item.''

==== '''Tips''' ====

===== '''White: Data Created''' =====
* Citation of interest has been added. Some or all fields may have data entered. No request to creators initiated yet. Draft is not made in the DTES RAP yet.

===== '''Green:''' '''In Progress''' =====
* From a draft in the DTES RAP to creator notifications sent
* Example: author request initiated but deposit not yet completed
* Example: draft exists in the DTES RAP, but item has not been published yet

===== '''Yellow:''' '''Attention''' =====
* Use this to highlight items that need attention, have problems and/or are high priority
* This is a time-sensitive status. Use this to highlight 0-10 items that need to be addressed with a work week. Discuss with your supervisor if more than 10 items have this status.
* Example: an error has been found in the metadata, link is broken, items needs to be processed on a faster timeline, etc

===== '''Red:''' '''Complete''' =====
* All processes have been completed
* For Open Collections/cIRcle items, this means it was successfully deposited to cIRcle through the MRAi request process, and the item was successfully added to the DTES RAP with the cIRcle link.
* For non-Open Collections/cIRcle items, this means the items was successfully added to the DTES RAP.
* Note: an item is only considered “complete” once processes are completed and at least 1 creator has been notified.

=== '''Sherpa Link to Journal''' ===

==== '''Definition''' ====
''The Sherpa Romeo link to the journal of the item record.''

==== '''Tips''' ====
* Go to <nowiki>https://v2.sherpa.ac.uk/romeo/</nowiki> and search by Journal Title or ISSN or Publisher Name
* Copy link to this field to save time checking publisher open access policies

=== '''Permitted Version(s)''' ===

==== '''Definition''' ====
''The version(s) of a scholarly item that are permitted to be archived.''

==== '''Rules''' ====
# Use the following terms: publisher’s version, post-print or pre-print.

==== '''Tips''' ====
* In this column, indicate which version of the scholarly item is permitted to be archived. You can usually look up the item's journal on '''SHERPA/RoMEO''' to determine the permitted version.

=== '''Embargo Date''' ===

==== '''Definition''' ====
''The date when an item’s embargo date expires.''

==== '''Rules''' ====
# ''Use the format: YYYY-MM-DD.''

==== '''Tips''' ====
This column indicates whether a scholarly item has an embargo period (a period of time where the publisher temporarily suspends archival privileges). You can usually look up the item's journal on '''SHERPA/RoMEO''' to determine the embargo period.
* If the item has an embargo period, indicate the date the embargo period will expire (Format: YYYY-MM-DD)
** '''''Example:''''' An item was published on November 15, 2018 and has a 12 month embargo period. The correct entry for this field would therefore be ''''' 2019-11-15'''''
** If the item does not have an embargo period, leave blank.

=== '''Licence Received''' ===

==== '''Tips''' ====
* Use the drop down menu to indicate if the MRAi has received a signed license to send to cIRcle
* Indicate whether an author has submitted a cIRcle license for the item with a '''Y''' or '''N'''. You will usually start with an '''N''' and flip it to a '''Y''' when the license comes in.

=== '''Content Received''' ===

==== '''Tips''' ====
* Use the drop down menu to indicate if the MRAi has received the correct content to send to cIRcle

=== '''cIRcle URI''' ===

==== '''Definition''' ====
''The handle for the item record in Open Collections/cIRcle.''

==== '''Tips''' ====
* Once an item is archived to Open Collections/cIRcle, it is assigned a uniform resource identifier (URI) that always begins with this prefix: <nowiki>[http://hdl.handle.net/2429/]</nowiki>. Find the URI on the archived item's cIRcle record and copy/paste it into this column.
* Note: Do not use this as a primary source repository URL as the DTES RAP will consider it an external link.

=== '''cIRcle Update''' ===

==== '''Definition''' ====
''Indicate the status of the item re: archiving in cIRcle:''

==== '''Rules''' ====
# '''Use the menu to choose from a pre-selected list of options.'''
* Not in cIRcle = item is not currently in Open Collections/cIRcle and the MRAi is not interested in pursuing it for archiving in Open Collections/cIRcle.
* Pursuing for cIRcle = this item is being processed with the intention of eventual archiving in Open Collections/cIRcle.
* MRAi Archived = this item has been successfully archived in cIRcle through MRAi facilitation, mediation or actions.
* Geotagged in cIRcle = the item has been geotagged by the cIRcle Digital Library Specialist and is ready to be uploaded to the RAP.

=== '''RAP Update''' ===

==== '''Definition''' ====
''The status of the item re: DTES RAP.''

==== '''Rules''' ====
# Use the menu to choose from a pre-selected list of options.
## Unpublished = the item does not exist as an object on the DTES RAP
## Draft = the item exists in draft form on the DTES RAP
## Published = the item exists as an object on the DTES RAP and has a unique object id.

=== '''Access''' ===

==== '''Definition''' ====
''A controlled vocabulary that describes a given item's degree of accessibility from the vantage point of a typical user.''

==== '''Rules''' ====
# Use '''''Open Access Resource''''' if the item is in cIRcle, or is an open-access scholarly resource on the internet.
## Use the Unpaywall extension to help determine which articles are openly accessible on the internet.
# Use '''''Public Resource''''' if the item is freely accessible on the internet.
## Typically, these items are copyrighted differently from open access "items" and are not published by scholarly publishers.
# Use '''''Mediated Access Physical Resource''''' if UBC Library has a physical copy of an item that is ''neither'' open access ''nor'' freely available on the internet.
# Use '''''Mediated Access Resource''''' if the item is ''not'' in cIRcle, ''not'' included in UBC Library's physical collection, and requires a publisher paywall or other means of access restriction to view on the internet.
# Do not use any Access Tag that is not already in the controlled vocabulary.
# If you wish to add, subtract, or otherwise change an Access Tag, please consult with Aleha.

=== '''Primary Source Repository URL [Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''A web address that points to the item at a source MRAi considers "first priority."''

==== '''Rules''' ====
# If the item has only one source link, always make it the primary source.
# If an item is in Open Collections/cIRcle, always make the Open Collections/cIRcle link the primary source.
## Use the Open Collections/cIRcle DOI for the item ''(e.g. <nowiki>https://doi.org/10.14288/1.0365286</nowiki>)''.
## For consistency, do not use the hdl.handle.net permalink ''(e.g. <nowiki>http://hdl.handle.net/2429/65237</nowiki>)'' or the longlink ''(e.g. <nowiki>https://open.library.ubc.ca/cIRcle/collections/ubctheses/24/items/1.0365286</nowiki>)''
# Do not "mix" Free Use and Restricted Use links (i.e. do not put a Free Use link to a resource in the Primary URL field and a Restricted Use link to the same resource in the Secondary URL field).

==== '''Tips''' ====
Make sure the primary source URL starts with http:// or https://. Example: <nowiki>https://www.linkvan.ca/about</nowiki>

=== '''Primary Source URL Description [Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''A description of the primary source from where the item came.''

==== '''Rules''' ====
# Use this syntax: ''Link to [repository/source name].''
# Use ''Link to UBC Open Collections'' for Open Collections/cIRcle items.
# For scholarly articles, this is typically the publisher or database's name, not necessarily the journal's name. Only use the journal name if it appears to be synonymous with the publisher's name.
#* e.g. use ''SAGE'' instead of ''International Quarterly of Community Health Education''
#If the name of the primary source is an acronym, make sure to spell out the full name of the source. If the source appears to mainly promote itself using the acronym, include the acronym in parentheses at the end of the full name.
# For scholarly articles, publishers may have various databases and platforms so follow the convention used by UBC Library by doing a search here: https://resources.library.ubc.ca/?searchtype=keywords&search=science+direct
#* e.g. ''"Link to Elsevier ScienceDirect"''
# For grey literature, use the entity or organization that publishes the item and/or hosts
#* e.g. ''Canadian Public Health Association;'' ''Pivot Legal Society''
# For multimedia and video items, use the hosting website.
#* e.g. ''YouTube;'' ''Vimeo''
# For institutional repositories, follow this format: Link to repository title + (institution title + repository).
#* e.g., ''Link to Summit (Simon Fraser University repository).''
# For book chapters/dissertations and other items found only through links to UBC Library
#* ''"Link to UBC Summon"''
# For items hosted through Issuu (such as zines and magazines use'''''"Link to Issuu"'''''
# When linking to personal websites use "'''Link to Personal Website"'''

==== '''Tips''' ====
# Please not the URL description practices are iterative and may change in the future. In the case of cIRcle items, use "'''Link to UBC Open Collections"'''.
# Search in the Item Descriptions of the rapTracker to check for common practices.

