UBC Wiki - User contributions [en]

Documentation:Student Librarian Orientation (MRAi)

2026-07-21T20:13:32Z

Tkstephe: /* MRAi cIRcle Project Lead */

== 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 communicates with authors and creators, writes and collects pre-populated PDF licenses, and then submits these along with the author's manuscript to the cIRcle Specialist. 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]]

Library:Circle/Circle Office Projects

2026-07-21T19:44:38Z

Tkstephe: /* Outreach */

The following is a snapshot of select projects undertaken by the cIRcle Office in outreach, metadata enhancements, discovery and access initiatives, and preservation workflows.

Projects supported by Work Learn students at cIRcle feature prominently as their efforts make valuable contributions to advancing knowledge about best practices for item discoverability and research dissemination.

Visit our [https://circle.ubc.ca/submissions/ Submissions] page to deposit your work or [https://circle.ubc.ca/contact-us/ Contact Us] to ask questions, report a problem, or suggest new projects.

==Outreach ==
'''UBC Librarians and Archivists Content Recruitment'''

The UBC Librarians and Archivists Content Recruitment campaign prioritized the deposit of a dozen new research articles authored by UBC librarians, archivists, and library staff. This work highlights the UBC Library team's contributions to scholarship and increases the representation of open access publications authored by librarians, archivists, and library staff in cIRcle.

Read more about this initiative: [https://circle.ubc.ca/2025/08/26/revisiting-my-term-with-circle/ Revisiting My Term with cIRcle]

'''Electronic Thesis And Dissertations (ETD) Supervisor Recruitment'''

The ETD Supervisor Recruitment project focused on the deposit of research articles authored by faculty supervisors of recent theses and dissertations at UBC Vancouver. This work leverages recent cIRcle metadata initiatives to include supervisor metadata in ETD item records and to perform name authority on faculty names to enhance discovery. This project concluded in July 2025.

Read more about this initiative: [https://circle.ubc.ca/2024/04/30/wrapping-up-for-the-term/ Wrapping Up for the Term]

'''Paper Pledge for the Planet: cIRcle Campaign'''

UBC faculty, researchers, and postdoctoral students are invited to join the [https://coar-repositories.org/what-we-do/paper-pledge-for-the-planet/ Paper Pledge for the Planet] global campaign. The goal is to provide permanent, open access to climate change research articles via institutional repositories like [https://circle.ubc.ca cIRcle.]

Outreach for this campaign concluded in June 2025 but you can deposit climate research articles at any time. Visit our [https://circle.ubc.ca/submissions/ Submissions] page for details on adding your work to cIRcle.

Read more about the campaign: [https://circle.ubc.ca/2025/03/11/paper-pledge-for-the-planet/ Paper Pledge for the Planet] .

'''COVID-19 Research Content Recruitment'''

The cIRcle COVID-19 Research Content Recruitment project aimed to provide permanent open access to UBC-authored COVID-19 research that might otherwise have remained inaccessible to the public. Between June 2020 and October 2024, this project resulted in nearly 150 research articles being made openly available via cIRcle. The project concluded in December 2024.

Read more about this initiative: [https://circle.ubc.ca/2023/04/11/circle-covid-19-research-recruitment-project/ The cIRcle COVID-19 Research Content Recruitment Project]

== Project Partners==
cIRcle works in collaboration with UBC academic units, Library branches, and other groups within the UBC community to build our digital collections. cIRcle provides a permanent, openly accessible home for thousands of peer-reviewed articles and non-traditional research outputs, making it a valuable resource for interdisciplinary research and inquiry.

Learn more about who's contributing to cIRcle with our project partner highlights: [https://wiki.ubc.ca/Library:Circle/Project_Partners cIRcle Project Partners]
==Metadata Enhancements==
'''Language field standard: ISO 639-2 to 639-3'''

cIRcle currently uses [https://www.loc.gov/standards/iso639-2/php/code_list.php ISO 639-2] 3-letter codes in the Language metadata field. In late 2024, the cIRcle Office began exploring a potential shift to [https://iso639-3.sil.org/code_tables/639/data ISO 639-3] 3-letter codes, considering current best practices, recommendations, resources, and effects on interoperability. In 2025, cIRcle began planning for implementation of this change, taking into account both new deposits and remediation (or retroactive application) to existing records. This initiative aims to expand cIRcle’s ability to apply accurate, granular, and fulsome language codes that are representative of the diverse outputs deposited to cIRcle.

'''Retroactive population of Electronic Theses & Dissertations (ETD) Supervisor metadata'''

As of May 2021, the names of Co/Supervisors are captured in cIRcle’s electronic thesis and dissertation (ETD) metadata, providing helpful discovery and access points and further connecting these valuable university outputs. In 2024, cIRcle began efforts to retroactively populate this field for approximately 4,600 records submitted to cIRcle prior to field implementation. Initial work for this project has been completed, which involved collaboration with Library Staff across units to retrieve identified items and record Co/Supervisor names. cIRcle is now exploring work to ensure names are captured in a consistent form, followed by population into the cIRcle record metadata.

'''Electronic Theses & Dissertations (ETD) Subject Headings Analysis'''

In 2021, cIRcle undertook an analysis of subject headings of electronic theses and dissertations (ETDs) to identify the extent of Subject Keywords containing outdated, inappropriate, or problematic terminology as it pertains to Indigenous peoples, communities, and cultures. The initial phase of the project addressed ETDs created prior to 2008 (known at UBC as Retrospective ETDs) and was completed in 2022. Phase two of the project addressed the remainder of affected ETDs created after 2008 and was completed in Summer 2023.

Read more about this project: [https://circle.ubc.ca/2023/10/17/inclusive-metadata-legacy-subject-keywords-in-theses-dissertations-at-circle/ Inclusive Metadata: Legacy Subject Keywords in Theses & Dissertations at cIRcle]

'''Author Name Management'''

In 2021, cIRcle investigated author name management practices for the UBC Faculty collection, with the goal of disambiguating and reconciling name variants found within the collection. Initial explorations into sustainable workflows included the use of OpenRefine for data cleaning, Library of Congress (LC) Name Authorities and UBC departmental pages for author identification, and Google Sheets for collaborative identification of author names needing disambiguating and/or reconciling. This work is an on-going project for cIRcle.

Read more about this initiative: [https://circle.ubc.ca/2023/07/18/whats-in-a-name-author-name-management-in-circle/ Author Name Management in cIRcle]

== Technical and Web Enhancements ==
'''Website Accessibility Audit'''

In 2022, cIRcle conducted an informal audit of cIRcle's WordPress-hosted website following guidance from the Web Content Accessibility Guidelines (WCAG) 2.1 and using various evaluation tools, including the WAVE Web Accessibility Evaluation Tool. This website audit was intended to identify areas for improvement of web accessibility across the cIRcle website, both general recommendations on best practices for web accessibility and page-level evaluations with specific actionable improvements. The initial audit for this project was completed in March 2022 and recommendations were implemented between June 2022 and March 2023.

Read more about this initiative: [https://circle.ubc.ca/2023/03/28/accessibility-review/ Accessibility Review]

[[Category:Circle Website]]

Library:CIRcle Content Recruitment Campaign (ETD Supervisors)

2025-06-24T23:22:25Z

Tkstephe: /* Using shareyourpaper.org */

==ETD Supervisor cIRcle Submissions Workflow==

<div align="left">
This is a user guide to help cIRcle Team members identify, request, and deposit scholarly research articles authored by faculty and/or researchers who have acted as supervisors of UBC Vancouver theses and dissertations. Questions about this initiative or to make changes to the workflow should be directed to [mailto:circle.repository@ubc.ca Tara Stephens-Kyte], Digital Repository Librarian at cIRcle.

Questions regarding cIRcle permissions, metadata, and deposit in cIRcle may be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].
</div>

===How to Use This Wiki===

This user guide is a step-by-step workflow to provide open access to articles authored by UBCV ETD Supervisors.

Follow the steps to:
#Identify materials according to the listed criteria;
#Check copyright permissions;
#Request author permissions/permitted article versions;
#Deposit the item in cIRcle;
#Notify author via email submission is complete;
#Maintain cIRcle Content Recruitment Campaign (Supervisors) [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-cIRcleOfficeInternal/Shared%20Documents/ETD%20Supervisor%20Content%20Recruitment%20Tracking/cIRcle%20Content%20Recruitment%20Campaign%20(Supervisors)%20Tracking%20Sheet.xlsx?d=w496c77da10d34547ae2c81da6138d02d&csf=1&web=1&e=TM1RvD&nav=MTVfezAwMDAwMDAwLTAwMDEtMDAwMC0wMTAwLTAwMDAwMDAwMDAwMH0 tracking spreadsheet.]

==Roles and Responsibilities==

===cIRcle Project Lead===
The cIRcle Project Lead oversees the work of participating Staff to ensure deliverables are met and processes are executed accurately. This position is held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte], Digital Repository Librarian.

===Content Recruiter===
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions and permitted article versions from content authors, ensures self-archiving conditions are met, deposits content as a trained Submitter, and sends notifications of archived content. Works closely with the cIRcle Project Lead to perform and adjust workflows as needed, and maintain relevant project and workflow documentation. Maintains clear and consistent communication with the cIRcle Specialist to ensure licenses are archived. This position is currently held by the Digital Research Assistant (Work Learn) at cIRcle.

===cIRcle License Management Coordinator===
The cIRcle Specialist is responsible for liaising with Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License or equivalent permission. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist.

== Project Goals ==
In addition to cIRcle's mandate to provide long-term open access to the teaching and research outputs of the university and its partners, this project aims to:

* Support and expand open access advocacy by building relationships with faculty supervisors who may, in turn, adopt and educate about open practices;
* Maximize name authority metadata work through multiple applications in the repository;
* Investigate new submission workflows to increase volume and efficiency of deposits.

==Criteria: Selecting ETD Supervisor Research Articles for Deposit in cIRcle==
The criteria outlined below aims to define scope for this outreach initiative; however, this criteria may be adjusted throughout in consultation with the cIRcle Project Lead depending on challenges in identifying eligible content or to support specific strategies.

===Supervisor Entry in cIRcle ===
Assess whether the material is representative of the goals of the ETD Supervisor Content Recruitment project.
*'''Author name appears as a supervisor in the metadata of the cIRcle ETD:''' Use the "Supervisor" field limiter in Open Collections (OC) to identify Supervisors in the [https://open.library.ubc.ca/cIRcle/collections/ubctheses Theses and Dissertations] collection. Filter to most recent entries.
**It is also possible to identify supervisors by clicking "List All Theses" at the bottom of the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page to view all theses and dissertations from a given year
*'''No faculty authored items in cIRcle''': Search OC's [https://open.library.ubc.ca/cIRcle/collections/facultyresearchandpublications Faculty Research Publications] collection for entries. Prioritize authors who have no items in cIRcle.
*'''Inclusive or Strategic Representation''': Supervisors in any discipline are relevant to this project. Some scope criteria to consider for directing focus include [https://www.ubc.ca/research/ reputational areas of research] for UBC (e.g. sustainability), Tri-Agency grant recipients, and faculty representing topics or communities that are underrepresented in the repository or are otherwise candidates for focused recruitment (e.g. Indigenous faculty supervisors or Indigenous students; Arts and Education).

===Eligible for Self-Archiving===
*'''Version must be eligible for open access archiving:''' Confirm articles are eligible for self-archiving in an institutional repository. Consult the section on [[#Identifying and Interpreting Self-Archiving Permissions]] if you are new to self-archiving permissions.
*'''Embargoed items:''' Items under embargo are eligible for recruitment. Embargo release dates are calculated based on the date of publication and the embargo period required by the publisher. For example, an article published on 2024-10-01 with a 12 month embargo will have an embargo expiry date of 2025-10-01 added to the deposit file during the submission process. Consult the "Identifying and Interpreting Self-Archiving Permissions" section for more about embargoes and see the cIRcle Submitter Guidelines for internal documentation on how these are applied.

===UBC Affiliations===
*'''Scope to UBC Vancouver Faculty & Researchers:'''
**At least '''one author''' must have been affiliated with UBCV at the time of their supervisory role.
**Check to see if the author is already in the [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]. If so, you can prioritize authors not already in cIRcle or include a link to their item(s) in your outreach email. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.
**See the section on '''Uniqueness''' below for a note about using Creative Commons licensed items to build an author's presence in cIRcle.
*'''Scholarly Level''': UBC Faculty/Researcher level only.

=== Authorship ===

* '''Prioritize articles for which the Supervisor is a corresponding author or articles which have fewer than ~5 authors'''
** This increases the likelihood that the Supervisor still has access the postprint of the requested article

===Timeliness===
*'''Supervisors from the most recent ETDs:''' Filter search for Supervisors in Open Collections to most recent ETDs.
*'''Articles published in the last 3-5 years:''' Recruitment for this project is scoped to articles published within the last 3-5 years, and may include articles pending publication. This time frame increases the likelihood the author has retained the permitted self-archiving version and that current publisher policies apply (see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Checking Copyright Permissions]] header below to learn more about publisher permitted versions and self-archiving).

===Uniqueness===
*'''Not already in cIRcle:''' Articles from BioMed Central and MDPI are already added to cIRcle and so should be excluded from recruitment initiatives. Some authors also send independent deposit requests to cIRcle. Be sure to check cIRcle regularly to ensure you do not request an item that has already been archived.
*'''Behind a paywall or not barrier-free open access:''' Priority for this project are articles which are not currently available open access or which are available open access but do not include share and re-use permissions or otherwise include an access barrier such as the need to register. Where a Supervisor does not have any authored content in cIRcle, it may be advisable to deposit their Creative Commons Licensed content to build their presence in cIRcle prior to contacting them. Priorities can be adjusted as needed based on what type of content the Supervisor has published and under what conditions.
*'''Grant-funded works''': Where possible, this initiative may also help authors meet the requirements of grant-funding agencies. In these cases, the majority of these articles will be Author's Accepted Manuscripts (AM) aka postprints. Note that the [https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications-2015 Tri-Agency] does advise placing '''open access copies''' of research articles in institutional repositories, "[...] routes to open access are not mutually exclusive. Researchers are strongly encouraged to deposit a copy of the final, peer-reviewed manuscript into an accessible online repository immediately upon publication, even if the article is freely available on the journal's website."

===Open Access/Open Licensed===
Content that is already CC-licensed is the lowest priority for recruitment; however, some exceptions may apply:

*''Author Not Already in cIRcle:'' If you aim to contact an author who does not already have content in cIRcle, consider first identifying an open access Creative Commons licensed publication that can be added to cIRcle immediately without the author having to be contacted for permission. This approach provides you with an existing item in cIRcle to reference when reaching out to an author for the first time as an added incentive to add more works to the repository. If you feel there are other strong cases for including already openly available content, please discuss with the Project Lead.

*''Inclusive or Strategic Representation'': Where relevant topics or communities are underrepresented in the repository or are otherwise are candidates for focused recruitment (e.g. Indigenous faculty supervisors or Indigenous students).

By recruiting Open Access content that is not open licensed we ensure CC license terms are applied when deposited in cIRcle to facilitate sharing and re-use. However, some publishers specifically prohibit third-party licensing. Moreover, many authors do not see value in adding already open access content to a repository. Where appropriate, reference the Tri-Agency recommendation on IR deposits of grant-funded research or consult with the Project Lead.

==Identifying Content ==

=== Faculty web pages ===
A good place to start is by checking faculty's own web pages for lists of their publications (e.g. [https://forestry.ubc.ca/faculty-profile/tara-martin/ Tara Martin]). If you find less than 5 items to get started, consider trying another method to identify articles.

=== Google Scholar ===
Many faculty have Google Scholar profiles (e.g. [https://scholar.google.ca/scholar?hl=en&as_sdt=0%2C5&q=tara+martin&btnG= Tara Martin GS profile]). You can use limiters to scope to the last 3-5 years. (Please note that not all Open Collections articles are properly indexed in Google Scholar so you will still need to check to see if there is a cIRcle copy before contacting the author.