=== '''Secondary Source Repository URL''' ===

==== '''Definition''' ====
''A web address that points to the item at a source MRAi considers "second priority."''

==== '''Rules''' ====
# If an item is in Open Collections/cIRcle but also has a scholarly publisher DOI/URI or a weblink, always make the publisher link/weblink the secondary source.
# Do not "mix" Free Use and Restricted Use links (i.e. do not put a Free Use link to a resource in the Primary URL field and a Restricted Use link to the same resource in the Secondary URL field).
# If more than one URL, separate with semicolons.

=== '''Secondary Source URL Description''' ===

==== '''Definition''' ====
''A description of the secondary source(s) from where the item came.''

==== '''Rules''' ====
# Refer to the rules in '''''Primary Source URL Description (Section 3.2).'''''

=== '''Title [Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''The complete title and subtitle of the item.''

==== '''Rules''' ====
# Capitalize the first letter of the title and leave the rest lowercase, excepting proper nouns and acronyms. Examples of commonly encountered proper nouns: Vancouver, Downtown Eastside,
# Separate title and subtitle with a colon (:).
# Use the same punctuation that appears on the source.

=== '''Alternative Title''' ===

==== '''Definition''' ====
''Refers to an accepted item title other than the one that appears in the '''Title''' field (if applicable).''

==== '''Rules''' ====
# Capitalize the first letter of the alternative title and leave the rest lowercase, excepting proper nouns.
# Separate alternative title and subtitle with a colon (:).

=== '''Serial Name''' ===

==== '''Definition''' ====
''The periodical or series that published the item (if applicable).''

==== '''Rules''' ====
# For scholarly journals, render the journal name in the same way the journal renders it.
## e.g. The journal ''cultural geographies'' should be rendered entirely in lowercase, in accordance with its own style

==== '''Tips''' ====
Academic articles need their journal titles here. Be aware that journal titles do change over time and may need to be updated on both the rapTracker and the DTES RAP.

=== '''Publication Date[Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''The date the item was published.''

==== '''Rules''' ====
# In general, follow the ISO 8601 format '''''[YYYY-MM-DD]'''''.
# Refer to the source to find the date.
# If the source only states year and month of publication, use '''''[YYYY-MM-last day of the month]''''' as default.
## Example: A journal article with the publication date of September 2015 would be updated to 2015-08-31.

==== Tips: ====
If an item only has the year listed, use December 31 as the publication date. For example, for this item:https://dtesresearchaccess.ubc.ca/object/ext.6439 2010 is given as the publication date, use 2010-12-31.

If there is no date on the documentation or it is hard to determine follow citation rules and put n.d. (for no date).

=== '''Description [Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''A summary of an item's nature and scope.''

==== '''Rules''' ====
# If an Open Access item has an abstract, use it as the description.
# If an item is not Open Access, do not use the abstract as the description due to potential copyright issues.
# When capacity allows it, we have used this field to write our own lay summary descriptions and include specific information (e.g., MRAi involvement in ASTU-100 Infographic project). Ask Aleha McCauley for examples.

=== '''CREATOR_ID''' ===

==== '''Definition''' ====
''A number that acts as an id for specific creators.''

==== '''Tips''' ====
The CREATOR_ID links creators from the creators tab to individual items on the Items Descriptions tab. It is currently an experimental feature.

=== '''Creator(s)[Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
Creator(s) are primarily responsible for creating the intellectual content of the resource. ''The principal author(s) who created the item.''

==== '''Rules''' ====
# Creators ''can be individual people or entities.''
# ''Multiple creators should be entered in the order in which they appear on the resource.''
# For individual people:
## Always format names like this: '''''[Last name], [First name] [Middle name/initial]'''''.e.g. ''Public, Jane Q.''
## ''Use only the initials if that is all that is seen. Note that initials should be separated with a space. E.g. Taillefer, R. T.''
## ''Use only the initial and name if that is all that is seen. E.g. Tait, R. Colin''
## When a creator is a recognized elder, include [elder] after their name. ''E.g, Laframboise, Sandy Leo [Métis Two Sprit Elder]''
## Check the RAP and cIRcle to conduct '''name disambiguation.'''
## Library of Congress https://authorities.loc.gov/help/name-auth.htm can also help
# For corporate entities (such as non-profit organizations, community societies, and government bureaus), format names as they would normally appear. Use the full corporate name. Avoid acronyms unless explicitly preferred by the entity.
## e.g. ''Downtown Eastside Women's Centre''
# Separate multiple author names with semicolons and spaces.
## e.g. ''Bardwell, Geoff; Collins, Alexandra B.; McNeil, Ryan; Boyd, Jade''
# If editors are credited most prominently (e.g. for a poetry anthology), refer to them as the creators and use ''[Ed.] or [Eds.]'' at the end.
## e.g. ''Asfour, John Mikhail; Gardiner, Elee Kraljii [Eds.]''
# Podcasts - use the name of the podcast in the creator field; podcast series name in the series field; and everyone who worked on the podcast in the contributor field.
## e.g. ''Below the Radar podcast''
# Video - use the name of the organization in the creator field if created by a group/media/news outlets. Hosts and guests are considered contributors.
## e.g. ''Rabble.ca; Telus Storyhive''
# Landing pages - sometimes you will upload an entire website (typically the landing or home page) rather than include individual items from the site. When this happens, list the creator as the organization or group who has produced the site; anyone else involved as a contributor.
## '''TIP:''' the date field will typically be decided on a case by case basis, sometimes you can include a date range (e.g 1970-1999) or the date the site was created; this is because you will find multiple, and often conflicting, dates on the landing page.
## e.g. Roots to Partnership (creators: Roots to Partnership; contributor: everyone who works on podcast, grant applicants etc.)

==== '''Tips''' ====
For faculty publications, a Library of Congress (LC) authority record may be used (<nowiki>http://authorities.loc.gov</nowiki>: Search Name Authority Headings and use those marked “Authorized Headings” or “Authorized & References” only). [Detailed steps will be added to SLO Wiki in the future.]

=== '''Contributor(s)''' ===

==== '''Definition''' ====
''Any person who is secondarily involved in the creation of the item but not considered a principal creator. It can be difficult to determine the difference between creators and contributors at times and it often comes down to the role (e.g. illustrators, designers, reviewers). If an organization is listed as a contributor please discuss with your supervisor. The Contributor field in an uncontrolled vocabulary.''

==== '''Rules''' ====
# Refer to rules 1-3 in '''Creator''' for general guidelines on how to transcribe contributor names.
# After rendering the contributor's name, insert their role in brackets (before the semicolon, if multiple contributors).
## e.g. ''Pacey, Katrina [reviewer]; Ledding, Christa [designer]''
'''Tips'''

* You may find this useful to identify contributor roles: http://credit.niso.org/
* For community materials focusing on contributors and roles is a high priority. Please include them if they are stated but if it is unclear do not guess
* For Indigenous Elders who are listed as creators, also include them in the contributor field with their role. Ex. Fox, Doris [Elder].

=== '''Subject(s)[Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''Words, keywords or phrases'' ''that are used describe the resource at a more granular level than topic tags.'' Certain genres (i.e., articles) ''A'' ''localized DTES RAP thesaurus'' ''is a multi-year project underway as grant funding permits. As of 2022/23 both cIRcle and the DTES RAP have subject's hidden from public view. When doing original descriptive work (e.g., community materials) please consider the following:''

==== '''Rules''' ====

# Separate terms with a semicolon ‘;’
# Apply subject terms that are as specific as the resource itself.
# Only assign the terms that most closely correspond to the overall coverage of the work (at least 20% of the work).
# Apply terms exactly as they appear on the thesaurus to ensure consistency.
# Avoid applying more than 6 subject headings to a resource.
# If you notice discrepancies or gaps in the thesaurus, please consult with Aleha.

==== '''Tips''' ====

* First scan the abstract, executive summary, or other description and look for keywords or concepts. Try and get a sense of how detailed or specific the resource is. This will help you determine if broader or narrower terms should be used. Use the scope notes as a guide when applying terms to a resource.
* If an item does not have description, scan through the resource and look for headings, or other elements that will indicate what the resource is about (this process is similar for assigning Topic tags to an item).

'''Additional points for consideration include:'''

* Does the item deal with rare or underrepresented topics? It is better to build in redundancy so that rarer topics can be discovered.

* Is there an extensive number of materials in the collection on the subject? This would be an instance to use more specific/granular headings rather than broader terms.

=== '''Collection''' ===

=== '''Languages''' ===

=== '''Project Name''' ===

==== '''Definition''' ====
''The name of the broader research or community project that the item is connected to.''

==== '''Rules''' ====
# In scholarly research, projects are most commonly connected to cohorts. Spell out the full name of the cohort first, then use its acronym (if applicable) in parentheses.
## e.g. ''Vancouver Injection Drug Users Study (VIDUS)''
# A project name may belong to more than one item. If so, develop a standard orthography for the project name and render it in the same way each time.
## e.g. ''At-Risk Youth Study (ARYS)'' is the established orthography for the project of the same name. It should not be rendered as ''At-Risk Youth Study'' (without the acronym in parentheses) or as ''At Risk Youth Study (ARYS)'' (without the hyphen between "At" and "Risk").
# The item ''should belong to'' the named project.
## If the authors of an item are observing and writing about a community project from the third-person perspective (i.e. ''without being involved in the project itself''), do not file the project name with the item.
# '''Project Status''' is located under Controlled Vocabularies in Admin Tools. It is reflected on the site as Active or Archived.
# '''Expertise''' was developed as a tag for a researcher's areas of expertise. It is in the Admin Panel as a Controlled Vocabulary.

=== '''Topic(s)''' ===

==== '''Definition''' ====
''A controlled vocabulary with terms describing broadly-defined subject matter common to research and/or discourse in the DTES. Intended to make the collection more browsable.''

==== '''Rules''' ====
# For proposed Topic Tags that include three or more elements, use the Oxford comma. e.g. ''Arts, Culture, History, and Heritage''
# The MRAi takes an iterative approach to topics. If you wish to add, subtract, or otherwise change a Topic Tag, please consult with Aleha.

==== '''Tips''' ====
The topics-related metadata is intended to be iterative. If you have any issues applying topics, first look at other items with the topic for guidance. Please contact Aleha McCauley for discussion and guidance.

When doing subject analysis of an item to figure out the most appropriate topics, quickly scan the listed keywords, abstract and headings of paragraphs. If time allows, read the abstract and conclusion. Keep the end user in mind when selecting topics.

A helpful tool to analyze terminology is [http://fast.oclc.org/searchfast/?&limit=keywords&facet=all&query=education&sort=usage+desc&start=0 OCLC - SearchFAST]. This can be used to explore topics, subjects and broader/narrower terms we could use.

=== '''Affiliation(s)''' ===

==== '''Definition''' ====
''A controlled vocabulary with terms identifying faculty, school, department, organizations, to which the authors/creators belonged to at the time of item creation. This may also include organizations that are listed as contributors.''

==== '''Rules''' ====
# '''Do not add a new affiliation without first getting the approval of Aleha McCauley.'''
# If a creator is part of a department, faculty, school, or division at a higher learning institution:
## Render the type of academic department specified first. Render the discipline second. Insert a comma, then render the institution last.
### e.g. ''Department of Geography, Simon Fraser University''
## If a creator is affiliated with the University of British Columbia Vancouver campus, use ''UBC.'' If the creator is affiliated with the University of British Columbia Okanagan campus, use ''UBC Okanagan.''
### e.g. ''School of Nursing, UBC''; ''Department of Political Science, UBC Okanagan''
## If a UBC department has a widely-used acronym, include it in parentheses before the comma.
### e.g. ''School of Community and Regional Planning (SCARP), UBC''
## For visiting scholars, use their "home institution," not the institution at which they are currently visiting.
# For non-academic institutions and organizations, use the full name of the organization as appears on the item. Try to disambiguate the name and confirm with an authority record if possible. Search UBC library catalogue, cIRcle, Library of congress Authority records. Try to verify preferred names by checking websites.
##'''You will encounter a few exceptions to this rule:'''
### ''Use BC (not British Columbia) for the following organization: BC Centre on Substance Use; BC Centre for Employment Excellence''
## If the non-academic institution/organization has specific divisions or bureaus that a creator belongs to, include them.
### ''e.g. Office of the Attorney General, Province of British Columbia''
## If a non-academic institution/organization has a commonly-used acronym, include it in parentheses after the full name.
### e.g. ''Vancouver Area Network of Drug Users (VANDU)''

==== '''Tips'''====
Benefits users interested in searching for output by particular research institutions or community organizations. Our intention is to be inclusive and represent the affiliations of the creators '''and''' the affiliations of the contributors of the item at the time of creation.

Example: <nowiki>https://dtesresearchaccess.ubc.ca/object/ext.6344</nowiki>

Am Johal is the creator of this podcast episode and is listed as its creator. The podcast Below the Radar is affiliated with the SFU’s Vancity Office of Community Engagement, so it is listed as an affiliation. Garth Mullins is a guest on this episode and is listed as its contributor. He is affiliated with the podcast Crackdown, which is also listed as an affiliation.

A Library of Congress authority record may be used (<nowiki>http://authorities.loc.gov</nowiki>: Search Name Authority Headings and use those marked “Authorized Headings” or “Authorized & References” only). [Step-by-Step coming soon and will be placed on SLO Wiki]. This is especially useful for BC/British Columbia distinctions. Additionally, be sure to check the Controlled Vocabulary-Affiliations of the DTES RAP Admin Panel to see what affiliations have been previously attached to the item.

=== '''Category''' ===

==== '''Definition''' ====
''A controlled vocabulary with terms describing the broad circumstances of MRAi resources. These include Academic Research (research and investigation), Community Materials (created by community organizations, typically to serve community needs), Creative Work (self-expression), News and Information (informing and sharing opinion) and Tools and Guides (doing and guiding)''.

==== '''Rules''' ====
# If you wish to add, subtract, or otherwise change a Category Tag, please consult with Aleha.

==== '''Tips''' ====
The categories are based upon rhetorical genre theory, which takes the creator's positionality and stated purpose as distinguishing features. This approach enables users to identify resources that were intended for community vs academic audiences.

Analyse the Creator and Affiliations and professional vocation to help determine positionally.

Consider who they identify as the audience for the work (e.g., the public, local DTES community and/or academia?).

Are they affiliated with a publisher a DTES organization?

Bring any questions for discussion in team meetings.

'''List of terms'''

''This is the list of terms in this [https://dtesresearchaccess.ubc.ca/admin/cv/category controlled vocabulary] as of April 2023.''

* Academic Research - academic research and investigation
* Community Materials - serving DTES community needs. If the item is community generated, you might consider using the community metadata template. You can find more information about this sheet in the SLO Wiki
* Creative Work - self-expression
* News and Information - informing and sharing opinion
* Tools and Guides - doing and guiding

=== '''Genre''' ===

==== '''Definition''' ====
''A controlled vocabulary with terms that more narrowly describe the form, shape, or circumstances of an item (e.g. Book Chapter, Thesis/Dissertation, Musical Recording, Documentary Film, etc.)''

==== '''Rules''' ====
# Do not use any Genre Tag that is not already in the controlled vocabulary.
# If you wish to add, subtract, or otherwise change a Genre Tag, please consult with Aleha.
'''List of terms'''

''This is the list of terms in this [https://dtesresearchaccess.ubc.ca/admin/cv/genre controlled vocabulary]''

===== Tips =====
* '''Podcast''' (I.e., Everything is Health) - can use alternative title field in cIRcle to express episode titles but not in the main title field. Use cIRcle DOI as a secondary source to retain episode number in title of RAP record for the items.

=== '''Type''' ===

==== '''Definition''' ====
''A controlled vocabulary with terms describing the digital file type of an item in a general sense (e.g. Text, Audio, Video). Does not specify file formats (e.g. .pdf, .jpg, .mp4).''

==== '''Rules''' ====
# Do not use any Type Tag that is not already in the controlled vocabulary.
# If you wish to add, subtract, or otherwise change a Type Tag, please consult with Aleha.
# If the genre includes multiple media types, you can list more than one type (ex. Text; video) and the icon for the item in the RAP will represent that.
'''List of terms'''

''This is the list of terms in this [https://dtesresearchaccess.ubc.ca/admin/cv/type controlled vocabulary] as of April 2023.''