==Saving Citations==

Citations for eligible articles and the status of requested materials are recorded in the cIRcle Content Recruitment Campaign (Supervisors) [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-cIRcleOfficeInternal/Shared%20Documents/ETD%20Supervisor%20Content%20Recruitment%20Tracking/cIRcle%20Content%20Recruitment%20Campaign%20(Supervisors)%20Tracking%20Sheet.xlsx?d=w496c77da10d34547ae2c81da6138d02d&csf=1&web=1&e=TM1RvD&nav=MTVfezAwMDAwMDAwLTAwMDEtMDAwMC0wMTAwLTAwMDAwMDAwMDAwMH0 tracking spreadsheet.]This is a shared spreadsheet with set columns and a colour key. Recommend/requested changes to the format of the spreadsheet should be reviewed and approved in consultation with the Project Lead as needed and appropriate. Proposed changes/refinements may be communicated via email or in the project meetings. When updating the spreadsheet, please review the following best practices:

===cIRcle Content Recruitment Campaign (Supervisors) Tracking Spreadsheet===

*'''IMPORTANT!''' '''DO NOT EDIT A FILTERED SPREADSHEET.''' Ensure you turn off any viewing filters you've applied before adding or revising any content in the spreadsheet.
*'''Order of entry''': Entries in the tracking spreadsheet are arranged from A-Z by first author's last name (refer to the '''Author''' column). Follow this alphabetical order when adding new rows for article entries.
*'''Status:''' Refer to the Colour Code tab to indicate the status of each entry. Use the appropriate status term to ensure accurate metrics. Do not record any notes in this column.
*'''Author''': Enter all the author names ensuring the first one is entered as ''Last Name, First Name''. Otherwise, you can list it as ''Last Name, First Name,'' et al.
*'''Contact Information:''' Include the name of the UBC author (first name, last name) and e-mail address. If the corresponding author is not a UBC affiliate, include them as well. The corresponding author is often identified on the publisher's site--use the DOI to navigate to the published article.
*'''Title:''' Enter the item title. You will use this to draft your request email.
*'''Citation:''' APA style is most frequently used within this spreadsheet but there are no citation style guidelines for cIRcle. Submitters should ensure the citation itself is accurate so it can be pasted into a DSpace item record.
*'''Publisher DOI:''' Enter the DOI for the publisher's version of the article. Submitters can use this to copy/paste into a DSpace item record.
*'''Grant funded Y/N:''' Indicate "Y" if the paper cited funding from CIHR, NSERC or SSHRC (e.g. The Tri-Agencies). Indicate "N" if no funding or funding other than Tri-Agencies is cited.
*'''Initials:''' As there may be multiple individuals updating the spreadsheet, please record your initials to note responsibility for each entry.
*'''Additional Notes:''' If there is information relevant to record (such as reason for not pursuing deposit) you can add a note (e.g publisher does not permit third-party licenses).

Once you begin working on an eligible citation, refer to the '''Recording Self-Archiving Details and Permission Requests in the Tracking Spreadsheet''' section for data entry instructions on next steps.

==Identifying and Interpreting Self-Archiving Permissions==
Authors typically sign copyright over to publishers in exchange publication in their journal. In many cases, those journal publishers grant rights back to the author that dictate how, when, and where an author may share their article. The practice of adding an article to an institutional repository is known as "[https://en.wikipedia.org/wiki/Self-archiving self-archiving]". Once you've identified an article that meets the eligibility criteria for recruitment, the next step is identifying whether the publisher permits self-archiving and, if yes, under what conditions.

If you're new to many of these concepts or the world of Open Access, consult the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] for more detailed instructions on how to identify and interpret these policies.

=== Self-archiving Policies===
'''[https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder (formerly SHERPA/RoMEO]''' is the first stop for discovering and understanding publisher self-archiving policies. You can also consult the Open Policy Finder [https://openpolicyfinder.jisc.ac.uk/help user guide] for more information on how to interpret OA pathway policies from their database. Other permissions checking tools which you may be interested in exploring but which are not required for this project include [http://unpaywall.org/user-guides/libraries '''unpaywall.org'''] and [https://shareyourpaper.org/permissions '''shareyourpaper.org''']. Brief overviews of this tools in practice are provided below.

If the journal's Open Policy Finder entry indicates the article may be self-archived, the next step is to identify the conditions for deposit:

*'''Permitted Version''': Which version does the publisher allow to be deposited in a repository? Most publishers will permit the authors' accepted manuscript (aka postprint) version to be deposited in a repository. Publisher versions are rarely permitted. Pre-prints may be eligible but are not considered for this project. See '''Understanding Article Versions''' for definitions.
*'''Version Statement:''' Does the publisher require the item to have a version statement? If yes, what is it? This statement must be added to the article before deposit. In most cases, the Recruiter will do this on the author's behalf to increase the chances of a successful recruitment.
*'''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 or institutions. Is there an embargo period for this article? When will it expire? Has it already expired? If the publisher lists a range of 12-36 months--what is the specific embargo period for that particular journal?
*'''Other?''': Are there other conditions of which we need to be aware? Does this publisher have requirements regarding third party/Creative Commons license?

===Understanding Article Versions===

Copyrighted versions of scholarly articles are generally divided into three categories: the version of record, the author's accepted manuscript, and the submitted manuscript. Terminology for version types may differ--see below for the most common terms. Consult the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://libguides.lb.polyu.edu.hk/open_access/version-of-manuscript Versions of Manuscripts] Lib Guide from Hong Kong Polytechnic University.
*'''Version of Record (i.e. Publisher's version)''' : The version of an article that has undergone final text correction and layout and is published in the journal and typically assigned a DOI. This is the version most authors will attempt to send you in error as they are generally not permitted for self-archiving in most cases. However, there are instances where an author has published in an open access journal or paid an [https://scholcomm.ubc.ca/open-access/ Article Processing Charge] to make their article open access. Open Access articles which do not already have a Creative Commons License are eligible for this recruitment campaign.
*'''Authors' Accepted Manuscript (i.e. Post-prints or AM) :''' This is the final peer-reviewed version that has been '''accepted''' for publication but has '''not yet''' undergone the publisher's final correction and layout. Significantly, these versions have passed the peer-review phase and have been edited by the author to reflect reviewers' commentary. This is the minimum version required by [https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications Tri-Agency Grant Funding Agency Policy on Publications] and is the most '''prioritized''' version for cIRcle deposit.
*'''Submitted Manuscript (i.e. Pre-print or Author's Original Manuscript (AOM)''' is the original version initially sent to the journal for consideration. These versions have not been subject to peer review and are generally not considered eligible for this project.

===Making Decisions Based on Copyright Permissions===

Most academic journals only permit the archiving of an '''accepted manuscript''' or '''submitted''' version of the article. These versions must be acquired from the author. The majority of the articles you will be requesting will be accepted manuscripts and, if they were published within the last year, they will likely be under an embargo.

If the author is submitting in order to comply with the [http://www.science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications], only publisher version and accepted manuscript copies are acceptable.

An '''embargo''' is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals or institutions. If an article 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. Interested parties must make a special request to cIRcle in order to access the embargoed article.

===<big>Using shareyourpaper.org</big>===
[TBD as we develop the workflow]

This tool harvests permissions metadata from various sources including [https://www.crossref.org/ cross-ref], [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated daily). The web application version also indicates which format version can be archived as per the publisher/institution policy.

Share Your Paper is primarily used by researchers to deposit in [http://zenodo.org Zenodo], the repository developed by [https://www.openaire.eu/ OpenAire].

It can also be used to quickly identify whether or where an article is already openly available. It may be used in tandem with the JISC Open Policy finder to identify permissions.

You can do one at a time manual queries or upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a Google spreadsheet and requires a Google Account. It is recommended that you use your UBC email for this account. Register your email in the Google spreadsheet once you're set up to receive updates and get your feedback. You will need to indicate UBC as the institution, so that they can take our institutional policy into account when searching for the author. UBC's ROR ID is https://ror.org/03rmrcq20." To find permissions info for (many) individual articles, go to 'Article Permissions Checker' and put whatever you're searching for in column 'A'. Once you've generated results, copy them all and paste as values. This will stop them regenerating periodically (including when you open the sheet)." (from: https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy) ]

===Recording Self-Archiving Details and Permission Requests in the Tracking Spreadsheet===
*'''Status''': Update this column as needed.
*'''Embargo:''' Record whether or not the article has an embargo date. If yes, record the period or expiry date YY-MM-DD even if the date has already expired. The expiration date can usually be determined by adding the embargo time period to the article's published date. For example, if an article was published on August 13, 2023 and had a 6-month embargo, the embargo end date would be February 13, 2024.
*'''Permitted Version:''' Record which version is eligible for self-archiving. Most commonly this will be the author's accepted manuscript (aka postprint).
*'''Date Contacted:''' Record the date you first contacted the author using YYYY--MM-DD format.
*'''Communication Notes''': Record a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (NB. CTRL+Enter makes a new line inside the cell.) Include any other notes for your personal reference in this section as needed.
*'''License Received''' : Record receipt status of license from the author a "Y" or "N". Use "Y" for openly licensed material.
*'''Content Received''': Record receipt status of content.
*'''Additional Notes''': Use with the colour code RED to note attention is needed. Record specific question or needs in the Additional Notes field and alert the Project Lead as needed.
*'''Initial''': Update as needed to claim an entry.
*'''Date Added''': Record the date the article was added to the spreadsheet.

==Requesting Author Permissions==

Once you've identified articles to request, you can start crafting your email message(s). This campaign differs from previous examples in that emails may have to be tailored for each author to address their particular circumstance (e.g. grant-recipient; content is open access but not open licensed, etc.) An overview of recommended elements is provided below as well as an email template. Please send any suggestions or questions regarding communications to the cIRcle Project Lead:

===Crafting Your Email===
Email templates are provided below. In some cases you will need to refine the email template to suit the specific author or request you are making. A list of the recommended elements including in an email are listed below:

'''Provide Context for the Request'''

Give your e-mail a descriptive subject line. Begin your request by briefly describing the initiative and what cIRcle aims to do. Once you've given the recipient some context, move on to the article request.

====Corresponding Author ====
The Corresponding Author is typically the person who has a copy of the permitted self-archiving version. The corresponding author is usually easily identified via the DOI on the publisher's version of record via a small letter icon or other indicator. If the corresponding author is not a UBC author, ensure you CC them on the email. If there are multiple UBC authors, cc the non-corresponding UBC authors as well.

At least '''one co-author''' must fill out the license form for the article to be uploaded to the repository so it is recommended you address one person as the primary contact and include their name in the pre-populated PDF of the license to avoid confusion.

The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. While the author signing the cIRcle License should make co-authors aware of their agreement to archive the article in cIRcle as per the terms of the license, this task is left to the discretion of the authors to perform and is not monitored or enforced by us.

'''Bundling Your Request'''

If you are requesting more than one article from the same author, it may be best to send only one e-mail with a numbered list of all the relevant articles (aim for 5 or less per email). For each article, include a full citation and a description of the publisher's stipulations for archiving the article (e.g. the permitted version, embargo period, date of embargo expiry if applicable).

'''Instructions'''

After listing the articles, provide the author with clear instructions on how to proceed. Attach the [https://circle.ubc.ca/submissions/license-form/ pre-populated PDF cIRcle License] and provide instructions for completing the form and sending it to you. Use the following file naming convention for the attached License files:
*LastName_FirstInitial_1-2Identifying_words_from_title_cIRcleLicense_YYYY
* Multiple authors: LastName_FirstInitial_et_al_cIRcleLicense_1-2_Identifying_words_from_title_YYYY
Review the [[Library:Circle/File Naming Conventions|cIRcle File Naming Conventions]] for instructions on file name format elements.

=====Self-archiving Versions=====
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)." 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. However you try to explain it, this process is not intuitive so we aim to use our expertise to assist authors navigating publisher requirements. You can always cc the cIRcle Project Lead on these communications for additional help or oversight.

=====Version Statement =====
Ideally there is some indication on the document of the version type. In many cases, publishers, (e.g. Wiley, Elsevier, and Taylor & Francis) will require a version statement to be included on the title page. The most common ones are included in the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki.

Best practice is to add a version statement on behalf of authors even if a publisher doesn't require it. If you know the author or have reason to believe the extra step will not deter them from submitting, you can suggest the authors add the text themselves.

Where a publisher has not specified a version statement, use the following template:

"This is the [preprint/postprint] peer reviewed version of the following article: [FULL CITE], which has been published in final form at [Link to final article using the DOI]."

===='''Style Guide'''====
For consistency, please use Canadian spelling. You may also choose to use Calibri font, size 11.

===='''Closing or Sign Off'''====
Include a complimentary closing statement of your preference such as "Best" or "Kind Regards".

===='''Signature'''====
Use a modified signature for this project. Include your name, position title, cIRcle Assistant email address, a link to the cIRcle website and the cIRcle Office email address circle.repository@ubc.ca. Include a land acknowledgement.

You can use the [https://brand.ubc.ca/e-mail-signature-generator/ UBC Signature Generator to do this.]

===Author Permission Request E-Mail Template===
The initial request template includes context for what is being requested and why, and includes instructions for deposit.

Bracketed text indicates where you need to add details for your particular request or includes templated text that may be included as applicable. For example, if the article you are requesting was funded by one of the Tri-Agencies, noting that this process fulfills this requirement will be helpful.

Ensure the Project Lead is cc'd so they can follow requests and respond as needed. <blockquote> Dear [Honorific, Last Name] [et al],

I am writing on behalf of the University of British Columbia Library to request permission to deposit the [https://libapps-au.s3-ap-southeast-2.amazonaws.com/accounts/102919/images/Example_1_Final_accepted_manuscript_vs_Published_version_2.png author's accepted manuscript (AM)] version one of your research articles in [https://circle.ubc.ca cIRcle], UBC’s institutional repository.

To increase open access to UBC research, we have identified articles from the last five years that are currently published in closed, subscription-based journals but that can legally be made openly available. These articles are published in journals that allow authors to deposit their [https://libguides.lb.polyu.edu.hk/open_access/version-of-manuscript#s-lg-box-22041857 Author Accepted Manuscripts (AAM or AM)] in an institutional repository.

One of your articles was included in this list: '''[insert name of article | link title to DOI IN BOLD''']

[Depositing in cIRcle fulfills the open access requirements of the [https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications-2015 Tri-Agency Open Access Policy on Publications] for grant recipients and ensures your work is openly accessible to anyone regardless of institutional affiliation].

[Depositing your work in cIRcle under a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] helps anyone access and share your work in an centralized open access repository regardless of institutional affiliation.]

If you are interested in adding the following item to the repository, please follow the instructions below.

'''Instructions for Adding Materials to cIRcle'''

'''Step 1. Sign the cIRcle License'''. I have attached a pre-populated [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form] for the article listed below [Include the requested article in the attached license form].

'''Step 2. Find the author’s accepted manuscript (AAM) version of this article'''. This is the post-peer review version accepted for publication but prior to receiving publisher branding. Learn more about identifying the correct [https://docs.google.com/document/d/1c3OUNmGtWcW0_zqb3Z9vJehQpzckJLni1aG0SBBPNUQ/edit?tab=t.0#heading=h.tok89tsqg13x version] or let me know if you have any questions.

'''Step 3: Reply to this email.''' Attach the PDF license and author’s accepted manuscript version of this article and send it to me at '''circle.assistant@ubc.ca.'''

'''Step 4: cIRcle archives the article'''. Once I receive the license and permitted version, I will deposit it to cIRcle on your behalf. In 5-7 business days I will send you a persistent link (URI and DOI) to this item which you can use to openly share your work.

'''Requested Article'''

1. [Citation with DOI]

[Journal Name] permits self-archiving of an article's '''Accepted Manuscript (AM) version''' in an institutional repository after a [# month] embargo] . Your article's embargo lapsed on YYYY-MM-DD.

If you have any questions about this request or if there additional articles, please do not hesitate to contact me.

Thank you in advance for helping to share your research with the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature] </blockquote>
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||
'''Tip:''' Confirm you've received the permitted article version and a completed license. You may need to follow up and provide clearer instructions. If an author 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.
|}

===Following Up With Authors ===
Responses from authors can vary widely. Select scenarios with response templates are included below but it's important to always tailor your response to the specific email. Consult with the Project Lead if you have any questions about how to proceed.

Reply to author correspondences within 1-2 shifts. If a more urgent response time is needed and/or you need assistance from the Project Lead, forward the email with an explanation of what support from the Project Lead is requested.

====Responds with Incorrect Version ====
Many authors find it challenging to understand or identify permitted self-archiving versions and will frequently attach the publisher's version by mistake. In this case, some coaching with additional resources is required. <blockquote> Dear [Honorific, Last Name] [et al],

Thank you very much for your response. The article version you attached appears to be the published version which is not permitted for deposit in an institutional repository without an additional fee [include link to publisher self-archiving policy].

The permitted version is the post-peer review version accepted for publication but prior to publisher formatting. See an [http://hdl.handle.net/2429/86014 example of the author's accepted manuscript] version in cIRcle or refer to the following guide: [https://oabooks-toolkit.org/glossary/article/505344-author-accepted-manuscript Versions of Manuscripts.]

The permitted version may be available in your publisher's submission platform:

[Insert appropriate instructions from [https://docs.google.com/document/d/1E8nSWyMwCHyJgiKpwDS6dYK14Efm99Fa2LZ97TG0NXw/edit?tab=t.0#heading=h.clbvz43nrm75 Direct2AAM]]

Once you have located the accepted manuscript version:

1. '''Sign the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''

2. '''E-mail a copy of the appropriate version of your article''' to circle.assistant@ubc.ca

Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature] </blockquote>

====Does Not Have/Cannot Access Permitted Version====
Keeping a copy of the author's accepted manuscript is not a widespread practice among authors, particularly if they are not the corresponding author. The [https://docs.google.com/document/d/1E8nSWyMwCHyJgiKpwDS6dYK14Efm99Fa2LZ97TG0NXw/edit?tab=t.0#heading=h.clbvz43nrm75 Direct2AAM] resource from OA Works provides instructions for obtaining author's accepted manuscripts (AAM) from publisher submission platforms.