* Audio - A resource that relies primarily or wholly on sound to present information to the user.
* Collection - A grouping of two or more items, disseminated through one or more media type(s), which is presented as a single resource.
* Dataset - A collection of data arranged in rows and columns, with descriptive headers.
* Interactive Resource - A resource requiring interaction from the user to be understood, executed, or experienced. Examples include forms on web pages, applets, multimedia learning objects, or virtual reality environments. (Dublin Core; cIRcle)
* Moving Image - A resource that relies either primarily or wholly on moving images (which may include sound) to present information to the user.
* Still Image - A resource that relies either primarily or wholly on a single, static visual to present information to the user.
* Text - A resource that relies either primarily or wholly on the written word to present information to the user.

=== '''RAP Item ID''' ===

==== '''Definition''' ====
''The system-created id number generated when an object is created in the DTES RAP.''

==== '''Rules''' ====
# There are only two kinds of RAP Item IDs in use: oc.xxxx and ext.xxxx
* Oc.xxxx indicates that the primary description link is '''internal''' to UBC’s Open Collections/cIRcle and allows metadata from Open Collections/cIRcle to be automatically pulled from Open Collections/cIRcle.
* Ext.xxxx indicates that the primary description link is from a source '''external''' to UBC’s Open Collections/cIRcle.

==== '''Tips''' ====
Example: <nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>'''ext.6343''' with '''ext.6343''' being the RAP Item ID

RAP Item ID are defined by IT as:

if primary address format = "<nowiki>https://dx.doi.org/10.14288/</nowiki> {doi}

" => it is an OC item.

if primary address format = "<nowiki>https://resolve.library.ubc.ca/cgi-bin/catsearch/?bid=</nowiki> {bid}

"=> it is a Voyager item

Otherwise it is an external item.

For example, if an item is a community material that links to a local organisations website, the item will be given the RAP Item ID ext.xxxx, (example: <nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>'''ext.6343'''). Whereas an item that has been archived in Open Collections/cIRcle will be given the RAP Item ID oc.xxxx (example: <nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>'''oc.5987''').

In the situation where an item has been first added to the DTES RAP as '''ext.xxxx''', but then is later archived in cIRcle Open Collections/cIRcle, the Student Librarian will not be able to change the RAP Item ID to an '''oc.xxxx''' on the own.

If the item was previously added as an external item, and the Student Librarian attempts to update the primary URL to the DOI, the DTES RAP system will reject this change, as it would result in a change in the item URL. Meaning that <nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>'''ext.6283''' would need to be changed to something like <nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>'''oc.1234.''' In this case, IT would need to be contacted directly to make this change. In the event of that change, the RAP Item ID would need to be updated in the rapTracker and if the item is being referenced somewhere else by the previous, external URL, that URL would need to be updated to the new URL.

There will be instances when items are initially entered as external but eventually we may obtain permissions to archive and OA version in cIRcle. There are two ways to solve this:

1) If you are fine with the changes to item ID and DTES URL, you can contact IT to manually update item type and item ID and then you'll be able to make whatever changes you want. (or you can simply create a new item with the new primary URL and remove the existing one)

2) If you need to preserve the items ID and DTES URL, you can contact IT to manually update the primary URL for you while everything remains the same.
Note: There is no difference between ext.xxxx and oc.xxxx items to the end user.

=== '''RAP ID refers to:''' ===

==== '''Definition''' ====
''The RAP ID that the item refers to within the DTES RAP.''

==== '''Rules''' ====
# Separate RAP IDs with a semi-colon [;]

==== '''Tip''' ====
* In the case of items that are cross-referenced on the DTES RAP, include the RAP ID this item refers to on the DTES RAP (examples: ext.XXXX or oc.XXXX).

=== '''Initials''' ===

==== '''Tips''' ====
* When adding or updating an item record, write your initials here. Separated by a semi-colon [;]

=== '''Date item added to RAP''' ===

==== '''Definition''' ====
''The date the item was published on the DTES RAP''

==== '''Rule''' ====
# Format: YYYY-MM-DD
'''Tips'''
* For genres that are serialized or frequently updated (e.g., podcasts), include date ranges (I.e. 2015-2020) by inputting each year into the ‘date’ field separated by a semi-colon. If a resource is still ongoing, using the beginning date with a dash to indicate it is ongoing.

=== '''Contact Person''' ===

==== '''Definition''' ====
The designated contact person for the item.

==== '''Rule''' ====
1. Follow name conventions established in [[Documentation:MRAi DTES RAP Metadata Style Guide#Creator.28s.29|Creator(s)]]

==== '''Tips''' ====

* For scholarly articles on publisher websites, the corresponding author is usually identified with the words "Corresponding author" and/or by an envelope emblem next to their name. If there is no apparent corresponding author, use the first credited author.

=== '''Contact Email''' ===

==== '''Definition''' ====
''The date the item was published on the DTES RAP''

==== '''Rules''' ====
# Include the email address of the Contact Person
# Separate multiple emails with a semi-colon [;]

=== '''Item Notes''' ===

==== '''Definition''' ====
''Notes about the item that assist with processing the time or communicating with the creators.''

==== '''Rule''' ====
# Follow this format: initials; yyyy-mm-dd; details.
* Example: AF; 2021-01-14; Link broken, fix and replace;

==== '''Tips''' ====
* In this field, track any communications updates between the Student Librarian, authors, cIRcle Operations, etc. for a given item.

== Reference Tools ==

* Circle Resources
** [[Library:Circle/Adding faculty publications to cIRcle|'''UBC Librarian's Guide to Depositing Faculty Publications in cIRcle:''']] This guide is maintained by cIRcle. Provides instructions for identifying and submitting journal articles in cIRcle, UBC's open access digital repository.
** [[Library:Circle/File Format Guidelines|'''cIRcle File Format Guidelines''']]. This wiki page is maintained by cIRcle. Provides instructions for acceptable file formats. ''This one is especially helpful!''
* MRAi Resources
** '''MRAi Style and Content Guide (Draft):''' Currently a work in progress. This guide is meant to be used by MRAi team members (referred to as users) who create or edit content for the DTES RAP that is not part of the collection.
** [[Documentation:Student Librarian Orientation (MRAi)]] Wiki - this is the main wiki for onboarding.

''<nowiki/><nowiki/><nowiki/><nowiki/><nowiki/>''

Documentation:MRAi DTES RAP Metadata Style Guide

2025-07-30T21:12:33Z

KendallWilber:

== '''The rapTracker''' ==

=== '''Overview''' ===
The MRAi uses the rapTracker to track the metadata of the items currently on the DTES RAP and/or of interest to the DTES RAP. It is used to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP Admin panel.

The rapTracker is currently hosted on UBC’s OneDrive. Access is provided by Aleha McCauley and users must sign in with a ubc email address.

The '''rapTracker''' records the MRAi's progress in:
# Tracking items that are of interest to, or currently are in the DTES RAP (Items Description Tab)
# Tracking metadata for items (Items Description Tab)
# Tracking creators’ information (RAP Creators Tab)
# Compiling metadata to create objects on the DTES RAP (Index and Match)
# Identifying Potential Creators (Potential Creators Tab)
# Identifying and processing relevant materials that are already in Open Collections/cIRcle (Geo-Tag Tracking Tab)
# Processing and cataloguing items for archiving in cIRcle and for linking as objects in the DTES RAP
# Creating Data Visualizations for reporting purposes (see Visualizations Tab)

=== Metadata Tools ===

==== Common Controlled Vocabularies ====

===== '''Format and Genre''' =====
* Faceted Application of Subject Terminology (FAST) http://fast.oclc.org/searchfast/
* Library of Congress Genre/Form Terms LCGFT http://id.loc.gov/authorities/genreForms.html
* Thesaurus for Graphic Materials (TGM) http://www.loc.gov/pictures/collection/tgm/
* Getty Art and Architecture Thesaurus (AAT) https://www.getty.edu/research/tools/vocabularies/aat/

===== '''Names (Creator, Contributor, Publisher, Subject)''' =====
* Library of Congress Name Authority File (LCNAF) http://id.loc.gov/authorities/names.html
* Virtual International Authority File (VIAF) https://viaf.org/
* Getty Union Li st of Artist Names (ULAN) http://www.getty.edu/research/tools/vocabularies/ulan/

Don't forget to check cIRcle, the RAP and our tracking documentation also!

===== '''Subject''' =====
* Faceted Application of Subject Terminology (FAST) http://fast.oclc.org/searchfast/
* Library of Congress Subject Headings (LCSH) http://id.loc.gov/authorities/subjects.html
* National Library of Medicine's Medical Subject Headings [[(MeSH) https://www.nlm.nih.gov/mesh/]]
* Getty Art and Architecture Thesaurus (AAT) https://www.getty.edu/research/tools/vocabularies/aat/
* '''Note''': '''''Link to our working thesaurus doc (when ready in 2023)!'''''

=== Metadata Wrangling Resources ===

===== Podcasts =====

* [https://www.ala.org/alcts/confevents/upcoming/webinar/101514 Podcasts: What Are They and What Role Can Librarians Play?]

=== '''Tracking Data in the rapTracker''' ===
The Items Description Tab of the rapTracker is organized into columns that provide relevant information about items the MRAi is tracking. As the Student Librarian processes items for archiving in cIRcle, adds links to the DTES RAP, or communicates with item creator(s), relevant item record fields must be updated at each stage.

Below are the metadata fields in the order they appear in the Items Description Tab, with definitions, rules and tips. Metadata fields that are also DTES RAP fields are noted.

=== '''Unique Item Identifier''' ===

==== '''Definition''' ====
''Numeric sequence that identifies each item in the rapTracker.''

==== '''Rules''' ====
# Each item must have a Unique Item Identifier.
# The unique item identifier is generated by date of entry (yyyy-mm-dd) + order of item entry (NNN).

==== '''Tips''' ====
For example: the first entry on November 1st 2020 would be '''2020-11-01-001.'''

=== '''Citation''' ===

==== '''Definition''' ====
A bibliographic reference for the resource, if it has been previously published.

==== '''Rule''' ====
# Citations must be in APA format.

=== '''Action Status''' ===

==== '''Definition''' ====
''Indicates the status of the item regarding relevant processes within the rapTracker. This field is colour-coded to help differentiate the current status of each item.''

==== '''Tips''' ====

===== '''White: Data Created''' =====
* Citation of interest has been added but that is all (e.g., no other fields or request to creators initiated yet)

===== '''Green:''' '''In Progress''' =====
* From first actions taken to creator notifications sent
* Example: author request initiated but deposit not yet completed

===== '''Yellow:''' '''Attention''' =====
* Use this to highlight items that need attention, have problems and/or are high priority
* This is a time-sensitive status. Use this to highlight 0-10 items that need to be addressed with a work week. Discuss with your supervisor if more than 10 items have this status.
* Example: an error has been found in the metadata, link is broken, items needs to be processed on a faster timeline, etc

===== '''Red:''' '''Complete''' =====
* All processes have been completed
* For Open Collections/cIRcle items, this means it was successfully deposited to cIRcle through the MRAi request process
* For non-Open Collections/cIRcle items, this means the items was successfully added to the DTES RAP.
* Note: an item is only considered “complete” once processes are completed and at least 1 creator has been notified.

=== '''Sherpa Link to Journal''' ===

==== '''Definition''' ====
''The Sherpa Romeo link to the journal of the item record.''

==== '''Tips''' ====
* Go to <nowiki>https://v2.sherpa.ac.uk/romeo/</nowiki> and search by Journal Title or ISSN or Publisher Name
* Copy link to this field to save time checking publisher open access policies

=== '''Permitted Version(s)''' ===

==== '''Definition''' ====
''The version(s) of a scholarly item that are permitted to be archived.''

==== '''Rules''' ====
# Use the following terms: publisher’s version, post-print or pre-print.

==== '''Tips''' ====
* In this column, indicate which version of the scholarly item is permitted to be archived. You can usually look up the item's journal on '''SHERPA/RoMEO''' to determine the permitted version.

=== '''Embargo Date''' ===

==== '''Definition''' ====
''The date when an item’s embargo date expires.''

==== '''Rules''' ====
# ''Use the format: YYYY-MM-DD.''

==== '''Tips''' ====
This column indicates whether a scholarly item has an embargo period (a period of time where the publisher temporarily suspends archival privileges). You can usually look up the item's journal on '''SHERPA/RoMEO''' to determine the embargo period.
* If the item has an embargo period, indicate the date the embargo period will expire (Format: YYYY-MM-DD)
** '''''Example:''''' An item was published on November 15, 2018 and has a 12 month embargo period. The correct entry for this field would therefore be ''''' 2019-11-15'''''
** If the item does not have an embargo period, leave blank.

=== '''Licence Received''' ===

==== '''Tips''' ====
* Use the drop down menu to indicate if the MRAi has received a signed license to send to cIRcle
* Indicate whether an author has submitted a cIRcle license for the item with a '''Y''' or '''N'''. You will usually start with an '''N''' and flip it to a '''Y''' when the license comes in.

=== '''Content Received''' ===

==== '''Tips''' ====
* Use the drop down menu to indicate if the MRAi has received the correct content to send to cIRcle

=== '''cIRcle URI''' ===

==== '''Definition''' ====
''The handle for the item record in Open Collections/cIRcle.''

==== '''Tips''' ====
* Once an item is archived to Open Collections/cIRcle, it is assigned a uniform resource identifier (URI) that always begins with this prefix: <nowiki>[http://hdl.handle.net/2429/]</nowiki>. Find the URI on the archived item's cIRcle record and copy/paste it into this column.
* Note: Do not use this as a primary source repository URL as the DTES RAP will consider it an external link.

=== '''cIRcle Update''' ===

==== '''Definition''' ====
''Indicate the status of the item re: archiving in cIRcle:''

==== '''Rules''' ====
# '''Use the menu to choose from a pre-selected list of options.'''
* Not in cIRcle = item is not currently in Open Collections/cIRcle and the MRAi is not interested in pursuing it for archiving in Open Collections/cIRcle.
* Pursuing for cIRcle = this item is being processed with the intention of eventual archiving in Open Collections/cIRcle.
* MRAi Archived = this item has been successfully archived in cIRcle through MRAi facilitation, mediation or actions.
* Geotagged in cIRcle = the item has been geotagged by the cIRcle Digital Library Specialist and is ready to be uploaded to the RAP.

=== '''RAP Update''' ===

==== '''Definition''' ====
''The status of the item re: DTES RAP.''

==== '''Rules''' ====
# Use the menu to choose from a pre-selected list of options.
## Unpublished = the item does not exist as an object on the DTES RAP
## Draft = the item exists in draft form on the DTES RAP
## Published = the item exists as an object on the DTES RAP and has a unique object id.

=== '''Access''' ===

==== '''Definition''' ====
''A controlled vocabulary that describes a given item's degree of accessibility from the vantage point of a typical user.''

==== '''Rules''' ====
# Use '''''Open Access Resource''''' if the item is in cIRcle, or is an open-access scholarly resource on the internet.
## Use the Unpaywall extension to help determine which articles are openly accessible on the internet.
# Use '''''Public Resource''''' if the item is freely accessible on the internet.
## Typically, these items are copyrighted differently from open access "items" and are not published by scholarly publishers.
# Use '''''Mediated Access Physical Resource''''' if UBC Library has a physical copy of an item that is ''neither'' open access ''nor'' freely available on the internet.
# Use '''''Mediated Access Resource''''' if the item is ''not'' in cIRcle, ''not'' included in UBC Library's physical collection, and requires a publisher paywall or other means of access restriction to view on the internet.
# Do not use any Access Tag that is not already in the controlled vocabulary.
# If you wish to add, subtract, or otherwise change an Access Tag, please consult with Aleha.

=== '''Primary Source Repository URL [Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''A web address that points to the item at a source MRAi considers "first priority."''

==== '''Rules''' ====
# If the item has only one source link, always make it the primary source.
# If an item is in Open Collections/cIRcle, always make the Open Collections/cIRcle link the primary source.
## Use the Open Collections/cIRcle DOI for the item ''(e.g. <nowiki>https://doi.org/10.14288/1.0365286</nowiki>)''.
## For consistency, do not use the hdl.handle.net permalink ''(e.g. <nowiki>http://hdl.handle.net/2429/65237</nowiki>)'' or the longlink ''(e.g. <nowiki>https://open.library.ubc.ca/cIRcle/collections/ubctheses/24/items/1.0365286</nowiki>)''
# Do not "mix" Free Use and Restricted Use links (i.e. do not put a Free Use link to a resource in the Primary URL field and a Restricted Use link to the same resource in the Secondary URL field).