Identify the correct publisher to ensure you are using the relevant instructions and be sure to adapt any language or formatting from the template to suit your particular use case. If they suggest you contact another author, for example, you can adapt the template text and Direct2AAM instructions accordingly. <blockquote>Dear [Honorific, Last Name] [et al],

Thank you very much for your response. The permitted version may be available in your publisher's submission platform:

[Insert appropriate instructions from [https://docs.google.com/document/d/1E8nSWyMwCHyJgiKpwDS6dYK14Efm99Fa2LZ97TG0NXw/edit?tab=t.0#heading=h.clbvz43nrm75 Direct2AAM]]

Once you have located the accepted manuscript version:

1. '''Sign the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''

2. '''E-mail a copy of the appropriate version of your article''' to circle.assistant@ubc.ca

Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature] </blockquote>

====No Response====
If the author does not respond to the initial e-mail after 2-3 weeks, the Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:

Dear [Honorific, Last Name] [et al],

<blockquote>Dear [researcher name],

Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article in cIRcle.

[copy citation again]

Putting the accepted manuscript version of this article (post-peer review but pre-publisher formatting) in cIRcle enables us to make your research openly available to everyone regardless of institutional affiliation.

If you are interested in archiving your articles into cIRcle:

1. '''Sign the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''

2. '''E-mail a copy of the appropriate version of your article''' to circle.assistant@ubc.ca

Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature]</blockquote>If the author does not respond to the follow-up within another 2-4 weeks, mark the item(s) as '''Unsuccessful''' in the Status column of the Tracking Sheet and make a note in '''Communication Notes''' that the Content Recruiter received no response.

==== Archived Submission Notification to Authors ====
If an author responds with the correct version and completed license and you can proceed to deposit, the next email you send to the author will be the notification that their item has been archived. <blockquote>Dear [Honorific, Last Name] [et al],

Thank you for submitting your publication to cIRcle.

The submission has been archived in cIRcle and has been assigned the following persistent link.

Title : [Submission Title]

Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]

Please allow 24 hours for the link to resolve. You can view the Usage Statistics of your item over time by scrolling down to the menu in the record.

Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests or contact the cIRcle Office at circle.repository@ubc.ca

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature]</blockquote>

= Submitting Content to cIRcle=
===The Submission Process (Outreach and Submitter)===
*Confirm required information is captured in the body of the cIRcle License.
** Citation with publisher DOI
**Embargo date (if applicable)
** Content version (e.g. Author's Accepted Manuscript)
**Correct Creative Commons License terms (if applicable; otherwise use default CC-BY-NC-ND)
**Author's signature
**Date of signature
*Ensure you have the publisher permitted version and any rights statements are included on the file (See for example [https://authorservices.wiley.com/author-resources/Journal-Authors/licensing/self-archiving.html Wiley's version statement])
**'''To add a version statement to a postprint''', open the article in Adobe Acrobat and copy and paste the appropriate version statement by clicking "add text" under the "Edit" menu. Ensure that the version statement is located at the top of the first page of the article. View an example of a [http://hdl.handle.net/2429/84162 postprint version statement].
* It can be beneficial to have separate file folders for pre-populated licenses, signed licenses, and received preprints/postprints.
* Create a JIRA ticket to track the submission. Email or forward submission details to circle.repository@ubc.ca with the following subject line: Submission for [author name and/or title(s)].
* Ensure the licensing details are included: The existing Creative Commons licensing terms or include a copy of the completed cIRcle License.
* Assign the JIRA ticket to yourself once created.
* Deposit the item to the relevant collection, typically the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research & Publications] collection. If you have any questions about to which collection the item should be deposited, please ask a member of the cIRcle Office.
*Notify the content provider that the item(s) has/have been archived and include the relevant URI. See email template : '''Archived Submission Notification to Authors.'''
*Tag the cIRcle specialist to the corresponding JIRA ticket once the notification has been sent, so they can archive the license and resolve the task.
* Update the article tracking spreadsheet.
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.

=== Updating the Tracking Spreadsheet: Workflow Complete===
Once the URI has been received, the Content Recruiter updates the tracking spreadsheet:
*Change the article's '''Status''' to "Archived."
* In the '''Communication Notes''' field include a final dated entry confirming the article has been archived in cIRcle.
*Copy and paste the '''cIRcle URI'''.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||
'''Tip:''' Faculty, Researcher and Postdoctoral articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. In special cases where a work by a Non UBC affiliate has been recruited, the article is added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection.
|}

=Checklist=
[[Category:Circle]]
{| border="1" cellspacing="0" cellpadding="2"
|-
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet the project's recruitment criteria?
|-
! scope="row”" |      
| Which version of the article is permissible to submit?
|-
! 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 to include a specific version statement?)
|-
! scope="row”" |    Yes/No   
|Do you have a copy of the [http://circle.sites.olt.ubc.ca/forms/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the author or have you confirmed the CC License?
|-
!   Yes/No   
|Have you forwarded copies of the license(s) and/or article(s) to the cIRcle Listserv at circle.repository@ubc.ca to create a JIRA ticket?
|-
!   Yes/No   
|If the article has been archived, have you notified the author and updated the [https://docs.google.com/spreadsheets/d/1fBiPWkzJgnmt1D2rCptCk97ooNNDuqyw4-VoPQGoIz0/edit?usp=sharing cIRcle Content Recruitment Campaign (Supervisors) Tracking] spreadsheet?
|}

=Assessment Criteria=
Each month, update the [https://docs.google.com/spreadsheets/d/1fBiPWkzJgnmt1D2rCptCk97ooNNDuqyw4-VoPQGoIz0/edit?usp=sharing cIRcle Content Recruitment Campaign (Supervisors) Tracking] spreadsheet with your own Assessment tab. Please include the following:

# Number of authors contacted
#Number of articles requested
# Number of articles archived
#Number of follow-up/interaction emails (includes all post initial request communications)

Measures of success for this project:
*Rate of return: Number of articles deposited
*Usage Statistics: Amount of view/download traffic for articles deposited
*Relationship-building: Authors submit other work; provide positive feedback
*Scalability: Other Library units participate and successfully execute the workflow
{{DEFAULTSORT:CIRcle Content Recruitment Campaign (Supervisors)}}

Library:CIRcle Content Recruitment Campaign (ETD Supervisors)

2025-06-24T23:17:44Z

Tkstephe: /* Eligible for Self-Archiving */

==ETD Supervisor cIRcle Submissions Workflow==

<div align="left">
This is a user guide to help cIRcle Team members identify, request, and deposit scholarly research articles authored by faculty and/or researchers who have acted as supervisors of UBC Vancouver theses and dissertations. Questions about this initiative or to make changes to the workflow should be directed to [mailto:circle.repository@ubc.ca Tara Stephens-Kyte], Digital Repository Librarian at cIRcle.

Questions regarding cIRcle permissions, metadata, and deposit in cIRcle may be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].
</div>

===How to Use This Wiki===

This user guide is a step-by-step workflow to provide open access to articles authored by UBCV ETD Supervisors.

Follow the steps to:
#Identify materials according to the listed criteria;
#Check copyright permissions;
#Request author permissions/permitted article versions;
#Deposit the item in cIRcle;
#Notify author via email submission is complete;
#Maintain cIRcle Content Recruitment Campaign (Supervisors) [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-cIRcleOfficeInternal/Shared%20Documents/ETD%20Supervisor%20Content%20Recruitment%20Tracking/cIRcle%20Content%20Recruitment%20Campaign%20(Supervisors)%20Tracking%20Sheet.xlsx?d=w496c77da10d34547ae2c81da6138d02d&csf=1&web=1&e=TM1RvD&nav=MTVfezAwMDAwMDAwLTAwMDEtMDAwMC0wMTAwLTAwMDAwMDAwMDAwMH0 tracking spreadsheet.]

==Roles and Responsibilities==

===cIRcle Project Lead===
The cIRcle Project Lead oversees the work of participating Staff to ensure deliverables are met and processes are executed accurately. This position is held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte], Digital Repository Librarian.

===Content Recruiter===
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions and permitted article versions from content authors, ensures self-archiving conditions are met, deposits content as a trained Submitter, and sends notifications of archived content. Works closely with the cIRcle Project Lead to perform and adjust workflows as needed, and maintain relevant project and workflow documentation. Maintains clear and consistent communication with the cIRcle Specialist to ensure licenses are archived. This position is currently held by the Digital Research Assistant (Work Learn) at cIRcle.

===cIRcle License Management Coordinator===
The cIRcle Specialist is responsible for liaising with Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License or equivalent permission. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist.

== Project Goals ==
In addition to cIRcle's mandate to provide long-term open access to the teaching and research outputs of the university and its partners, this project aims to:

* Support and expand open access advocacy by building relationships with faculty supervisors who may, in turn, adopt and educate about open practices;
* Maximize name authority metadata work through multiple applications in the repository;
* Investigate new submission workflows to increase volume and efficiency of deposits.

==Criteria: Selecting ETD Supervisor Research Articles for Deposit in cIRcle==
The criteria outlined below aims to define scope for this outreach initiative; however, this criteria may be adjusted throughout in consultation with the cIRcle Project Lead depending on challenges in identifying eligible content or to support specific strategies.

===Supervisor Entry in cIRcle ===
Assess whether the material is representative of the goals of the ETD Supervisor Content Recruitment project.
*'''Author name appears as a supervisor in the metadata of the cIRcle ETD:''' Use the "Supervisor" field limiter in Open Collections (OC) to identify Supervisors in the [https://open.library.ubc.ca/cIRcle/collections/ubctheses Theses and Dissertations] collection. Filter to most recent entries.
**It is also possible to identify supervisors by clicking "List All Theses" at the bottom of the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page to view all theses and dissertations from a given year
*'''No faculty authored items in cIRcle''': Search OC's [https://open.library.ubc.ca/cIRcle/collections/facultyresearchandpublications Faculty Research Publications] collection for entries. Prioritize authors who have no items in cIRcle.
*'''Inclusive or Strategic Representation''': Supervisors in any discipline are relevant to this project. Some scope criteria to consider for directing focus include [https://www.ubc.ca/research/ reputational areas of research] for UBC (e.g. sustainability), Tri-Agency grant recipients, and faculty representing topics or communities that are underrepresented in the repository or are otherwise candidates for focused recruitment (e.g. Indigenous faculty supervisors or Indigenous students; Arts and Education).

===Eligible for Self-Archiving===
*'''Version must be eligible for open access archiving:''' Confirm articles are eligible for self-archiving in an institutional repository. Consult the section on [[#Identifying and Interpreting Self-Archiving Permissions]] if you are new to self-archiving permissions.
*'''Embargoed items:''' Items under embargo are eligible for recruitment. Embargo release dates are calculated based on the date of publication and the embargo period required by the publisher. For example, an article published on 2024-10-01 with a 12 month embargo will have an embargo expiry date of 2025-10-01 added to the deposit file during the submission process. Consult the "Identifying and Interpreting Self-Archiving Permissions" section for more about embargoes and see the cIRcle Submitter Guidelines for internal documentation on how these are applied.

===UBC Affiliations===
*'''Scope to UBC Vancouver Faculty & Researchers:'''
**At least '''one author''' must have been affiliated with UBCV at the time of their supervisory role.
**Check to see if the author is already in the [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]. If so, you can prioritize authors not already in cIRcle or include a link to their item(s) in your outreach email. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.
**See the section on '''Uniqueness''' below for a note about using Creative Commons licensed items to build an author's presence in cIRcle.
*'''Scholarly Level''': UBC Faculty/Researcher level only.

=== Authorship ===

* '''Prioritize articles for which the Supervisor is a corresponding author or articles which have fewer than ~5 authors'''
** This increases the likelihood that the Supervisor still has access the postprint of the requested article

===Timeliness===
*'''Supervisors from the most recent ETDs:''' Filter search for Supervisors in Open Collections to most recent ETDs.
*'''Articles published in the last 3-5 years:''' Recruitment for this project is scoped to articles published within the last 3-5 years, and may include articles pending publication. This time frame increases the likelihood the author has retained the permitted self-archiving version and that current publisher policies apply (see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Checking Copyright Permissions]] header below to learn more about publisher permitted versions and self-archiving).

===Uniqueness===
*'''Not already in cIRcle:''' Articles from BioMed Central and MDPI are already added to cIRcle and so should be excluded from recruitment initiatives. Some authors also send independent deposit requests to cIRcle. Be sure to check cIRcle regularly to ensure you do not request an item that has already been archived.
*'''Behind a paywall or not barrier-free open access:''' Priority for this project are articles which are not currently available open access or which are available open access but do not include share and re-use permissions or otherwise include an access barrier such as the need to register. Where a Supervisor does not have any authored content in cIRcle, it may be advisable to deposit their Creative Commons Licensed content to build their presence in cIRcle prior to contacting them. Priorities can be adjusted as needed based on what type of content the Supervisor has published and under what conditions.
*'''Grant-funded works''': Where possible, this initiative may also help authors meet the requirements of grant-funding agencies. In these cases, the majority of these articles will be Author's Accepted Manuscripts (AM) aka postprints. Note that the [https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications-2015 Tri-Agency] does advise placing '''open access copies''' of research articles in institutional repositories, "[...] routes to open access are not mutually exclusive. Researchers are strongly encouraged to deposit a copy of the final, peer-reviewed manuscript into an accessible online repository immediately upon publication, even if the article is freely available on the journal's website."

===Open Access/Open Licensed===
Content that is already CC-licensed is the lowest priority for recruitment; however, some exceptions may apply:

*''Author Not Already in cIRcle:'' If you aim to contact an author who does not already have content in cIRcle, consider first identifying an open access Creative Commons licensed publication that can be added to cIRcle immediately without the author having to be contacted for permission. This approach provides you with an existing item in cIRcle to reference when reaching out to an author for the first time as an added incentive to add more works to the repository. If you feel there are other strong cases for including already openly available content, please discuss with the Project Lead.

*''Inclusive or Strategic Representation'': Where relevant topics or communities are underrepresented in the repository or are otherwise are candidates for focused recruitment (e.g. Indigenous faculty supervisors or Indigenous students).

By recruiting Open Access content that is not open licensed we ensure CC license terms are applied when deposited in cIRcle to facilitate sharing and re-use. However, some publishers specifically prohibit third-party licensing. Moreover, many authors do not see value in adding already open access content to a repository. Where appropriate, reference the Tri-Agency recommendation on IR deposits of grant-funded research or consult with the Project Lead.

==Identifying Content ==

=== Faculty web pages ===
A good place to start is by checking faculty's own web pages for lists of their publications (e.g. [https://forestry.ubc.ca/faculty-profile/tara-martin/ Tara Martin]). If you find less than 5 items to get started, consider trying another method to identify articles.

=== Google Scholar ===
Many faculty have Google Scholar profiles (e.g. [https://scholar.google.ca/scholar?hl=en&as_sdt=0%2C5&q=tara+martin&btnG= Tara Martin GS profile]). You can use limiters to scope to the last 3-5 years. (Please note that not all Open Collections articles are properly indexed in Google Scholar so you will still need to check to see if there is a cIRcle copy before contacting the author.

==Saving Citations==

Citations for eligible articles and the status of requested materials are recorded in the cIRcle Content Recruitment Campaign (Supervisors) [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-cIRcleOfficeInternal/Shared%20Documents/ETD%20Supervisor%20Content%20Recruitment%20Tracking/cIRcle%20Content%20Recruitment%20Campaign%20(Supervisors)%20Tracking%20Sheet.xlsx?d=w496c77da10d34547ae2c81da6138d02d&csf=1&web=1&e=TM1RvD&nav=MTVfezAwMDAwMDAwLTAwMDEtMDAwMC0wMTAwLTAwMDAwMDAwMDAwMH0 tracking spreadsheet.]This is a shared spreadsheet with set columns and a colour key. Recommend/requested changes to the format of the spreadsheet should be reviewed and approved in consultation with the Project Lead as needed and appropriate. Proposed changes/refinements may be communicated via email or in the project meetings. When updating the spreadsheet, please review the following best practices:

===cIRcle Content Recruitment Campaign (Supervisors) Tracking Spreadsheet===

*'''IMPORTANT!''' '''DO NOT EDIT A FILTERED SPREADSHEET.''' Ensure you turn off any viewing filters you've applied before adding or revising any content in the spreadsheet.
*'''Order of entry''': Entries in the tracking spreadsheet are arranged from A-Z by first author's last name (refer to the '''Author''' column). Follow this alphabetical order when adding new rows for article entries.
*'''Status:''' Refer to the Colour Code tab to indicate the status of each entry. Use the appropriate status term to ensure accurate metrics. Do not record any notes in this column.
*'''Author''': Enter all the author names ensuring the first one is entered as ''Last Name, First Name''. Otherwise, you can list it as ''Last Name, First Name,'' et al.
*'''Contact Information:''' Include the name of the UBC author (first name, last name) and e-mail address. If the corresponding author is not a UBC affiliate, include them as well. The corresponding author is often identified on the publisher's site--use the DOI to navigate to the published article.
*'''Title:''' Enter the item title. You will use this to draft your request email.
*'''Citation:''' APA style is most frequently used within this spreadsheet but there are no citation style guidelines for cIRcle. Submitters should ensure the citation itself is accurate so it can be pasted into a DSpace item record.
*'''Publisher DOI:''' Enter the DOI for the publisher's version of the article. Submitters can use this to copy/paste into a DSpace item record.
*'''Grant funded Y/N:''' Indicate "Y" if the paper cited funding from CIHR, NSERC or SSHRC (e.g. The Tri-Agencies). Indicate "N" if no funding or funding other than Tri-Agencies is cited.
*'''Initials:''' As there may be multiple individuals updating the spreadsheet, please record your initials to note responsibility for each entry.
*'''Additional Notes:''' If there is information relevant to record (such as reason for not pursuing deposit) you can add a note (e.g publisher does not permit third-party licenses).

Once you begin working on an eligible citation, refer to the '''Recording Self-Archiving Details and Permission Requests in the Tracking Spreadsheet''' section for data entry instructions on next steps.

==Identifying and Interpreting Self-Archiving Permissions==
Authors typically sign copyright over to publishers in exchange publication in their journal. In many cases, those journal publishers grant rights back to the author that dictate how, when, and where an author may share their article. The practice of adding an article to an institutional repository is known as "[https://en.wikipedia.org/wiki/Self-archiving self-archiving]". Once you've identified an article that meets the eligibility criteria for recruitment, the next step is identifying whether the publisher permits self-archiving and, if yes, under what conditions.

If you're new to many of these concepts or the world of Open Access, consult the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] for more detailed instructions on how to identify and interpret these policies.

=== Self-archiving Policies===
'''[https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder (formerly SHERPA/RoMEO]''' is the first stop for discovering and understanding publisher self-archiving policies. You can also consult the Open Policy Finder [https://openpolicyfinder.jisc.ac.uk/help user guide] for more information on how to interpret OA pathway policies from their database. Other permissions checking tools which you may be interested in exploring but which are not required for this project include [http://unpaywall.org/user-guides/libraries '''unpaywall.org'''] and [https://shareyourpaper.org/permissions '''shareyourpaper.org''']. Brief overviews of this tools in practice are provided below.

If the journal's Open Policy Finder entry indicates the article may be self-archived, the next step is to identify the conditions for deposit:

*'''Permitted Version''': Which version does the publisher allow to be deposited in a repository? Most publishers will permit the authors' accepted manuscript (aka postprint) version to be deposited in a repository. Publisher versions are rarely permitted. Pre-prints may be eligible but are not considered for this project. See '''Understanding Article Versions''' for definitions.
*'''Version Statement:''' Does the publisher require the item to have a version statement? If yes, what is it? This statement must be added to the article before deposit. In most cases, the Recruiter will do this on the author's behalf to increase the chances of a successful recruitment.
*'''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 or institutions. Is there an embargo period for this article? When will it expire? Has it already expired? If the publisher lists a range of 12-36 months--what is the specific embargo period for that particular journal?
*'''Other?''': Are there other conditions of which we need to be aware? Does this publisher have requirements regarding third party/Creative Commons license?

===Understanding Article Versions===

Copyrighted versions of scholarly articles are generally divided into three categories: the version of record, the author's accepted manuscript, and the submitted manuscript. Terminology for version types may differ--see below for the most common terms. Consult the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://libguides.lb.polyu.edu.hk/open_access/version-of-manuscript Versions of Manuscripts] Lib Guide from Hong Kong Polytechnic University.
*'''Version of Record (i.e. Publisher's version)''' : The version of an article that has undergone final text correction and layout and is published in the journal and typically assigned a DOI. This is the version most authors will attempt to send you in error as they are generally not permitted for self-archiving in most cases. However, there are instances where an author has published in an open access journal or paid an [https://scholcomm.ubc.ca/open-access/ Article Processing Charge] to make their article open access. Open Access articles which do not already have a Creative Commons License are eligible for this recruitment campaign.
*'''Authors' Accepted Manuscript (i.e. Post-prints or AM) :''' This is the final peer-reviewed version that has been '''accepted''' for publication but has '''not yet''' undergone the publisher's final correction and layout. Significantly, these versions have passed the peer-review phase and have been edited by the author to reflect reviewers' commentary. This is the minimum version required by [https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications Tri-Agency Grant Funding Agency Policy on Publications] and is the most '''prioritized''' version for cIRcle deposit.
*'''Submitted Manuscript (i.e. Pre-print or Author's Original Manuscript (AOM)''' is the original version initially sent to the journal for consideration. These versions have not been subject to peer review and are generally not considered eligible for this project.

===Making Decisions Based on Copyright Permissions===

Most academic journals only permit the archiving of an '''accepted manuscript''' or '''submitted''' version of the article. These versions must be acquired from the author. The majority of the articles you will be requesting will be accepted manuscripts and, if they were published within the last year, they will likely be under an embargo.

If the author is submitting in order to comply with the [http://www.science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications], only publisher version and accepted manuscript copies are acceptable.

An '''embargo''' is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals or institutions. If an article 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. Interested parties must make a special request to cIRcle in order to access the embargoed article.

===<big>Using shareyourpaper.org</big>===
[TBD as we develop the workflow]

[Saving previous text for editing following workflow design: [...] search for single or bulk items using DOI in [http://shareyourpaper.org shareyourpaper.org]. This tool harvests permissions metadata from various sources including [https://www.crossref.org/ cross-ref], [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated daily). The web application version also indicates which format version can be archived as per the publisher/institution policy. It's primary use is for researchers to deposit in [http://zenodo.org Zenodo], the repository developed by [https://www.openaire.eu/ OpenAire]. '''Though not required, this tool is a great resource for immediately identifying whether (and where) an article is already openly available before investigating specific-terms in the Jisc Open Policy Finder.'''

You can do one at a time manual queries or upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a Google spreadsheet and requires a Google Account. It is recommended that you use your UBC email for this account.

Register your email in the Google spreadsheet once you're set up to receive updates and get your feedback. You will need to indicate UBC as the institution, so that they can take our institutional policy into account when searching for the author. UBC's ROR ID is https://ror.org/03rmrcq20." To find permissions info for (many) individual articles, go to 'Article Permissions Checker' and put whatever you're searching for in column 'A'. Once you've generated results, copy them all and paste as values. This will stop them regenerating periodically (including when you open the sheet)." (from: https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy) ]

===Recording Self-Archiving Details and Permission Requests in the Tracking Spreadsheet===
*'''Status''': Update this column as needed.
*'''Embargo:''' Record whether or not the article has an embargo date. If yes, record the period or expiry date YY-MM-DD even if the date has already expired. The expiration date can usually be determined by adding the embargo time period to the article's published date. For example, if an article was published on August 13, 2023 and had a 6-month embargo, the embargo end date would be February 13, 2024.
*'''Permitted Version:''' Record which version is eligible for self-archiving. Most commonly this will be the author's accepted manuscript (aka postprint).
*'''Date Contacted:''' Record the date you first contacted the author using YYYY--MM-DD format.
*'''Communication Notes''': Record a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (NB. CTRL+Enter makes a new line inside the cell.) Include any other notes for your personal reference in this section as needed.
*'''License Received''' : Record receipt status of license from the author a "Y" or "N". Use "Y" for openly licensed material.
*'''Content Received''': Record receipt status of content.
*'''Additional Notes''': Use with the colour code RED to note attention is needed. Record specific question or needs in the Additional Notes field and alert the Project Lead as needed.
*'''Initial''': Update as needed to claim an entry.
*'''Date Added''': Record the date the article was added to the spreadsheet.

==Requesting Author Permissions==

Once you've identified articles to request, you can start crafting your email message(s). This campaign differs from previous examples in that emails may have to be tailored for each author to address their particular circumstance (e.g. grant-recipient; content is open access but not open licensed, etc.) An overview of recommended elements is provided below as well as an email template. Please send any suggestions or questions regarding communications to the cIRcle Project Lead:

===Crafting Your Email===
Email templates are provided below. In some cases you will need to refine the email template to suit the specific author or request you are making. A list of the recommended elements including in an email are listed below:

'''Provide Context for the Request'''

Give your e-mail a descriptive subject line. Begin your request by briefly describing the initiative and what cIRcle aims to do. Once you've given the recipient some context, move on to the article request.

====Corresponding Author ====
The Corresponding Author is typically the person who has a copy of the permitted self-archiving version. The corresponding author is usually easily identified via the DOI on the publisher's version of record via a small letter icon or other indicator. If the corresponding author is not a UBC author, ensure you CC them on the email. If there are multiple UBC authors, cc the non-corresponding UBC authors as well.

At least '''one co-author''' must fill out the license form for the article to be uploaded to the repository so it is recommended you address one person as the primary contact and include their name in the pre-populated PDF of the license to avoid confusion.

The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. While the author signing the cIRcle License should make co-authors aware of their agreement to archive the article in cIRcle as per the terms of the license, this task is left to the discretion of the authors to perform and is not monitored or enforced by us.

'''Bundling Your Request'''

If you are requesting more than one article from the same author, it may be best to send only one e-mail with a numbered list of all the relevant articles (aim for 5 or less per email). For each article, include a full citation and a description of the publisher's stipulations for archiving the article (e.g. the permitted version, embargo period, date of embargo expiry if applicable).

'''Instructions'''

After listing the articles, provide the author with clear instructions on how to proceed. Attach the [https://circle.ubc.ca/submissions/license-form/ pre-populated PDF cIRcle License] and provide instructions for completing the form and sending it to you. Use the following file naming convention for the attached License files:
*LastName_FirstInitial_1-2Identifying_words_from_title_cIRcleLicense_YYYY
* Multiple authors: LastName_FirstInitial_et_al_cIRcleLicense_1-2_Identifying_words_from_title_YYYY
Review the [[Library:Circle/File Naming Conventions|cIRcle File Naming Conventions]] for instructions on file name format elements.

=====Self-archiving Versions=====
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)." 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. However you try to explain it, this process is not intuitive so we aim to use our expertise to assist authors navigating publisher requirements. You can always cc the cIRcle Project Lead on these communications for additional help or oversight.

=====Version Statement =====
Ideally there is some indication on the document of the version type. In many cases, publishers, (e.g. Wiley, Elsevier, and Taylor & Francis) will require a version statement to be included on the title page. The most common ones are included in the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki.

Best practice is to add a version statement on behalf of authors even if a publisher doesn't require it. If you know the author or have reason to believe the extra step will not deter them from submitting, you can suggest the authors add the text themselves.

Where a publisher has not specified a version statement, use the following template:

"This is the [preprint/postprint] peer reviewed version of the following article: [FULL CITE], which has been published in final form at [Link to final article using the DOI]."

===='''Style Guide'''====
For consistency, please use Canadian spelling. You may also choose to use Calibri font, size 11.

===='''Closing or Sign Off'''====
Include a complimentary closing statement of your preference such as "Best" or "Kind Regards".

===='''Signature'''====
Use a modified signature for this project. Include your name, position title, cIRcle Assistant email address, a link to the cIRcle website and the cIRcle Office email address circle.repository@ubc.ca. Include a land acknowledgement.

You can use the [https://brand.ubc.ca/e-mail-signature-generator/ UBC Signature Generator to do this.]

===Author Permission Request E-Mail Template===
The initial request template includes context for what is being requested and why, and includes instructions for deposit.

Bracketed text indicates where you need to add details for your particular request or includes templated text that may be included as applicable. For example, if the article you are requesting was funded by one of the Tri-Agencies, noting that this process fulfills this requirement will be helpful.

Ensure the Project Lead is cc'd so they can follow requests and respond as needed. <blockquote> Dear [Honorific, Last Name] [et al],

I am writing on behalf of the University of British Columbia Library to request permission to deposit the [https://libapps-au.s3-ap-southeast-2.amazonaws.com/accounts/102919/images/Example_1_Final_accepted_manuscript_vs_Published_version_2.png author's accepted manuscript (AM)] version one of your research articles in [https://circle.ubc.ca cIRcle], UBC’s institutional repository.

To increase open access to UBC research, we have identified articles from the last five years that are currently published in closed, subscription-based journals but that can legally be made openly available. These articles are published in journals that allow authors to deposit their [https://libguides.lb.polyu.edu.hk/open_access/version-of-manuscript#s-lg-box-22041857 Author Accepted Manuscripts (AAM or AM)] in an institutional repository.

One of your articles was included in this list: '''[insert name of article | link title to DOI IN BOLD''']

[Depositing in cIRcle fulfills the open access requirements of the [https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications-2015 Tri-Agency Open Access Policy on Publications] for grant recipients and ensures your work is openly accessible to anyone regardless of institutional affiliation].

[Depositing your work in cIRcle under a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] helps anyone access and share your work in an centralized open access repository regardless of institutional affiliation.]

If you are interested in adding the following item to the repository, please follow the instructions below.

'''Instructions for Adding Materials to cIRcle'''

'''Step 1. Sign the cIRcle License'''. I have attached a pre-populated [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form] for the article listed below [Include the requested article in the attached license form].

'''Step 2. Find the author’s accepted manuscript (AAM) version of this article'''. This is the post-peer review version accepted for publication but prior to receiving publisher branding. Learn more about identifying the correct [https://docs.google.com/document/d/1c3OUNmGtWcW0_zqb3Z9vJehQpzckJLni1aG0SBBPNUQ/edit?tab=t.0#heading=h.tok89tsqg13x version] or let me know if you have any questions.

'''Step 3: Reply to this email.''' Attach the PDF license and author’s accepted manuscript version of this article and send it to me at '''circle.assistant@ubc.ca.'''

'''Step 4: cIRcle archives the article'''. Once I receive the license and permitted version, I will deposit it to cIRcle on your behalf. In 5-7 business days I will send you a persistent link (URI and DOI) to this item which you can use to openly share your work.

'''Requested Article'''

1. [Citation with DOI]

[Journal Name] permits self-archiving of an article's '''Accepted Manuscript (AM) version''' in an institutional repository after a [# month] embargo] . Your article's embargo lapsed on YYYY-MM-DD.

If you have any questions about this request or if there additional articles, please do not hesitate to contact me.

Thank you in advance for helping to share your research with the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature] </blockquote>
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||
'''Tip:''' Confirm you've received the permitted article version and a completed license. You may need to follow up and provide clearer instructions. If an author 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.
|}

===Following Up With Authors ===
Responses from authors can vary widely. Select scenarios with response templates are included below but it's important to always tailor your response to the specific email. Consult with the Project Lead if you have any questions about how to proceed.

Reply to author correspondences within 1-2 shifts. If a more urgent response time is needed and/or you need assistance from the Project Lead, forward the email with an explanation of what support from the Project Lead is requested.

====Responds with Incorrect Version ====
Many authors find it challenging to understand or identify permitted self-archiving versions and will frequently attach the publisher's version by mistake. In this case, some coaching with additional resources is required. <blockquote> Dear [Honorific, Last Name] [et al],

Thank you very much for your response. The article version you attached appears to be the published version which is not permitted for deposit in an institutional repository without an additional fee [include link to publisher self-archiving policy].

The permitted version is the post-peer review version accepted for publication but prior to publisher formatting. See an [http://hdl.handle.net/2429/86014 example of the author's accepted manuscript] version in cIRcle or refer to the following guide: [https://oabooks-toolkit.org/glossary/article/505344-author-accepted-manuscript Versions of Manuscripts.]

The permitted version may be available in your publisher's submission platform:

[Insert appropriate instructions from [https://docs.google.com/document/d/1E8nSWyMwCHyJgiKpwDS6dYK14Efm99Fa2LZ97TG0NXw/edit?tab=t.0#heading=h.clbvz43nrm75 Direct2AAM]]

Once you have located the accepted manuscript version:

1. '''Sign the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''

2. '''E-mail a copy of the appropriate version of your article''' to circle.assistant@ubc.ca

Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature] </blockquote>

====Does Not Have/Cannot Access Permitted Version====
Keeping a copy of the author's accepted manuscript is not a widespread practice among authors, particularly if they are not the corresponding author. The [https://docs.google.com/document/d/1E8nSWyMwCHyJgiKpwDS6dYK14Efm99Fa2LZ97TG0NXw/edit?tab=t.0#heading=h.clbvz43nrm75 Direct2AAM] resource from OA Works provides instructions for obtaining author's accepted manuscripts (AAM) from publisher submission platforms.

Identify the correct publisher to ensure you are using the relevant instructions and be sure to adapt any language or formatting from the template to suit your particular use case. If they suggest you contact another author, for example, you can adapt the template text and Direct2AAM instructions accordingly. <blockquote>Dear [Honorific, Last Name] [et al],

Thank you very much for your response. The permitted version may be available in your publisher's submission platform:

[Insert appropriate instructions from [https://docs.google.com/document/d/1E8nSWyMwCHyJgiKpwDS6dYK14Efm99Fa2LZ97TG0NXw/edit?tab=t.0#heading=h.clbvz43nrm75 Direct2AAM]]

Once you have located the accepted manuscript version:

1. '''Sign the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''

2. '''E-mail a copy of the appropriate version of your article''' to circle.assistant@ubc.ca

Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature] </blockquote>

====No Response====
If the author does not respond to the initial e-mail after 2-3 weeks, the Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:

Dear [Honorific, Last Name] [et al],

<blockquote>Dear [researcher name],

Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article in cIRcle.