==== '''Tips''' ====
Make sure the primary source URL starts with http:// or https://. Example: <nowiki>https://www.linkvan.ca/about</nowiki>

=== '''Primary Source URL Description [Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''A description of the primary source from where the item came.''

==== '''Rules''' ====
# Use this syntax: ''Link to [repository/source name].''
# Use ''Link to UBC Open Collections'' for Open Collections/cIRcle items.
# For scholarly articles, this is typically the publisher or database's name, not necessarily the journal's name. Only use the journal name if it appears to be synonymous with the publisher's name.
#* e.g. use ''SAGE'' instead of ''International Quarterly of Community Health Education''
#If the name of the primary source is an acronym, make sure to spell out the full name of the source. If the source appears to mainly promote itself using the acronym, include the acronym in parentheses at the end of the full name.
# For scholarly articles, publishers may have various databases and platforms so follow the convention used by UBC Library by doing a search here: https://resources.library.ubc.ca/?searchtype=keywords&search=science+direct
#* e.g. ''"Link to Elsevier ScienceDirect"''
# For grey literature, use the entity or organization that publishes the item and/or hosts
#* e.g. ''Canadian Public Health Association;'' ''Pivot Legal Society''
# For multimedia and video items, use the hosting website.
#* e.g. ''YouTube;'' ''Vimeo''
# For institutional repositories, follow this format: Link to repository title + (institution title + repository).
#* e.g., ''Link to Summit (Simon Fraser University repository).''
# For book chapters/dissertations and other items found only through links to UBC Library
#* ''"Link to UBC Summon"''
# For items hosted through Issuu (such as zines and magazines use'''''"Link to Issuu"'''''
# When linking to personal websites use "'''Link to Personal Website"'''

==== '''Tips''' ====
# Please not the URL description practices are iterative and may change in the future. In the case of cIRcle items, use "'''Link to UBC Open Collections"'''.
# Search in the Item Descriptions of the rapTracker to check for common practices.

=== '''Secondary Source Repository URL''' ===

==== '''Definition''' ====
''A web address that points to the item at a source MRAi considers "second priority."''

==== '''Rules''' ====
# If an item is in Open Collections/cIRcle but also has a scholarly publisher DOI/URI or a weblink, always make the publisher link/weblink the secondary source.
# Do not "mix" Free Use and Restricted Use links (i.e. do not put a Free Use link to a resource in the Primary URL field and a Restricted Use link to the same resource in the Secondary URL field).
# If more than one URL, separate with semicolons.

=== '''Secondary Source URL Description''' ===

==== '''Definition''' ====
''A description of the secondary source(s) from where the item came.''

==== '''Rules''' ====
# Refer to the rules in '''''Primary Source URL Description (Section 3.2).'''''

=== '''Title [Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''The complete title and subtitle of the item.''

==== '''Rules''' ====
# Capitalize the first letter of the title and leave the rest lowercase, excepting proper nouns and acronyms. Examples of commonly encountered proper nouns: Vancouver, Downtown Eastside,
# Separate title and subtitle with a colon (:).
# Use the same punctuation that appears on the source.

=== '''Alternative Title''' ===

==== '''Definition''' ====
''Refers to an accepted item title other than the one that appears in the '''Title''' field (if applicable).''

==== '''Rules''' ====
# Capitalize the first letter of the alternative title and leave the rest lowercase, excepting proper nouns.
# Separate alternative title and subtitle with a colon (:).

=== '''Serial Name''' ===

==== '''Definition''' ====
''The periodical or series that published the item (if applicable).''

==== '''Rules''' ====
# For scholarly journals, render the journal name in the same way the journal renders it.
## e.g. The journal ''cultural geographies'' should be rendered entirely in lowercase, in accordance with its own style

==== '''Tips''' ====
Academic articles need their journal titles here. Be aware that journal titles do change over time and may need to be updated on both the rapTracker and the DTES RAP.

=== '''Publication Date[Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''The date the item was published.''

==== '''Rules''' ====
# In general, follow the ISO 8601 format '''''[YYYY-MM-DD]'''''.
# Refer to the source to find the date.
# If the source only states year and month of publication, use '''''[YYYY-MM-last day of the month]''''' as default.
## Example: A journal article with the publication date of September 2015 would be updated to 2015-08-31.

==== Tips: ====
If an item only has the year listed, use December 31 as the publication date. For example, for this item:https://dtesresearchaccess.ubc.ca/object/ext.6439 2010 is given as the publication date, use 2010-12-31.

If there is no date on the documentation or it is hard to determine follow citation rules and put n.d. (for no date).

=== '''Description [Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''A summary of an item's nature and scope.''

==== '''Rules''' ====
# If an Open Access item has an abstract, use it as the description.
# If an item is not Open Access, do not use the abstract as the description due to potential copyright issues.
# When capacity allows it, we have used this field to write our own lay summary descriptions and include specific information (e.g., MRAi involvement in ASTU-100 Infographic project). Ask Aleha McCauley for examples.

=== '''CREATOR_ID''' ===

==== '''Definition''' ====
''A number that acts as an id for specific creators.''

==== '''Tips''' ====
The CREATOR_ID links creators from the creators tab to individual items on the Items Descriptions tab. It is currently an experimental feature.

=== '''Creator(s)[Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
Creator(s) are primarily responsible for creating the intellectual content of the resource. ''The principal author(s) who created the item.''

==== '''Rules''' ====
# Creators ''can be individual people or entities.''
# ''Multiple creators should be entered in the order in which they appear on the resource.''
# For individual people:
## Always format names like this: '''''[Last name], [First name] [Middle name/initial]'''''.e.g. ''Public, Jane Q.''
## ''Use only the initials if that is all that is seen. Note that initials should be separated with a space. E.g. Taillefer, R. T.''
## ''Use only the initial and name if that is all that is seen. E.g. Tait, R. Colin''
## When a creator is a recognized elder, include [elder] after their name. ''E.g, Laframboise, Sandy Leo [Métis Two Sprit Elder]''
## Check the RAP and cIRcle to conduct '''name disambiguation.'''
## Library of Congress https://authorities.loc.gov/help/name-auth.htm can also help
# For corporate entities (such as non-profit organizations, community societies, and government bureaus), format names as they would normally appear. Use the full corporate name. Avoid acronyms unless explicitly preferred by the entity.
## e.g. ''Downtown Eastside Women's Centre''
# Separate multiple author names with semicolons and spaces.
## e.g. ''Bardwell, Geoff; Collins, Alexandra B.; McNeil, Ryan; Boyd, Jade''
# If editors are credited most prominently (e.g. for a poetry anthology), refer to them as the creators and use ''[Ed.] or [Eds.]'' at the end.
## e.g. ''Asfour, John Mikhail; Gardiner, Elee Kraljii [Eds.]''
# Podcasts - use the name of the podcast in the creator field; podcast series name in the series field; and everyone who worked on the podcast in the contributor field.
## e.g. ''Below the Radar podcast''
# Video - use the name of the organization in the creator field if created by a group/media/news outlets. Hosts and guests are considered contributors.
## e.g. ''Rabble.ca; Telus Storyhive''
# Landing pages - sometimes you will upload an entire website (typically the landing or home page) rather than include individual items from the site. When this happens, list the creator as the organization or group who has produced the site; anyone else involved as a contributor.
## '''TIP:''' the date field will typically be decided on a case by case basis, sometimes you can include a date range (e.g 1970-1999) or the date the site was created; this is because you will find multiple, and often conflicting, dates on the landing page.
## e.g. Roots to Partnership (creators: Roots to Partnership; contributor: everyone who works on podcast, grant applicants etc.)

==== '''Tips''' ====
For faculty publications, a Library of Congress (LC) authority record may be used (<nowiki>http://authorities.loc.gov</nowiki>: Search Name Authority Headings and use those marked “Authorized Headings” or “Authorized & References” only). [Detailed steps will be added to SLO Wiki in the future.]

=== '''Contributor(s)''' ===

==== '''Definition''' ====
''Any person who is secondarily involved in the creation of the item but not considered a principal creator. It can be difficult to determine the difference between creators and contributors at times and it often comes down to the role (e.g. illustrators, designers, reviewers). If an organization is listed as a contributor please discuss with your supervisor. The Contributor field in an uncontrolled vocabulary.''