[copy citation again]

Putting the accepted manuscript version of this article (post-peer review but pre-publisher formatting) in cIRcle enables us to make your research openly available to everyone regardless of institutional affiliation.

If you are interested in archiving your articles into cIRcle:

1. '''Sign the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''

2. '''E-mail a copy of the appropriate version of your article''' to circle.assistant@ubc.ca

Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature]</blockquote>If the author does not respond to the follow-up within another 2-4 weeks, mark the item(s) as '''Unsuccessful''' in the Status column of the Tracking Sheet and make a note in '''Communication Notes''' that the Content Recruiter received no response.

==== Archived Submission Notification to Authors ====
If an author responds with the correct version and completed license and you can proceed to deposit, the next email you send to the author will be the notification that their item has been archived. <blockquote>Dear [Honorific, Last Name] [et al],

Thank you for submitting your publication to cIRcle.

The submission has been archived in cIRcle and has been assigned the following persistent link.

Title : [Submission Title]

Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]

Please allow 24 hours for the link to resolve. You can view the Usage Statistics of your item over time by scrolling down to the menu in the record.

Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests or contact the cIRcle Office at circle.repository@ubc.ca

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature]</blockquote>

= Submitting Content to cIRcle=
===The Submission Process (Outreach and Submitter)===
*Confirm required information is captured in the body of the cIRcle License.
** Citation with publisher DOI
**Embargo date (if applicable)
** Content version (e.g. Author's Accepted Manuscript)
**Correct Creative Commons License terms (if applicable; otherwise use default CC-BY-NC-ND)
**Author's signature
**Date of signature
*Ensure you have the publisher permitted version and any rights statements are included on the file (See for example [https://authorservices.wiley.com/author-resources/Journal-Authors/licensing/self-archiving.html Wiley's version statement])
**'''To add a version statement to a postprint''', open the article in Adobe Acrobat and copy and paste the appropriate version statement by clicking "add text" under the "Edit" menu. Ensure that the version statement is located at the top of the first page of the article. View an example of a [http://hdl.handle.net/2429/84162 postprint version statement].
* It can be beneficial to have separate file folders for pre-populated licenses, signed licenses, and received preprints/postprints.
* Create a JIRA ticket to track the submission. Email or forward submission details to circle.repository@ubc.ca with the following subject line: Submission for [author name and/or title(s)].
* Ensure the licensing details are included: The existing Creative Commons licensing terms or include a copy of the completed cIRcle License.
* Assign the JIRA ticket to yourself once created.
* Deposit the item to the relevant collection, typically the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research & Publications] collection. If you have any questions about to which collection the item should be deposited, please ask a member of the cIRcle Office.
*Notify the content provider that the item(s) has/have been archived and include the relevant URI. See email template : '''Archived Submission Notification to Authors.'''
*Tag the cIRcle specialist to the corresponding JIRA ticket once the notification has been sent, so they can archive the license and resolve the task.
* Update the article tracking spreadsheet.
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.

=== Updating the Tracking Spreadsheet: Workflow Complete===
Once the URI has been received, the Content Recruiter updates the tracking spreadsheet:
*Change the article's '''Status''' to "Archived."
* In the '''Communication Notes''' field include a final dated entry confirming the article has been archived in cIRcle.
*Copy and paste the '''cIRcle URI'''.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||
'''Tip:''' Faculty, Researcher and Postdoctoral articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. In special cases where a work by a Non UBC affiliate has been recruited, the article is added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection.
|}

=Checklist=
[[Category:Circle]]
{| border="1" cellspacing="0" cellpadding="2"
|-
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet the project's recruitment criteria?
|-
! scope="row”" |      
| Which version of the article is permissible to submit?
|-
! 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 to include a specific version statement?)
|-
! scope="row”" |    Yes/No   
|Do you have a copy of the [http://circle.sites.olt.ubc.ca/forms/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the author or have you confirmed the CC License?
|-
!   Yes/No   
|Have you forwarded copies of the license(s) and/or article(s) to the cIRcle Listserv at circle.repository@ubc.ca to create a JIRA ticket?
|-
!   Yes/No   
|If the article has been archived, have you notified the author and updated the [https://docs.google.com/spreadsheets/d/1fBiPWkzJgnmt1D2rCptCk97ooNNDuqyw4-VoPQGoIz0/edit?usp=sharing cIRcle Content Recruitment Campaign (Supervisors) Tracking] spreadsheet?
|}

=Assessment Criteria=
Each month, update the [https://docs.google.com/spreadsheets/d/1fBiPWkzJgnmt1D2rCptCk97ooNNDuqyw4-VoPQGoIz0/edit?usp=sharing cIRcle Content Recruitment Campaign (Supervisors) Tracking] spreadsheet with your own Assessment tab. Please include the following:

# Number of authors contacted
#Number of articles requested
# Number of articles archived
#Number of follow-up/interaction emails (includes all post initial request communications)

Measures of success for this project:
*Rate of return: Number of articles deposited
*Usage Statistics: Amount of view/download traffic for articles deposited
*Relationship-building: Authors submit other work; provide positive feedback
*Scalability: Other Library units participate and successfully execute the workflow
{{DEFAULTSORT:CIRcle Content Recruitment Campaign (Supervisors)}}

Library:CIRcle Content Recruitment Campaign (ETD Supervisors)

2025-06-20T21:42:34Z

Tkstephe: /* Archived Submission Notification to Authors */

==ETD Supervisor cIRcle Submissions Workflow==

<div align="left">
This is a user guide to help cIRcle Team members identify, request, and deposit scholarly research articles authored by faculty and/or researchers who have acted as supervisors of UBC Vancouver theses and dissertations. Questions about this initiative or to make changes to the workflow should be directed to [mailto:circle.repository@ubc.ca Tara Stephens-Kyte], Digital Repository Librarian at cIRcle.

Questions regarding cIRcle permissions, metadata, and deposit in cIRcle may be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].
</div>

===How to Use This Wiki===

This user guide is a step-by-step workflow to provide open access to articles authored by UBCV ETD Supervisors.

Follow the steps to:
#Identify materials according to the listed criteria;
#Check copyright permissions;
#Request author permissions/permitted article versions;
#Deposit the item in cIRcle;
#Notify author via email submission is complete;
#Maintain cIRcle Content Recruitment Campaign (Supervisors) [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-cIRcleOfficeInternal/Shared%20Documents/ETD%20Supervisor%20Content%20Recruitment%20Tracking/cIRcle%20Content%20Recruitment%20Campaign%20(Supervisors)%20Tracking%20Sheet.xlsx?d=w496c77da10d34547ae2c81da6138d02d&csf=1&web=1&e=TM1RvD&nav=MTVfezAwMDAwMDAwLTAwMDEtMDAwMC0wMTAwLTAwMDAwMDAwMDAwMH0 tracking spreadsheet.]

==Roles and Responsibilities==

===cIRcle Project Lead===
The cIRcle Project Lead oversees the work of participating Staff to ensure deliverables are met and processes are executed accurately. This position is held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte], Digital Repository Librarian.

===Content Recruiter===
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions and permitted article versions from content authors, ensures self-archiving conditions are met, deposits content as a trained Submitter, and sends notifications of archived content. Works closely with the cIRcle Project Lead to perform and adjust workflows as needed, and maintain relevant project and workflow documentation. Maintains clear and consistent communication with the cIRcle Specialist to ensure licenses are archived. This position is currently held by the Digital Research Assistant (Work Learn) at cIRcle.

===cIRcle License Management Coordinator===
The cIRcle Specialist is responsible for liaising with Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License or equivalent permission. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist.

== Project Goals ==
In addition to cIRcle's mandate to provide long-term open access to the teaching and research outputs of the university and its partners, this project aims to:

* Support and expand open access advocacy by building relationships with faculty supervisors who may, in turn, adopt and educate about open practices;
* Maximize name authority metadata work through multiple applications in the repository;
* Investigate new submission workflows to increase volume and efficiency of deposits.

==Criteria: Selecting ETD Supervisor Research Articles for Deposit in cIRcle==
The criteria outlined below aims to define scope for this outreach initiative; however, this criteria may be adjusted throughout in consultation with the cIRcle Project Lead depending on challenges in identifying eligible content or to support specific strategies.

===Supervisor Entry in cIRcle ===
Assess whether the material is representative of the goals of the ETD Supervisor Content Recruitment project.
*'''Author name appears as a supervisor in the metadata of the cIRcle ETD:''' Use the "Supervisor" field limiter in Open Collections (OC) to identify Supervisors in the [https://open.library.ubc.ca/cIRcle/collections/ubctheses Theses and Dissertations] collection. Filter to most recent entries.
**It is also possible to identify supervisors by clicking "List All Theses" at the bottom of the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page to view all theses and dissertations from a given year
*'''No faculty authored items in cIRcle''': Search OC's [https://open.library.ubc.ca/cIRcle/collections/facultyresearchandpublications Faculty Research Publications] collection for entries. Prioritize authors who have no items in cIRcle.
*'''Inclusive or Strategic Representation''': Supervisors in any discipline are relevant to this project. Some scope criteria to consider for directing focus include [https://www.ubc.ca/research/ reputational areas of research] for UBC (e.g. sustainability), Tri-Agency grant recipients, and faculty representing topics or communities that are underrepresented in the repository or are otherwise candidates for focused recruitment (e.g. Indigenous faculty supervisors or Indigenous students; Arts and Education).

===Eligible for Self-Archiving===
*'''Version must be eligible for open access archiving:''' Confirm articles are eligible for self-archiving in an institutional repository. Consult the section on [[#Identifying and Interpreting Self-Archiving Permissions]] if you are new to self-archiving permissions.
*'''Embargoed items:''' Items under embargo are eligible for recruitment. Embargo release dates are calculated based on the date of publication and the embargo period required by the publisher. For example, an article published on 2024-10-01 with a 12 month embargo will have an embargo expiry date of 2025-10-01 added to the deposit file during the submission process. Consult the "Identifying and Interpreting Self-Archiving Permissions" section for more about embargoes and see the cIRcle Submitter Guidelines for internal documentation on how these are applied.

===UBC Affiliations===
*'''Scope to UBC Vancouver Faculty & Researchers:'''
**At least '''one author''' must have been affiliated with UBCV at the time of their supervisory role.
**Check to see if the author is already in the [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]. If so, you can prioritize authors not already in cIRcle or include a link to their item(s) in your outreach email. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.
**See the section on '''Uniqueness''' below for a note about using Creative Commons licensed items to build an author's presence in cIRcle.
*'''Scholarly Level''': UBC Faculty/Researcher level only.

=== Authorship ===

* '''Prioritize articles for which the Supervisor is a corresponding author or articles which have fewer than ~5 authors'''
** This increases the likelihood that the Supervisor still has access the postprint of the requested article

===Timeliness===
*'''Supervisors from the most recent ETDs:''' Filter search for Supervisors in Open Collections to most recent ETDs.
*'''Articles published in the last 3-5 years:''' Recruitment for this project is scoped to articles published within the last 3-5 years, and may include articles pending publication. This time frame increases the likelihood the author has retained the permitted self-archiving version and that current publisher policies apply (see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Checking Copyright Permissions]] header below to learn more about publisher permitted versions and self-archiving).

===Uniqueness===
*'''Not already in cIRcle:''' Articles from BioMed Central and MDPI are already added to cIRcle and so should be excluded from recruitment initiatives. Some authors also send independent deposit requests to cIRcle. Be sure to check cIRcle regularly to ensure you do not request an item that has already been archived.
*'''Behind a paywall or not barrier-free open access:''' Priority for this project are articles which are not currently available open access or which are available open access but do not include share and re-use permissions or otherwise include an access barrier such as the need to register. Where a Supervisor does not have any authored content in cIRcle, it may be advisable to deposit their Creative Commons Licensed content to build their presence in cIRcle prior to contacting them. Priorities can be adjusted as needed based on what type of content the Supervisor has published and under what conditions.
*'''Grant-funded works''': Where possible, this initiative may also help authors meet the requirements of grant-funding agencies. In these cases, the majority of these articles will be Author's Accepted Manuscripts (AM) aka postprints. Note that the [https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications-2015 Tri-Agency] does advise placing '''open access copies''' of research articles in institutional repositories, "[...] routes to open access are not mutually exclusive. Researchers are strongly encouraged to deposit a copy of the final, peer-reviewed manuscript into an accessible online repository immediately upon publication, even if the article is freely available on the journal's website."

===Open Access/Open Licensed===
Content that is already CC-licensed is the lowest priority for recruitment; however, some exceptions may apply:

*''Author Not Already in cIRcle:'' If you aim to contact an author who does not already have content in cIRcle, consider first identifying an open access Creative Commons licensed publication that can be added to cIRcle immediately without the author having to be contacted for permission. This approach provides you with an existing item in cIRcle to reference when reaching out to an author for the first time as an added incentive to add more works to the repository. If you feel there are other strong cases for including already openly available content, please discuss with the Project Lead.

*''Inclusive or Strategic Representation'': Where relevant topics or communities are underrepresented in the repository or are otherwise are candidates for focused recruitment (e.g. Indigenous faculty supervisors or Indigenous students).

By recruiting Open Access content that is not open licensed we ensure CC license terms are applied when deposited in cIRcle to facilitate sharing and re-use; however, it should be noted that some Open Access publishers specifically prohibit third-party licensing and many authors do not see value in adding already open access content to a repository. Where appropriate, reference the Tri-Agency recommendation on IR deposits of grant-funded research or consult with the Project Lead.

==Identifying Content ==

=== Faculty web pages ===
A good place to start is by checking faculty's own web pages for lists of their publications (e.g. [https://forestry.ubc.ca/faculty-profile/tara-martin/ Tara Martin]). If you find less than 5 items to get started, consider trying another method to identify articles.

=== Google Scholar ===
Many faculty have Google Scholar profiles (e.g. [https://scholar.google.ca/scholar?hl=en&as_sdt=0%2C5&q=tara+martin&btnG= Tara Martin GS profile]). You can use limiters to scope to the last 3-5 years. (Please note that not all Open Collections articles are properly indexed in Google Scholar so you will still need to check to see if there is a cIRcle copy before contacting the author.

==Saving Citations==

Citations for eligible articles and the status of requested materials are recorded in the cIRcle Content Recruitment Campaign (Supervisors) [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-cIRcleOfficeInternal/Shared%20Documents/ETD%20Supervisor%20Content%20Recruitment%20Tracking/cIRcle%20Content%20Recruitment%20Campaign%20(Supervisors)%20Tracking%20Sheet.xlsx?d=w496c77da10d34547ae2c81da6138d02d&csf=1&web=1&e=TM1RvD&nav=MTVfezAwMDAwMDAwLTAwMDEtMDAwMC0wMTAwLTAwMDAwMDAwMDAwMH0 tracking spreadsheet.]This is a shared spreadsheet with set columns and a colour key. Recommend/requested changes to the format of the spreadsheet should be reviewed and approved in consultation with the Project Lead as needed and appropriate. Proposed changes/refinements may be communicated via email or in the project meetings. When updating the spreadsheet, please review the following best practices:

===cIRcle Content Recruitment Campaign (Supervisors) Tracking Spreadsheet===

*'''IMPORTANT!''' '''DO NOT EDIT A FILTERED SPREADSHEET.''' Ensure you turn off any viewing filters you've applied before adding or revising any content in the spreadsheet.
*'''Order of entry''': Entries in the tracking spreadsheet are arranged from A-Z by first author's last name (refer to the '''Author''' column). Follow this alphabetical order when adding new rows for article entries.
*'''Status:''' Refer to the Colour Code tab to indicate the status of each entry. Use the appropriate status term to ensure accurate metrics. Do not record any notes in this column.
*'''Author''': Enter all the author names ensuring the first one is entered as ''Last Name, First Name''. Otherwise, you can list it as ''Last Name, First Name,'' et al.
*'''Contact Information:''' Include the name of the UBC author (first name, last name) and e-mail address. If the corresponding author is not a UBC affiliate, include them as well. The corresponding author is often identified on the publisher's site--use the DOI to navigate to the published article.
*'''Title:''' Enter the item title. You will use this to draft your request email.
*'''Citation:''' APA style is most frequently used within this spreadsheet but there are no citation style guidelines for cIRcle. Submitters should ensure the citation itself is accurate so it can be pasted into a DSpace item record.
*'''Publisher DOI:''' Enter the DOI for the publisher's version of the article. Submitters can use this to copy/paste into a DSpace item record.
*'''Grant funded Y/N:''' Indicate "Y" if the paper cited funding from CIHR, NSERC or SSHRC (e.g. The Tri-Agencies). Indicate "N" if no funding or funding other than Tri-Agencies is cited.
*'''Initials:''' As there may be multiple individuals updating the spreadsheet, please record your initials to note responsibility for each entry.
*'''Additional Notes:''' If there is information relevant to record (such as reason for not pursuing deposit) you can add a note (e.g publisher does not permit third-party licenses).

Once you begin working on an eligible citation, refer to the '''Recording Self-Archiving Details and Permission Requests in the Tracking Spreadsheet''' section for data entry instructions on next steps.

==Identifying and Interpreting Self-Archiving Permissions==
Authors typically sign copyright over to publishers in exchange publication in their journal. In many cases, those journal publishers grant rights back to the author that dictate how, when, and where an author may share their article. The practice of adding an article to an institutional repository is known as "[https://en.wikipedia.org/wiki/Self-archiving self-archiving]". Once you've identified an article that meets the eligibility criteria for recruitment, the next step is identifying whether the publisher permits self-archiving and, if yes, under what conditions.

If you're new to many of these concepts or the world of Open Access, consult the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] for more detailed instructions on how to identify and interpret these policies.

=== Self-archiving Policies===
'''[https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder (formerly SHERPA/RoMEO]''' is the first stop for discovering and understanding publisher self-archiving policies. You can also consult the Open Policy Finder [https://openpolicyfinder.jisc.ac.uk/help user guide] for more information on how to interpret OA pathway policies from their database. Other permissions checking tools which you may be interested in exploring but which are not required for this project include [http://unpaywall.org/user-guides/libraries '''unpaywall.org'''] and [https://shareyourpaper.org/permissions '''shareyourpaper.org''']. Brief overviews of this tools in practice are provided below.

If the journal's Open Policy Finder entry indicates the article may be self-archived, the next step is to identify the conditions for deposit:

*'''Permitted Version''': Which version does the publisher allow to be deposited in a repository? Most publishers will permit the authors' accepted manuscript (aka postprint) version to be deposited in a repository. Publisher versions are rarely permitted. Pre-prints may be eligible but are not considered for this project. See '''Understanding Article Versions''' for definitions.
*'''Version Statement:''' Does the publisher require the item to have a version statement? If yes, what is it? This statement must be added to the article before deposit. In most cases, the Recruiter will do this on the author's behalf to increase the chances of a successful recruitment.
*'''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 or institutions. Is there an embargo period for this article? When will it expire? Has it already expired? If the publisher lists a range of 12-36 months--what is the specific embargo period for that particular journal?
*'''Other?''': Are there other conditions of which we need to be aware? Does this publisher have requirements regarding third party/Creative Commons license?

===Understanding Article Versions===

Copyrighted versions of scholarly articles are generally divided into three categories: the version of record, the author's accepted manuscript, and the submitted manuscript. Terminology for version types may differ--see below for the most common terms. Consult the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://libguides.lb.polyu.edu.hk/open_access/version-of-manuscript Versions of Manuscripts] Lib Guide from Hong Kong Polytechnic University.
*'''Version of Record (i.e. Publisher's version)''' : The version of an article that has undergone final text correction and layout and is published in the journal and typically assigned a DOI. This is the version most authors will attempt to send you in error as they are generally not permitted for self-archiving in most cases. However, there are instances where an author has published in an open access journal or paid an [https://scholcomm.ubc.ca/open-access/ Article Processing Charge] to make their article open access. Open Access articles which do not already have a Creative Commons License are eligible for this recruitment campaign.
*'''Authors' Accepted Manuscript (i.e. Post-prints or AM) :''' This is the final peer-reviewed version that has been '''accepted''' for publication but has '''not yet''' undergone the publisher's final correction and layout. Significantly, these versions have passed the peer-review phase and have been edited by the author to reflect reviewers' commentary. This is the minimum version required by [https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications Tri-Agency Grant Funding Agency Policy on Publications] and is the most '''prioritized''' version for cIRcle deposit.
*'''Submitted Manuscript (i.e. Pre-print or Author's Original Manuscript (AOM)''' is the original version initially sent to the journal for consideration. These versions have not been subject to peer review and are generally not considered eligible for this project.

===Making Decisions Based on Copyright Permissions===

Most academic journals only permit the archiving of an '''accepted manuscript''' or '''submitted''' version of the article. These versions must be acquired from the author. The majority of the articles you will be requesting will be accepted manuscripts and, if they were published within the last year, they will likely be under an embargo.

If the author is submitting in order to comply with the [http://www.science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications], only publisher version and accepted manuscript copies are acceptable.

An '''embargo''' is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals or institutions. If an article 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. Interested parties must make a special request to cIRcle in order to access the embargoed article.

===<big>Using shareyourpaper.org</big>===
[TBD as we develop the workflow]

[Saving previous text for editing following workflow design: [...] search for single or bulk items using DOI in [http://shareyourpaper.org shareyourpaper.org]. This tool harvests permissions metadata from various sources including [https://www.crossref.org/ cross-ref], [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated daily). The web application version also indicates which format version can be archived as per the publisher/institution policy. It's primary use is for researchers to deposit in [http://zenodo.org Zenodo], the repository developed by [https://www.openaire.eu/ OpenAire]. '''Though not required, this tool is a great resource for immediately identifying whether (and where) an article is already openly available before investigating specific-terms in the Jisc Open Policy Finder.'''

You can do one at a time manual queries or upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a Google spreadsheet and requires a Google Account. It is recommended that you use your UBC email for this account.

Register your email in the Google spreadsheet once you're set up to receive updates and get your feedback. You will need to indicate UBC as the institution, so that they can take our institutional policy into account when searching for the author. UBC's ROR ID is https://ror.org/03rmrcq20." To find permissions info for (many) individual articles, go to 'Article Permissions Checker' and put whatever you're searching for in column 'A'. Once you've generated results, copy them all and paste as values. This will stop them regenerating periodically (including when you open the sheet)." (from: https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy) ]

===Recording Self-Archiving Details and Permission Requests in the Tracking Spreadsheet===
*'''Status''': Update this column as needed.
*'''Embargo:''' Record whether or not the article has an embargo date. If yes, record the period or expiry date YY-MM-DD even if the date has already expired. The expiration date can usually be determined by adding the embargo time period to the article's published date. For example, if an article was published on August 13, 2023 and had a 6-month embargo, the embargo end date would be February 13, 2024.
*'''Permitted Version:''' Record which version is eligible for self-archiving. Most commonly this will be the author's accepted manuscript (aka postprint).
*'''Date Contacted:''' Record the date you first contacted the author using YYYY--MM-DD format.
*'''Communication Notes''': Record a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (NB. CTRL+Enter makes a new line inside the cell.) Include any other notes for your personal reference in this section as needed.
*'''License Received''' : Record receipt status of license from the author a "Y" or "N". Use "Y" for openly licensed material.
*'''Content Received''': Record receipt status of content.
*'''Additional Notes''': Use with the colour code RED to note attention is needed. Record specific question or needs in the Additional Notes field and alert the Project Lead as needed.
*'''Initial''': Update as needed to claim an entry.
*'''Date Added''': Record the date the article was added to the spreadsheet.

==Requesting Author Permissions==

Once you've identified articles to request, you can start crafting your email message(s). This campaign differs from previous examples in that emails may have to be tailored for each author to address their particular circumstance (e.g. grant-recipient; content is open access but not open licensed, etc.) An overview of recommended elements is provided below as well as an email template. Please send any suggestions or questions regarding communications to the cIRcle Project Lead:

===Crafting Your Email===
Email templates are provided below. In some cases you will need to refine the email template to suit the specific author or request you are making. A list of the recommended elements including in an email are listed below:

'''Provide Context for the Request'''

Give your e-mail a descriptive subject line. Begin your request by briefly describing the initiative and what cIRcle aims to do. Once you've given the recipient some context, move on to the article request.

====Corresponding Author ====
The Corresponding Author is typically the person who has a copy of the permitted self-archiving version. The corresponding author is usually easily identified via the DOI on the publisher's version of record via a small letter icon or other indicator. If the corresponding author is not a UBC author, ensure you CC them on the email. If there are multiple UBC authors, cc the non-corresponding UBC authors as well.

At least '''one co-author''' must fill out the license form for the article to be uploaded to the repository so it is recommended you address one person as the primary contact and include their name in the pre-populated PDF of the license to avoid confusion.

The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. While the author signing the cIRcle License should make co-authors aware of their agreement to archive the article in cIRcle as per the terms of the license, this task is left to the discretion of the authors to perform and is not monitored or enforced by us.

'''Bundling Your Request'''

If you are requesting more than one article from the same author, it may be best to send only one e-mail with a numbered list of all the relevant articles (aim for 5 or less per email). For each article, include a full citation and a description of the publisher's stipulations for archiving the article (e.g. the permitted version, embargo period, date of embargo expiry if applicable).

'''Instructions'''

After listing the articles, provide the author with clear instructions on how to proceed. Attach the [https://circle.ubc.ca/submissions/license-form/ pre-populated PDF cIRcle License] and provide instructions for completing the form and sending it to you. Use the following file naming convention for the attached License files:
*LastName_FirstInitial_1-2Identifying_words_from_title_cIRcleLicense_YYYY
* Multiple authors: LastName_FirstInitial_et_al_cIRcleLicense_1-2_Identifying_words_from_title_YYYY
Review the [[Library:Circle/File Naming Conventions|cIRcle File Naming Conventions]] for instructions on file name format elements.

=====Self-archiving Versions=====
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)." 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. However you try to explain it, this process is not intuitive so we aim to use our expertise to assist authors navigating publisher requirements. You can always cc the cIRcle Project Lead on these communications for additional help or oversight.

=====Version Statement =====
Ideally there is some indication on the document of the version type. In many cases, publishers, (e.g. Wiley, Elsevier, and Taylor & Francis) will require a version statement to be included on the title page. The most common ones are included in the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki.

Best practice is to add a version statement on behalf of authors even if a publisher doesn't require it. If you know the author or have reason to believe the extra step will not deter them from submitting, you can suggest the authors add the text themselves.

Where a publisher has not specified a version statement, use the following template:

"This is the [preprint/postprint] peer reviewed version of the following article: [FULL CITE], which has been published in final form at [Link to final article using the DOI]."

===='''Style Guide'''====
For consistency, please use Canadian spelling. You may also choose to use Calibri font, size 11.

===='''Closing or Sign Off'''====
Include a complimentary closing statement of your preference such as "Best" or "Kind Regards".

===='''Signature'''====
Use a modified signature for this project. Include your name, position title, cIRcle Assistant email address, a link to the cIRcle website and the cIRcle Office email address circle.repository@ubc.ca. Include a land acknowledgement.

You can use the [https://brand.ubc.ca/e-mail-signature-generator/ UBC Signature Generator to do this.]

===Author Permission Request E-Mail Template===
The initial request template includes context for what is being requested and why, and includes instructions for deposit.

Bracketed text indicates where you need to add details for your particular request or includes templated text that may be included as applicable. For example, if the article you are requesting was funded by one of the Tri-Agencies, noting that this process fulfills this requirement will be helpful.

Ensure the Project Lead is cc'd so they can follow requests and respond as needed. <blockquote> Dear [Honorific, Last Name] [et al],

I am writing on behalf of the University of British Columbia Library to request permission to deposit the [https://libapps-au.s3-ap-southeast-2.amazonaws.com/accounts/102919/images/Example_1_Final_accepted_manuscript_vs_Published_version_2.png author's accepted manuscript (AM)] version one of your research articles in [https://circle.ubc.ca cIRcle], UBC’s institutional repository.

To increase open access to UBC research, we have identified articles from the last five years that are currently published in closed, subscription-based journals but that can legally be made openly available. These articles are published in journals that allow authors to deposit their [https://libguides.lb.polyu.edu.hk/open_access/version-of-manuscript#s-lg-box-22041857 Author Accepted Manuscripts (AAM or AM)] in an institutional repository.

One of your articles was included in this list: '''[insert name of article | link title to DOI IN BOLD''']

[Depositing in cIRcle fulfills the open access requirements of the [https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications-2015 Tri-Agency Open Access Policy on Publications] for grant recipients and ensures your work is openly accessible to anyone regardless of institutional affiliation].

[Depositing your work in cIRcle under a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] helps anyone access and share your work in an centralized open access repository regardless of institutional affiliation.]

If you are interested in adding the following item to the repository, please follow the instructions below.

'''Instructions for Adding Materials to cIRcle'''

'''Step 1. Sign the cIRcle License'''. I have attached a pre-populated [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form] for the article listed below [Include the requested article in the attached license form].

'''Step 2. Find the author’s accepted manuscript (AAM) version of this article'''. This is the post-peer review version accepted for publication but prior to receiving publisher branding. Learn more about identifying the correct [https://docs.google.com/document/d/1c3OUNmGtWcW0_zqb3Z9vJehQpzckJLni1aG0SBBPNUQ/edit?tab=t.0#heading=h.tok89tsqg13x version] or let me know if you have any questions.

'''Step 3: Reply to this email.''' Attach the PDF license and author’s accepted manuscript version of this article and send it to me at '''circle.assistant@ubc.ca.'''

'''Step 4: cIRcle archives the article'''. Once I receive the license and permitted version, I will deposit it to cIRcle on your behalf. In 5-7 business days I will send you a persistent link (URI and DOI) to this item which you can use to openly share your work.

'''Requested Article'''

1. [Citation with DOI]

[Journal Name] permits self-archiving of an article's '''Accepted Manuscript (AM) version''' in an institutional repository after a [# month] embargo] . Your article's embargo lapsed on YYYY-MM-DD.

If you have any questions about this request or if there additional articles, please do not hesitate to contact me.

Thank you in advance for helping to share your research with the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature] </blockquote>
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||
'''Tip:''' Confirm you've received the permitted article version and a completed license. You may need to follow up and provide clearer instructions. If an author 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.
|}

===Following Up With Authors ===
Responses from authors can vary widely. Select scenarios with response templates are included below but it's important to always tailor your response to the specific email. Consult with the Project Lead if you have any questions about how to proceed.

Reply to author correspondences within 1-2 shifts. If a more urgent response time is needed and/or you need assistance from the Project Lead, forward the email with an explanation of what support from the Project Lead is requested.

====Responds with Incorrect Version ====
Many authors find it challenging to understand or identify permitted self-archiving versions and will frequently attach the publisher's version by mistake. In this case, some coaching with additional resources is required. <blockquote> Dear [Honorific, Last Name] [et al],

Thank you very much for your response. The article version you attached appears to be the published version which is not permitted for deposit in an institutional repository without an additional fee [include link to publisher self-archiving policy].

The permitted version is the post-peer review version accepted for publication but prior to publisher formatting. See an [http://hdl.handle.net/2429/86014 example of the author's accepted manuscript] version in cIRcle or refer to the following guide: [https://oabooks-toolkit.org/glossary/article/505344-author-accepted-manuscript Versions of Manuscripts.]

The permitted version may be available in your publisher's submission platform:

[Insert appropriate instructions from [https://docs.google.com/document/d/1E8nSWyMwCHyJgiKpwDS6dYK14Efm99Fa2LZ97TG0NXw/edit?tab=t.0#heading=h.clbvz43nrm75 Direct2AAM]]

Once you have located the accepted manuscript version:

1. '''Sign the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''

2. '''E-mail a copy of the appropriate version of your article''' to circle.assistant@ubc.ca

Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature] </blockquote>

====Does Not Have/Cannot Access Permitted Version====
Keeping a copy of the author's accepted manuscript is not a widespread practice among authors, particularly if they are not the corresponding author. The [https://docs.google.com/document/d/1E8nSWyMwCHyJgiKpwDS6dYK14Efm99Fa2LZ97TG0NXw/edit?tab=t.0#heading=h.clbvz43nrm75 Direct2AAM] resource from OA Works provides instructions for obtaining author's accepted manuscripts (AAM) from publisher submission platforms.

Identify the correct publisher to ensure you are using the relevant instructions and be sure to adapt any language or formatting from the template to suit your particular use case. If they suggest you contact another author, for example, you can adapt the template text and Direct2AAM instructions accordingly. <blockquote>Dear [Honorific, Last Name] [et al],

Thank you very much for your response. The permitted version may be available in your publisher's submission platform:

[Insert appropriate instructions from [https://docs.google.com/document/d/1E8nSWyMwCHyJgiKpwDS6dYK14Efm99Fa2LZ97TG0NXw/edit?tab=t.0#heading=h.clbvz43nrm75 Direct2AAM]]

Once you have located the accepted manuscript version:

1. '''Sign the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''

2. '''E-mail a copy of the appropriate version of your article''' to circle.assistant@ubc.ca

Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature] </blockquote>

====No Response====
If the author does not respond to the initial e-mail after 2-3 weeks, the Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:

Dear [Honorific, Last Name] [et al],

<blockquote>Dear [researcher name],

Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article in cIRcle.

[copy citation again]

Putting the accepted manuscript version of this article (post-peer review but pre-publisher formatting) in cIRcle enables us to make your research openly available to everyone regardless of institutional affiliation.

If you are interested in archiving your articles into cIRcle:

1. '''Sign the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''

2. '''E-mail a copy of the appropriate version of your article''' to circle.assistant@ubc.ca

Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature]</blockquote>If the author does not respond to the follow-up within another 2-4 weeks, mark the item(s) as '''Unsuccessful''' in the Status column of the Tracking Sheet and make a note in '''Communication Notes''' that the Content Recruiter received no response.