==== '''Rules''' ====
# Refer to rules 1-3 in '''Creator''' for general guidelines on how to transcribe contributor names.
# After rendering the contributor's name, insert their role in brackets (before the semicolon, if multiple contributors).
## e.g. ''Pacey, Katrina [reviewer]; Ledding, Christa [designer]''
'''Tips'''

* You may find this useful to identify contributor roles: http://credit.niso.org/
* For community materials focusing on contributors and roles is a high priority. Please include them if they are stated but if it is unclear do not guess
* For Indigenous Elders who are listed as creators, also include them in the contributor field with their role. Ex. Fox, Doris [Elder].

=== '''Subject(s)[Open Collections/cIRcle metadata field]''' ===

==== '''Definition''' ====
''Words, keywords or phrases'' ''that are used describe the resource at a more granular level than topic tags.'' Certain genres (i.e., articles) ''A'' ''localized DTES RAP thesaurus'' ''is a multi-year project underway as grant funding permits. As of 2022/23 both cIRcle and the DTES RAP have subject's hidden from public view. When doing original descriptive work (e.g., community materials) please consider the following:''

==== '''Rules''' ====

# Separate terms with a semicolon ‘;’
# Apply subject terms that are as specific as the resource itself.
# Only assign the terms that most closely correspond to the overall coverage of the work (at least 20% of the work).
# Apply terms exactly as they appear on the thesaurus to ensure consistency.
# Avoid applying more than 6 subject headings to a resource.
# If you notice discrepancies or gaps in the thesaurus, please consult with Aleha.

==== '''Tips''' ====

* First scan the abstract, executive summary, or other description and look for keywords or concepts. Try and get a sense of how detailed or specific the resource is. This will help you determine if broader or narrower terms should be used. Use the scope notes as a guide when applying terms to a resource.
* If an item does not have description, scan through the resource and look for headings, or other elements that will indicate what the resource is about (this process is similar for assigning Topic tags to an item).

'''Additional points for consideration include:'''

* Does the item deal with rare or underrepresented topics? It is better to build in redundancy so that rarer topics can be discovered.

* Is there an extensive number of materials in the collection on the subject? This would be an instance to use more specific/granular headings rather than broader terms.

=== '''Collection''' ===

=== '''Languages''' ===

=== '''Project Name''' ===

==== '''Definition''' ====
''The name of the broader research or community project that the item is connected to.''

==== '''Rules''' ====
# In scholarly research, projects are most commonly connected to cohorts. Spell out the full name of the cohort first, then use its acronym (if applicable) in parentheses.
## e.g. ''Vancouver Injection Drug Users Study (VIDUS)''
# A project name may belong to more than one item. If so, develop a standard orthography for the project name and render it in the same way each time.
## e.g. ''At-Risk Youth Study (ARYS)'' is the established orthography for the project of the same name. It should not be rendered as ''At-Risk Youth Study'' (without the acronym in parentheses) or as ''At Risk Youth Study (ARYS)'' (without the hyphen between "At" and "Risk").
# The item ''should belong to'' the named project.
## If the authors of an item are observing and writing about a community project from the third-person perspective (i.e. ''without being involved in the project itself''), do not file the project name with the item.
# '''Project Status''' is located under Controlled Vocabularies in Admin Tools. It is reflected on the site as Active or Archived.
# '''Expertise''' was developed as a tag for a researcher's areas of expertise. It is in the Admin Panel as a Controlled Vocabulary.

=== '''Topic(s)''' ===

==== '''Definition''' ====
''A controlled vocabulary with terms describing broadly-defined subject matter common to research and/or discourse in the DTES. Intended to make the collection more browsable.''

==== '''Rules''' ====
# For proposed Topic Tags that include three or more elements, use the Oxford comma. e.g. ''Arts, Culture, History, and Heritage''
# The MRAi takes an iterative approach to topics. If you wish to add, subtract, or otherwise change a Topic Tag, please consult with Aleha.

==== '''Tips''' ====
The topics-related metadata is intended to be iterative. If you have any issues applying topics, first look at other items with the topic for guidance. Please contact Aleha McCauley for discussion and guidance.

When doing subject analysis of an item to figure out the most appropriate topics, quickly scan the listed keywords, abstract and headings of paragraphs. If time allows, read the abstract and conclusion. Keep the end user in mind when selecting topics.

A helpful tool to analyze terminology is [http://fast.oclc.org/searchfast/?&limit=keywords&facet=all&query=education&sort=usage+desc&start=0 OCLC - SearchFAST]. This can be used to explore topics, subjects and broader/narrower terms we could use.

=== '''Affiliation(s)''' ===

==== '''Definition''' ====
''A controlled vocabulary with terms identifying faculty, school, department, organizations, to which the authors/creators belonged to at the time of item creation. This may also include organizations that are listed as contributors.''

==== '''Rules''' ====
# '''Do not add a new affiliation without first getting the approval of Aleha McCauley.'''
# If a creator is part of a department, faculty, school, or division at a higher learning institution:
## Render the type of academic department specified first. Render the discipline second. Insert a comma, then render the institution last.
### e.g. ''Department of Geography, Simon Fraser University''
## If a creator is affiliated with the University of British Columbia Vancouver campus, use ''UBC.'' If the creator is affiliated with the University of British Columbia Okanagan campus, use ''UBC Okanagan.''
### e.g. ''School of Nursing, UBC''; ''Department of Political Science, UBC Okanagan''
## If a UBC department has a widely-used acronym, include it in parentheses before the comma.
### e.g. ''School of Community and Regional Planning (SCARP), UBC''
## For visiting scholars, use their "home institution," not the institution at which they are currently visiting.
# For non-academic institutions and organizations, use the full name of the organization as appears on the item. Try to disambiguate the name and confirm with an authority record if possible. Search UBC library catalogue, cIRcle, Library of congress Authority records. Try to verify preferred names by checking websites.
##'''You will encounter a few exceptions to this rule:'''
### ''Use BC (not British Columbia) for the following organization: BC Centre on Substance Use; BC Centre for Employment Excellence''
## If the non-academic institution/organization has specific divisions or bureaus that a creator belongs to, include them.
### ''e.g. Office of the Attorney General, Province of British Columbia''
## If a non-academic institution/organization has a commonly-used acronym, include it in parentheses after the full name.
### e.g. ''Vancouver Area Network of Drug Users (VANDU)''

==== '''Tips'''====
Benefits users interested in searching for output by particular research institutions or community organizations. Our intention is to be inclusive and represent the affiliations of the creators '''and''' the affiliations of the contributors of the item at the time of creation.

Example: <nowiki>https://dtesresearchaccess.ubc.ca/object/ext.6344</nowiki>

Am Johal is the creator of this podcast episode and is listed as its creator. The podcast Below the Radar is affiliated with the SFU’s Vancity Office of Community Engagement, so it is listed as an affiliation. Garth Mullins is a guest on this episode and is listed as its contributor. He is affiliated with the podcast Crackdown, which is also listed as an affiliation.

A Library of Congress authority record may be used (<nowiki>http://authorities.loc.gov</nowiki>: Search Name Authority Headings and use those marked “Authorized Headings” or “Authorized & References” only). [Step-by-Step coming soon and will be placed on SLO Wiki]. This is especially useful for BC/British Columbia distinctions. Additionally, be sure to check the Controlled Vocabulary-Affiliations of the DTES RAP Admin Panel to see what affiliations have been previously attached to the item.

=== '''Category''' ===

==== '''Definition''' ====
''A controlled vocabulary with terms describing the broad circumstances of MRAi resources. These include Academic Research (research and investigation), Community Materials (created by community organizations, typically to serve community needs), Creative Work (self-expression), News and Information (informing and sharing opinion) and Tools and Guides (doing and guiding)''.

==== '''Rules''' ====
# If you wish to add, subtract, or otherwise change a Category Tag, please consult with Aleha.

==== '''Tips''' ====
The categories are based upon rhetorical genre theory, which takes the creator's positionality and stated purpose as distinguishing features. This approach enables users to identify resources that were intended for community vs academic audiences.

Analyse the Creator and Affiliations and professional vocation to help determine positionally.

Consider who they identify as the audience for the work (e.g., the public, local DTES community and/or academia?).