==== Archived Submission Notification to Authors ====
If an author responds with the correct version and completed license and you can proceed to deposit, the next email you send to the author will be the notification that their item has been archived. <blockquote>Dear [Honorific, Last Name] [et al],

Thank you for submitting your publication to cIRcle.

The submission has been archived in cIRcle and has been assigned the following persistent link.

Title : [Submission Title]

Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]

Please allow 24 hours for the link to resolve. You can view the Usage Statistics of your item over time by scrolling down to the menu in the record.

Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests or contact the cIRcle Office at circle.repository@ubc.ca

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature]</blockquote>

= Submitting Content to cIRcle=
===The Submission Process (Outreach and Submitter)===
*Confirm required information is captured in the body of the cIRcle License.
** Citation with publisher DOI
**Embargo date (if applicable)
** Content version (e.g. Author's Accepted Manuscript)
**Correct Creative Commons License terms (if applicable; otherwise use default CC-BY-NC-ND)
**Author's signature
**Date of signature
*Ensure you have the publisher permitted version and any rights statements are included on the file (See for example [https://authorservices.wiley.com/author-resources/Journal-Authors/licensing/self-archiving.html Wiley's version statement])
**'''To add a version statement to a postprint''', open the article in Adobe Acrobat and copy and paste the appropriate version statement by clicking "add text" under the "Edit" menu. Ensure that the version statement is located at the top of the first page of the article. View an example of a [http://hdl.handle.net/2429/84162 postprint version statement].
* It can be beneficial to have separate file folders for pre-populated licenses, signed licenses, and received preprints/postprints.
* Create a JIRA ticket to track the submission. Email or forward submission details to circle.repository@ubc.ca with the following subject line: Submission for [author name and/or title(s)].
* Ensure the licensing details are included: The existing Creative Commons licensing terms or include a copy of the completed cIRcle License.
* Assign the JIRA ticket to yourself once created.
* Deposit the item to the relevant collection, typically the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research & Publications] collection. If you have any questions about to which collection the item should be deposited, please ask a member of the cIRcle Office.
*Notify the content provider that the item(s) has/have been archived and include the relevant URI. See email template : '''Archived Submission Notification to Authors.'''
*Tag the cIRcle specialist to the corresponding JIRA ticket once the notification has been sent, so they can archive the license and resolve the task.
* Update the article tracking spreadsheet.
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.

=== Updating the Tracking Spreadsheet: Workflow Complete===
Once the URI has been received, the Content Recruiter updates the tracking spreadsheet:
*Change the article's '''Status''' to "Archived."
* In the '''Communication Notes''' field include a final dated entry confirming the article has been archived in cIRcle.
*Copy and paste the '''cIRcle URI'''.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||
'''Tip:''' Faculty, Researcher and Postdoctoral articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. In special cases where a work by a Non UBC affiliate has been recruited, the article is added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection.
|}

=Checklist=
[[Category:Circle]]
{| border="1" cellspacing="0" cellpadding="2"
|-
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet the project's recruitment criteria?
|-
! scope="row”" |      
| Which version of the article is permissible to submit?
|-
! 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 to include a specific version statement?)
|-
! scope="row”" |    Yes/No   
|Do you have a copy of the [http://circle.sites.olt.ubc.ca/forms/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the author or have you confirmed the CC License?
|-
!   Yes/No   
|Have you forwarded copies of the license(s) and/or article(s) to the cIRcle Listserv at circle.repository@ubc.ca to create a JIRA ticket?
|-
!   Yes/No   
|If the article has been archived, have you notified the author and updated the [https://docs.google.com/spreadsheets/d/1fBiPWkzJgnmt1D2rCptCk97ooNNDuqyw4-VoPQGoIz0/edit?usp=sharing cIRcle Content Recruitment Campaign (Supervisors) Tracking] spreadsheet?
|}

=Assessment Criteria=
Each month, update the [https://docs.google.com/spreadsheets/d/1fBiPWkzJgnmt1D2rCptCk97ooNNDuqyw4-VoPQGoIz0/edit?usp=sharing cIRcle Content Recruitment Campaign (Supervisors) Tracking] spreadsheet with your own Assessment tab. Please include the following:

# Number of authors contacted
#Number of articles requested
# Number of articles archived
#Number of follow-up/interaction emails (includes all post initial request communications)

Measures of success for this project:
*Rate of return: Number of articles deposited
*Usage Statistics: Amount of view/download traffic for articles deposited
*Relationship-building: Authors submit other work; provide positive feedback
*Scalability: Other Library units participate and successfully execute the workflow
{{DEFAULTSORT:CIRcle Content Recruitment Campaign (Supervisors)}}

Library:CIRcle Content Recruitment Campaign (ETD Supervisors)

2025-06-20T21:38:52Z

Tkstephe: /* Author Permission Request E-Mail Template */

==ETD Supervisor cIRcle Submissions Workflow==

<div align="left">
This is a user guide to help cIRcle Team members identify, request, and deposit scholarly research articles authored by faculty and/or researchers who have acted as supervisors of UBC Vancouver theses and dissertations. Questions about this initiative or to make changes to the workflow should be directed to [mailto:circle.repository@ubc.ca Tara Stephens-Kyte], Digital Repository Librarian at cIRcle.

Questions regarding cIRcle permissions, metadata, and deposit in cIRcle may be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].
</div>

===How to Use This Wiki===

This user guide is a step-by-step workflow to provide open access to articles authored by UBCV ETD Supervisors.

Follow the steps to:
#Identify materials according to the listed criteria;
#Check copyright permissions;
#Request author permissions/permitted article versions;
#Deposit the item in cIRcle;
#Notify author via email submission is complete;
#Maintain cIRcle Content Recruitment Campaign (Supervisors) [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-cIRcleOfficeInternal/Shared%20Documents/ETD%20Supervisor%20Content%20Recruitment%20Tracking/cIRcle%20Content%20Recruitment%20Campaign%20(Supervisors)%20Tracking%20Sheet.xlsx?d=w496c77da10d34547ae2c81da6138d02d&csf=1&web=1&e=TM1RvD&nav=MTVfezAwMDAwMDAwLTAwMDEtMDAwMC0wMTAwLTAwMDAwMDAwMDAwMH0 tracking spreadsheet.]

==Roles and Responsibilities==

===cIRcle Project Lead===
The cIRcle Project Lead oversees the work of participating Staff to ensure deliverables are met and processes are executed accurately. This position is held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte], Digital Repository Librarian.

===Content Recruiter===
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions and permitted article versions from content authors, ensures self-archiving conditions are met, deposits content as a trained Submitter, and sends notifications of archived content. Works closely with the cIRcle Project Lead to perform and adjust workflows as needed, and maintain relevant project and workflow documentation. Maintains clear and consistent communication with the cIRcle Specialist to ensure licenses are archived. This position is currently held by the Digital Research Assistant (Work Learn) at cIRcle.

===cIRcle License Management Coordinator===
The cIRcle Specialist is responsible for liaising with Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License or equivalent permission. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist.

== Project Goals ==
In addition to cIRcle's mandate to provide long-term open access to the teaching and research outputs of the university and its partners, this project aims to:

* Support and expand open access advocacy by building relationships with faculty supervisors who may, in turn, adopt and educate about open practices;
* Maximize name authority metadata work through multiple applications in the repository;
* Investigate new submission workflows to increase volume and efficiency of deposits.

==Criteria: Selecting ETD Supervisor Research Articles for Deposit in cIRcle==
The criteria outlined below aims to define scope for this outreach initiative; however, this criteria may be adjusted throughout in consultation with the cIRcle Project Lead depending on challenges in identifying eligible content or to support specific strategies.

===Supervisor Entry in cIRcle ===
Assess whether the material is representative of the goals of the ETD Supervisor Content Recruitment project.
*'''Author name appears as a supervisor in the metadata of the cIRcle ETD:''' Use the "Supervisor" field limiter in Open Collections (OC) to identify Supervisors in the [https://open.library.ubc.ca/cIRcle/collections/ubctheses Theses and Dissertations] collection. Filter to most recent entries.
**It is also possible to identify supervisors by clicking "List All Theses" at the bottom of the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page to view all theses and dissertations from a given year
*'''No faculty authored items in cIRcle''': Search OC's [https://open.library.ubc.ca/cIRcle/collections/facultyresearchandpublications Faculty Research Publications] collection for entries. Prioritize authors who have no items in cIRcle.
*'''Inclusive or Strategic Representation''': Supervisors in any discipline are relevant to this project. Some scope criteria to consider for directing focus include [https://www.ubc.ca/research/ reputational areas of research] for UBC (e.g. sustainability), Tri-Agency grant recipients, and faculty representing topics or communities that are underrepresented in the repository or are otherwise candidates for focused recruitment (e.g. Indigenous faculty supervisors or Indigenous students; Arts and Education).

===Eligible for Self-Archiving===
*'''Version must be eligible for open access archiving:''' Confirm articles are eligible for self-archiving in an institutional repository. Consult the section on [[#Identifying and Interpreting Self-Archiving Permissions]] if you are new to self-archiving permissions.
*'''Embargoed items:''' Items under embargo are eligible for recruitment. Embargo release dates are calculated based on the date of publication and the embargo period required by the publisher. For example, an article published on 2024-10-01 with a 12 month embargo will have an embargo expiry date of 2025-10-01 added to the deposit file during the submission process. Consult the "Identifying and Interpreting Self-Archiving Permissions" section for more about embargoes and see the cIRcle Submitter Guidelines for internal documentation on how these are applied.

===UBC Affiliations===
*'''Scope to UBC Vancouver Faculty & Researchers:'''
**At least '''one author''' must have been affiliated with UBCV at the time of their supervisory role.
**Check to see if the author is already in the [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]. If so, you can prioritize authors not already in cIRcle or include a link to their item(s) in your outreach email. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.
**See the section on '''Uniqueness''' below for a note about using Creative Commons licensed items to build an author's presence in cIRcle.
*'''Scholarly Level''': UBC Faculty/Researcher level only.

=== Authorship ===

* '''Prioritize articles for which the Supervisor is a corresponding author or articles which have fewer than ~5 authors'''
** This increases the likelihood that the Supervisor still has access the postprint of the requested article

===Timeliness===
*'''Supervisors from the most recent ETDs:''' Filter search for Supervisors in Open Collections to most recent ETDs.
*'''Articles published in the last 3-5 years:''' Recruitment for this project is scoped to articles published within the last 3-5 years, and may include articles pending publication. This time frame increases the likelihood the author has retained the permitted self-archiving version and that current publisher policies apply (see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Checking Copyright Permissions]] header below to learn more about publisher permitted versions and self-archiving).

===Uniqueness===
*'''Not already in cIRcle:''' Articles from BioMed Central and MDPI are already added to cIRcle and so should be excluded from recruitment initiatives. Some authors also send independent deposit requests to cIRcle. Be sure to check cIRcle regularly to ensure you do not request an item that has already been archived.
*'''Behind a paywall or not barrier-free open access:''' Priority for this project are articles which are not currently available open access or which are available open access but do not include share and re-use permissions or otherwise include an access barrier such as the need to register. Where a Supervisor does not have any authored content in cIRcle, it may be advisable to deposit their Creative Commons Licensed content to build their presence in cIRcle prior to contacting them. Priorities can be adjusted as needed based on what type of content the Supervisor has published and under what conditions.
*'''Grant-funded works''': Where possible, this initiative may also help authors meet the requirements of grant-funding agencies. In these cases, the majority of these articles will be Author's Accepted Manuscripts (AM) aka postprints. Note that the [https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications-2015 Tri-Agency] does advise placing '''open access copies''' of research articles in institutional repositories, "[...] routes to open access are not mutually exclusive. Researchers are strongly encouraged to deposit a copy of the final, peer-reviewed manuscript into an accessible online repository immediately upon publication, even if the article is freely available on the journal's website."

===Open Access/Open Licensed===
Content that is already CC-licensed is the lowest priority for recruitment; however, some exceptions may apply:

*''Author Not Already in cIRcle:'' If you aim to contact an author who does not already have content in cIRcle, consider first identifying an open access Creative Commons licensed publication that can be added to cIRcle immediately without the author having to be contacted for permission. This approach provides you with an existing item in cIRcle to reference when reaching out to an author for the first time as an added incentive to add more works to the repository. If you feel there are other strong cases for including already openly available content, please discuss with the Project Lead.

*''Inclusive or Strategic Representation'': Where relevant topics or communities are underrepresented in the repository or are otherwise are candidates for focused recruitment (e.g. Indigenous faculty supervisors or Indigenous students).

By recruiting Open Access content that is not open licensed we ensure CC license terms are applied when deposited in cIRcle to facilitate sharing and re-use; however, it should be noted that some Open Access publishers specifically prohibit third-party licensing and many authors do not see value in adding already open access content to a repository. Where appropriate, reference the Tri-Agency recommendation on IR deposits of grant-funded research or consult with the Project Lead.

==Identifying Content ==

=== Faculty web pages ===
A good place to start is by checking faculty's own web pages for lists of their publications (e.g. [https://forestry.ubc.ca/faculty-profile/tara-martin/ Tara Martin]). If you find less than 5 items to get started, consider trying another method to identify articles.

=== Google Scholar ===
Many faculty have Google Scholar profiles (e.g. [https://scholar.google.ca/scholar?hl=en&as_sdt=0%2C5&q=tara+martin&btnG= Tara Martin GS profile]). You can use limiters to scope to the last 3-5 years. (Please note that not all Open Collections articles are properly indexed in Google Scholar so you will still need to check to see if there is a cIRcle copy before contacting the author.

==Saving Citations==

Citations for eligible articles and the status of requested materials are recorded in the cIRcle Content Recruitment Campaign (Supervisors) [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-cIRcleOfficeInternal/Shared%20Documents/ETD%20Supervisor%20Content%20Recruitment%20Tracking/cIRcle%20Content%20Recruitment%20Campaign%20(Supervisors)%20Tracking%20Sheet.xlsx?d=w496c77da10d34547ae2c81da6138d02d&csf=1&web=1&e=TM1RvD&nav=MTVfezAwMDAwMDAwLTAwMDEtMDAwMC0wMTAwLTAwMDAwMDAwMDAwMH0 tracking spreadsheet.]This is a shared spreadsheet with set columns and a colour key. Recommend/requested changes to the format of the spreadsheet should be reviewed and approved in consultation with the Project Lead as needed and appropriate. Proposed changes/refinements may be communicated via email or in the project meetings. When updating the spreadsheet, please review the following best practices:

===cIRcle Content Recruitment Campaign (Supervisors) Tracking Spreadsheet===

*'''IMPORTANT!''' '''DO NOT EDIT A FILTERED SPREADSHEET.''' Ensure you turn off any viewing filters you've applied before adding or revising any content in the spreadsheet.
*'''Order of entry''': Entries in the tracking spreadsheet are arranged from A-Z by first author's last name (refer to the '''Author''' column). Follow this alphabetical order when adding new rows for article entries.
*'''Status:''' Refer to the Colour Code tab to indicate the status of each entry. Use the appropriate status term to ensure accurate metrics. Do not record any notes in this column.
*'''Author''': Enter all the author names ensuring the first one is entered as ''Last Name, First Name''. Otherwise, you can list it as ''Last Name, First Name,'' et al.
*'''Contact Information:''' Include the name of the UBC author (first name, last name) and e-mail address. If the corresponding author is not a UBC affiliate, include them as well. The corresponding author is often identified on the publisher's site--use the DOI to navigate to the published article.
*'''Title:''' Enter the item title. You will use this to draft your request email.
*'''Citation:''' APA style is most frequently used within this spreadsheet but there are no citation style guidelines for cIRcle. Submitters should ensure the citation itself is accurate so it can be pasted into a DSpace item record.
*'''Publisher DOI:''' Enter the DOI for the publisher's version of the article. Submitters can use this to copy/paste into a DSpace item record.
*'''Grant funded Y/N:''' Indicate "Y" if the paper cited funding from CIHR, NSERC or SSHRC (e.g. The Tri-Agencies). Indicate "N" if no funding or funding other than Tri-Agencies is cited.
*'''Initials:''' As there may be multiple individuals updating the spreadsheet, please record your initials to note responsibility for each entry.
*'''Additional Notes:''' If there is information relevant to record (such as reason for not pursuing deposit) you can add a note (e.g publisher does not permit third-party licenses).

Once you begin working on an eligible citation, refer to the '''Recording Self-Archiving Details and Permission Requests in the Tracking Spreadsheet''' section for data entry instructions on next steps.

==Identifying and Interpreting Self-Archiving Permissions==
Authors typically sign copyright over to publishers in exchange publication in their journal. In many cases, those journal publishers grant rights back to the author that dictate how, when, and where an author may share their article. The practice of adding an article to an institutional repository is known as "[https://en.wikipedia.org/wiki/Self-archiving self-archiving]". Once you've identified an article that meets the eligibility criteria for recruitment, the next step is identifying whether the publisher permits self-archiving and, if yes, under what conditions.