Are they affiliated with a publisher a DTES organization?

Bring any questions for discussion in team meetings.

'''List of terms'''

''This is the list of terms in this [https://dtesresearchaccess.ubc.ca/admin/cv/category controlled vocabulary] as of April 2023.''

* Academic Research - academic research and investigation
* Community Materials - serving DTES community needs. If the item is community generated, you might consider using the community metadata template. You can find more information about this sheet in the SLO Wiki
* Creative Work - self-expression
* News and Information - informing and sharing opinion
* Tools and Guides - doing and guiding

=== '''Genre''' ===

==== '''Definition''' ====
''A controlled vocabulary with terms that more narrowly describe the form, shape, or circumstances of an item (e.g. Book Chapter, Thesis/Dissertation, Musical Recording, Documentary Film, etc.)''

==== '''Rules''' ====
# Do not use any Genre Tag that is not already in the controlled vocabulary.
# If you wish to add, subtract, or otherwise change a Genre Tag, please consult with Aleha.
'''List of terms'''

''This is the list of terms in this [https://dtesresearchaccess.ubc.ca/admin/cv/genre controlled vocabulary]''

===== Tips =====
* '''Podcast''' (I.e., Everything is Health) - can use alternative title field in cIRcle to express episode titles but not in the main title field. Use cIRcle DOI as a secondary source to retain episode number in title of RAP record for the items.

=== '''Type''' ===

==== '''Definition''' ====
''A controlled vocabulary with terms describing the digital file type of an item in a general sense (e.g. Text, Audio, Video). Does not specify file formats (e.g. .pdf, .jpg, .mp4).''

==== '''Rules''' ====
# Do not use any Type Tag that is not already in the controlled vocabulary.
# If you wish to add, subtract, or otherwise change a Type Tag, please consult with Aleha.
# If the genre includes multiple media types, you can list more than one type (ex. Text; video) and the icon for the item in the RAP will represent that.
'''List of terms'''

''This is the list of terms in this [https://dtesresearchaccess.ubc.ca/admin/cv/type controlled vocabulary] as of April 2023.''

* Audio - A resource that relies primarily or wholly on sound to present information to the user.
* Collection - A grouping of two or more items, disseminated through one or more media type(s), which is presented as a single resource.
* Dataset - A collection of data arranged in rows and columns, with descriptive headers.
* Interactive Resource - A resource requiring interaction from the user to be understood, executed, or experienced. Examples include forms on web pages, applets, multimedia learning objects, or virtual reality environments. (Dublin Core; cIRcle)
* Moving Image - A resource that relies either primarily or wholly on moving images (which may include sound) to present information to the user.
* Still Image - A resource that relies either primarily or wholly on a single, static visual to present information to the user.
* Text - A resource that relies either primarily or wholly on the written word to present information to the user.

=== '''RAP Item ID''' ===

==== '''Definition''' ====
''The system-created id number generated when an object is created in the DTES RAP.''

==== '''Rules''' ====
# There are only two kinds of RAP Item IDs in use: oc.xxxx and ext.xxxx
* Oc.xxxx indicates that the primary description link is '''internal''' to UBC’s Open Collections/cIRcle and allows metadata from Open Collections/cIRcle to be automatically pulled from Open Collections/cIRcle.
* Ext.xxxx indicates that the primary description link is from a source '''external''' to UBC’s Open Collections/cIRcle.

==== '''Tips''' ====
Example: <nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>'''ext.6343''' with '''ext.6343''' being the RAP Item ID

RAP Item ID are defined by IT as:

if primary address format = "<nowiki>https://dx.doi.org/10.14288/</nowiki> {doi}

" => it is an OC item.

if primary address format = "<nowiki>https://resolve.library.ubc.ca/cgi-bin/catsearch/?bid=</nowiki> {bid}

"=> it is a Voyager item

Otherwise it is an external item.

For example, if an item is a community material that links to a local organisations website, the item will be given the RAP Item ID ext.xxxx, (example: <nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>'''ext.6343'''). Whereas an item that has been archived in Open Collections/cIRcle will be given the RAP Item ID oc.xxxx (example: <nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>'''oc.5987''').

In the situation where an item has been first added to the DTES RAP as '''ext.xxxx''', but then is later archived in cIRcle Open Collections/cIRcle, the Student Librarian will not be able to change the RAP Item ID to an '''oc.xxxx''' on the own.

If the item was previously added as an external item, and the Student Librarian attempts to update the primary URL to the DOI, the DTES RAP system will reject this change, as it would result in a change in the item URL. Meaning that <nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>'''ext.6283''' would need to be changed to something like <nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>'''oc.1234.''' In this case, IT would need to be contacted directly to make this change. In the event of that change, the RAP Item ID would need to be updated in the rapTracker and if the item is being referenced somewhere else by the previous, external URL, that URL would need to be updated to the new URL.

There will be instances when items are initially entered as external but eventually we may obtain permissions to archive and OA version in cIRcle. There are two ways to solve this:

1) If you are fine with the changes to item ID and DTES URL, you can contact IT to manually update item type and item ID and then you'll be able to make whatever changes you want. (or you can simply create a new item with the new primary URL and remove the existing one)

2) If you need to preserve the items ID and DTES URL, you can contact IT to manually update the primary URL for you while everything remains the same.
Note: There is no difference between ext.xxxx and oc.xxxx items to the end user.

=== '''RAP ID refers to:''' ===

==== '''Definition''' ====
''The RAP ID that the item refers to within the DTES RAP.''

==== '''Rules''' ====
# Separate RAP IDs with a semi-colon [;]

==== '''Tip''' ====
* In the case of items that are cross-referenced on the DTES RAP, include the RAP ID this item refers to on the DTES RAP (examples: ext.XXXX or oc.XXXX).

=== '''Initials''' ===

==== '''Tips''' ====
* When adding or updating an item record, write your initials here. Separated by a semi-colon [;]

=== '''Date item added to RAP''' ===

==== '''Definition''' ====
''The date the item was published on the DTES RAP''

==== '''Rule''' ====
# Format: YYYY-MM-DD
'''Tips'''
* For genres that are serialized or frequently updated (e.g., podcasts), include date ranges (I.e. 2015-2020) by inputting each year into the ‘date’ field separated by a semi-colon. If a resource is still ongoing, using the beginning date with a dash to indicate it is ongoing.

=== '''Contact Person''' ===

==== '''Definition''' ====
The designated contact person for the item.

==== '''Rule''' ====
1. Follow name conventions established in [[Documentation:MRAi DTES RAP Metadata Style Guide#Creator.28s.29|Creator(s)]]

==== '''Tips''' ====

* For scholarly articles on publisher websites, the corresponding author is usually identified with the words "Corresponding author" and/or by an envelope emblem next to their name. If there is no apparent corresponding author, use the first credited author.

=== '''Contact Email''' ===

==== '''Definition''' ====
''The date the item was published on the DTES RAP''

==== '''Rules''' ====
# Include the email address of the Contact Person
# Separate multiple emails with a semi-colon [;]

=== '''Item Notes''' ===

==== '''Definition''' ====
''Notes about the item that assist with processing the time or communicating with the creators.''

==== '''Rule''' ====
# Follow this format: initials; yyyy-mm-dd; details.
* Example: AF; 2021-01-14; Link broken, fix and replace;

==== '''Tips''' ====
* In this field, track any communications updates between the Student Librarian, authors, cIRcle Operations, etc. for a given item.

== Reference Tools ==

* Circle Resources
** [[Library:Circle/Adding faculty publications to cIRcle|'''UBC Librarian's Guide to Depositing Faculty Publications in cIRcle:''']] This guide is maintained by cIRcle. Provides instructions for identifying and submitting journal articles in cIRcle, UBC's open access digital repository.
** [[Library:Circle/File Format Guidelines|'''cIRcle File Format Guidelines''']]. This wiki page is maintained by cIRcle. Provides instructions for acceptable file formats. ''This one is especially helpful!''
* MRAi Resources
** '''MRAi Style and Content Guide (Draft):''' Currently a work in progress. This guide is meant to be used by MRAi team members (referred to as users) who create or edit content for the DTES RAP that is not part of the collection.
** [[Documentation:Student Librarian Orientation (MRAi)]] Wiki - this is the main wiki for onboarding.

''<nowiki/><nowiki/><nowiki/><nowiki/><nowiki/>''