If you're new to many of these concepts or the world of Open Access, consult the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] for more detailed instructions on how to identify and interpret these policies.

=== Self-archiving Policies===
'''[https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder (formerly SHERPA/RoMEO]''' is the first stop for discovering and understanding publisher self-archiving policies. You can also consult the Open Policy Finder [https://openpolicyfinder.jisc.ac.uk/help user guide] for more information on how to interpret OA pathway policies from their database. Other permissions checking tools which you may be interested in exploring but which are not required for this project include [http://unpaywall.org/user-guides/libraries '''unpaywall.org'''] and [https://shareyourpaper.org/permissions '''shareyourpaper.org''']. Brief overviews of this tools in practice are provided below.

If the journal's Open Policy Finder entry indicates the article may be self-archived, the next step is to identify the conditions for deposit:

*'''Permitted Version''': Which version does the publisher allow to be deposited in a repository? Most publishers will permit the authors' accepted manuscript (aka postprint) version to be deposited in a repository. Publisher versions are rarely permitted. Pre-prints may be eligible but are not considered for this project. See '''Understanding Article Versions''' for definitions.
*'''Version Statement:''' Does the publisher require the item to have a version statement? If yes, what is it? This statement must be added to the article before deposit. In most cases, the Recruiter will do this on the author's behalf to increase the chances of a successful recruitment.
*'''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 or institutions. Is there an embargo period for this article? When will it expire? Has it already expired? If the publisher lists a range of 12-36 months--what is the specific embargo period for that particular journal?
*'''Other?''': Are there other conditions of which we need to be aware? Does this publisher have requirements regarding third party/Creative Commons license?

===Understanding Article Versions===

Copyrighted versions of scholarly articles are generally divided into three categories: the version of record, the author's accepted manuscript, and the submitted manuscript. Terminology for version types may differ--see below for the most common terms. Consult the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://libguides.lb.polyu.edu.hk/open_access/version-of-manuscript Versions of Manuscripts] Lib Guide from Hong Kong Polytechnic University.
*'''Version of Record (i.e. Publisher's version)''' : The version of an article that has undergone final text correction and layout and is published in the journal and typically assigned a DOI. This is the version most authors will attempt to send you in error as they are generally not permitted for self-archiving in most cases. However, there are instances where an author has published in an open access journal or paid an [https://scholcomm.ubc.ca/open-access/ Article Processing Charge] to make their article open access. Open Access articles which do not already have a Creative Commons License are eligible for this recruitment campaign.
*'''Authors' Accepted Manuscript (i.e. Post-prints or AM) :''' This is the final peer-reviewed version that has been '''accepted''' for publication but has '''not yet''' undergone the publisher's final correction and layout. Significantly, these versions have passed the peer-review phase and have been edited by the author to reflect reviewers' commentary. This is the minimum version required by [https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications Tri-Agency Grant Funding Agency Policy on Publications] and is the most '''prioritized''' version for cIRcle deposit.
*'''Submitted Manuscript (i.e. Pre-print or Author's Original Manuscript (AOM)''' is the original version initially sent to the journal for consideration. These versions have not been subject to peer review and are generally not considered eligible for this project.

===Making Decisions Based on Copyright Permissions===

Most academic journals only permit the archiving of an '''accepted manuscript''' or '''submitted''' version of the article. These versions must be acquired from the author. The majority of the articles you will be requesting will be accepted manuscripts and, if they were published within the last year, they will likely be under an embargo.

If the author is submitting in order to comply with the [http://www.science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications], only publisher version and accepted manuscript copies are acceptable.

An '''embargo''' is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals or institutions. If an article 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. Interested parties must make a special request to cIRcle in order to access the embargoed article.

===<big>Using shareyourpaper.org</big>===
[TBD as we develop the workflow]

[Saving previous text for editing following workflow design: [...] search for single or bulk items using DOI in [http://shareyourpaper.org shareyourpaper.org]. This tool harvests permissions metadata from various sources including [https://www.crossref.org/ cross-ref], [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated daily). The web application version also indicates which format version can be archived as per the publisher/institution policy. It's primary use is for researchers to deposit in [http://zenodo.org Zenodo], the repository developed by [https://www.openaire.eu/ OpenAire]. '''Though not required, this tool is a great resource for immediately identifying whether (and where) an article is already openly available before investigating specific-terms in the Jisc Open Policy Finder.'''

You can do one at a time manual queries or upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a Google spreadsheet and requires a Google Account. It is recommended that you use your UBC email for this account.

Register your email in the Google spreadsheet once you're set up to receive updates and get your feedback. You will need to indicate UBC as the institution, so that they can take our institutional policy into account when searching for the author. UBC's ROR ID is https://ror.org/03rmrcq20." To find permissions info for (many) individual articles, go to 'Article Permissions Checker' and put whatever you're searching for in column 'A'. Once you've generated results, copy them all and paste as values. This will stop them regenerating periodically (including when you open the sheet)." (from: https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy) ]

===Recording Self-Archiving Details and Permission Requests in the Tracking Spreadsheet===
*'''Status''': Update this column as needed.
*'''Embargo:''' Record whether or not the article has an embargo date. If yes, record the period or expiry date YY-MM-DD even if the date has already expired. The expiration date can usually be determined by adding the embargo time period to the article's published date. For example, if an article was published on August 13, 2023 and had a 6-month embargo, the embargo end date would be February 13, 2024.
*'''Permitted Version:''' Record which version is eligible for self-archiving. Most commonly this will be the author's accepted manuscript (aka postprint).
*'''Date Contacted:''' Record the date you first contacted the author using YYYY--MM-DD format.
*'''Communication Notes''': Record a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (NB. CTRL+Enter makes a new line inside the cell.) Include any other notes for your personal reference in this section as needed.
*'''License Received''' : Record receipt status of license from the author a "Y" or "N". Use "Y" for openly licensed material.
*'''Content Received''': Record receipt status of content.
*'''Additional Notes''': Use with the colour code RED to note attention is needed. Record specific question or needs in the Additional Notes field and alert the Project Lead as needed.
*'''Initial''': Update as needed to claim an entry.
*'''Date Added''': Record the date the article was added to the spreadsheet.

==Requesting Author Permissions==

Once you've identified articles to request, you can start crafting your email message(s). This campaign differs from previous examples in that emails may have to be tailored for each author to address their particular circumstance (e.g. grant-recipient; content is open access but not open licensed, etc.) An overview of recommended elements is provided below as well as an email template. Please send any suggestions or questions regarding communications to the cIRcle Project Lead:

===Crafting Your Email===
Email templates are provided below. In some cases you will need to refine the email template to suit the specific author or request you are making. A list of the recommended elements including in an email are listed below:

'''Provide Context for the Request'''

Give your e-mail a descriptive subject line. Begin your request by briefly describing the initiative and what cIRcle aims to do. Once you've given the recipient some context, move on to the article request.

====Corresponding Author ====
The Corresponding Author is typically the person who has a copy of the permitted self-archiving version. The corresponding author is usually easily identified via the DOI on the publisher's version of record via a small letter icon or other indicator. If the corresponding author is not a UBC author, ensure you CC them on the email. If there are multiple UBC authors, cc the non-corresponding UBC authors as well.

At least '''one co-author''' must fill out the license form for the article to be uploaded to the repository so it is recommended you address one person as the primary contact and include their name in the pre-populated PDF of the license to avoid confusion.

The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. While the author signing the cIRcle License should make co-authors aware of their agreement to archive the article in cIRcle as per the terms of the license, this task is left to the discretion of the authors to perform and is not monitored or enforced by us.

'''Bundling Your Request'''

If you are requesting more than one article from the same author, it may be best to send only one e-mail with a numbered list of all the relevant articles (aim for 5 or less per email). For each article, include a full citation and a description of the publisher's stipulations for archiving the article (e.g. the permitted version, embargo period, date of embargo expiry if applicable).

'''Instructions'''

After listing the articles, provide the author with clear instructions on how to proceed. Attach the [https://circle.ubc.ca/submissions/license-form/ pre-populated PDF cIRcle License] and provide instructions for completing the form and sending it to you. Use the following file naming convention for the attached License files:
*LastName_FirstInitial_1-2Identifying_words_from_title_cIRcleLicense_YYYY
* Multiple authors: LastName_FirstInitial_et_al_cIRcleLicense_1-2_Identifying_words_from_title_YYYY
Review the [[Library:Circle/File Naming Conventions|cIRcle File Naming Conventions]] for instructions on file name format elements.

=====Self-archiving Versions=====
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)." 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. However you try to explain it, this process is not intuitive so we aim to use our expertise to assist authors navigating publisher requirements. You can always cc the cIRcle Project Lead on these communications for additional help or oversight.

=====Version Statement =====
Ideally there is some indication on the document of the version type. In many cases, publishers, (e.g. Wiley, Elsevier, and Taylor & Francis) will require a version statement to be included on the title page. The most common ones are included in the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki.

Best practice is to add a version statement on behalf of authors even if a publisher doesn't require it. If you know the author or have reason to believe the extra step will not deter them from submitting, you can suggest the authors add the text themselves.

Where a publisher has not specified a version statement, use the following template:

"This is the [preprint/postprint] peer reviewed version of the following article: [FULL CITE], which has been published in final form at [Link to final article using the DOI]."

===='''Style Guide'''====
For consistency, please use Canadian spelling. You may also choose to use Calibri font, size 11.

===='''Closing or Sign Off'''====
Include a complimentary closing statement of your preference such as "Best" or "Kind Regards".

===='''Signature'''====
Use a modified signature for this project. Include your name, position title, cIRcle Assistant email address, a link to the cIRcle website and the cIRcle Office email address circle.repository@ubc.ca. Include a land acknowledgement.

You can use the [https://brand.ubc.ca/e-mail-signature-generator/ UBC Signature Generator to do this.]

===Author Permission Request E-Mail Template===
The initial request template includes context for what is being requested and why, and includes instructions for deposit.

Bracketed text indicates where you need to add details for your particular request or includes templated text that may be included as applicable. For example, if the article you are requesting was funded by one of the Tri-Agencies, noting that this process fulfills this requirement will be helpful.

Ensure the Project Lead is cc'd so they can follow requests and respond as needed. <blockquote> Dear [Honorific, Last Name] [et al],

I am writing on behalf of the University of British Columbia Library to request permission to deposit the [https://libapps-au.s3-ap-southeast-2.amazonaws.com/accounts/102919/images/Example_1_Final_accepted_manuscript_vs_Published_version_2.png author's accepted manuscript (AM)] version one of your research articles in [https://circle.ubc.ca cIRcle], UBC’s institutional repository.

To increase open access to UBC research, we have identified articles from the last five years that are currently published in closed, subscription-based journals but that can legally be made openly available. These articles are published in journals that allow authors to deposit their [https://libguides.lb.polyu.edu.hk/open_access/version-of-manuscript#s-lg-box-22041857 Author Accepted Manuscripts (AAM or AM)] in an institutional repository.

One of your articles was included in this list: '''[insert name of article | link title to DOI IN BOLD''']

[Depositing in cIRcle fulfills the open access requirements of the [https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications-2015 Tri-Agency Open Access Policy on Publications] for grant recipients and ensures your work is openly accessible to anyone regardless of institutional affiliation].

[Depositing your work in cIRcle under a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] helps anyone access and share your work in an centralized open access repository regardless of institutional affiliation.]

If you are interested in adding the following item to the repository, please follow the instructions below.

'''Instructions for Adding Materials to cIRcle'''

'''Step 1. Sign the cIRcle License'''. I have attached a pre-populated [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form] for the article listed below [Include the requested article in the attached license form].

'''Step 2. Find the author’s accepted manuscript (AAM) version of this article'''. This is the post-peer review version accepted for publication but prior to receiving publisher branding. Learn more about identifying the correct [https://docs.google.com/document/d/1c3OUNmGtWcW0_zqb3Z9vJehQpzckJLni1aG0SBBPNUQ/edit?tab=t.0#heading=h.tok89tsqg13x version] or let me know if you have any questions.

'''Step 3: Reply to this email.''' Attach the PDF license and author’s accepted manuscript version of this article and send it to me at '''circle.assistant@ubc.ca.'''

'''Step 4: cIRcle archives the article'''. Once I receive the license and permitted version, I will deposit it to cIRcle on your behalf. In 5-7 business days I will send you a persistent link (URI and DOI) to this item which you can use to openly share your work.

'''Requested Article'''

1. [Citation with DOI]

[Journal Name] permits self-archiving of an article's '''Accepted Manuscript (AM) version''' in an institutional repository after a [# month] embargo] . Your article's embargo lapsed on YYYY-MM-DD.

If you have any questions about this request or if there additional articles, please do not hesitate to contact me.

Thank you in advance for helping to share your research with the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature] </blockquote>
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'''Tip:''' Confirm you've received the permitted article version and a completed license. You may need to follow up and provide clearer instructions. If an author 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.
|}

===Following Up With Authors ===
Responses from authors can vary widely. Select scenarios with response templates are included below but it's important to always tailor your response to the specific email. Consult with the Project Lead if you have any questions about how to proceed.

Reply to author correspondences within 1-2 shifts. If a more urgent response time is needed and/or you need assistance from the Project Lead, forward the email with an explanation of what support from the Project Lead is requested.

====Responds with Incorrect Version ====
Many authors find it challenging to understand or identify permitted self-archiving versions and will frequently attach the publisher's version by mistake. In this case, some coaching with additional resources is required. <blockquote> Dear [Honorific, Last Name] [et al],

Thank you very much for your response. The article version you attached appears to be the published version which is not permitted for deposit in an institutional repository without an additional fee [include link to publisher self-archiving policy].

The permitted version is the post-peer review version accepted for publication but prior to publisher formatting. See an [http://hdl.handle.net/2429/86014 example of the author's accepted manuscript] version in cIRcle or refer to the following guide: [https://oabooks-toolkit.org/glossary/article/505344-author-accepted-manuscript Versions of Manuscripts.]

The permitted version may be available in your publisher's submission platform:

[Insert appropriate instructions from [https://docs.google.com/document/d/1E8nSWyMwCHyJgiKpwDS6dYK14Efm99Fa2LZ97TG0NXw/edit?tab=t.0#heading=h.clbvz43nrm75 Direct2AAM]]

Once you have located the accepted manuscript version:

1. '''Sign the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''

2. '''E-mail a copy of the appropriate version of your article''' to circle.assistant@ubc.ca

Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature] </blockquote>

====Does Not Have/Cannot Access Permitted Version====
Keeping a copy of the author's accepted manuscript is not a widespread practice among authors, particularly if they are not the corresponding author. The [https://docs.google.com/document/d/1E8nSWyMwCHyJgiKpwDS6dYK14Efm99Fa2LZ97TG0NXw/edit?tab=t.0#heading=h.clbvz43nrm75 Direct2AAM] resource from OA Works provides instructions for obtaining author's accepted manuscripts (AAM) from publisher submission platforms.

Identify the correct publisher to ensure you are using the relevant instructions and be sure to adapt any language or formatting from the template to suit your particular use case. If they suggest you contact another author, for example, you can adapt the template text and Direct2AAM instructions accordingly. <blockquote>Dear [Honorific, Last Name] [et al],

Thank you very much for your response. The permitted version may be available in your publisher's submission platform:

[Insert appropriate instructions from [https://docs.google.com/document/d/1E8nSWyMwCHyJgiKpwDS6dYK14Efm99Fa2LZ97TG0NXw/edit?tab=t.0#heading=h.clbvz43nrm75 Direct2AAM]]

Once you have located the accepted manuscript version:

1. '''Sign the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''

2. '''E-mail a copy of the appropriate version of your article''' to circle.assistant@ubc.ca

Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature] </blockquote>

====No Response====
If the author does not respond to the initial e-mail after 2-3 weeks, the Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:

Dear [Honorific, Last Name] [et al],

<blockquote>Dear [researcher name],

Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article in cIRcle.

[copy citation again]

Putting the accepted manuscript version of this article (post-peer review but pre-publisher formatting) in cIRcle enables us to make your research openly available to everyone regardless of institutional affiliation.

If you are interested in archiving your articles into cIRcle:

1. '''Sign the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''

2. '''E-mail a copy of the appropriate version of your article''' to circle.assistant@ubc.ca

Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.

Best,

[signature]</blockquote>If the author does not respond to the follow-up within another 2-4 weeks, mark the item(s) as '''Unsuccessful''' in the Status column of the Tracking Sheet and make a note in '''Communication Notes''' that the Content Recruiter received no response.

==== Archived Submission Notification to Authors ====
If an author responds with the correct version and completed license and you can proceed to deposit, the next email you send to the author will be the notification that their item has been archived. <blockquote>Dear [Honorific, Last Name] [et al],

Thank you for submitting your publication to cIRcle.

The submission has been archived in cIRcle and has been assigned the following persistent link.

Title : [Submission Title]

Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]

Please allow 24 hours for the link to resolve. You can view the Usage Statistics of your item over time by scrolling down to the menu in the record.

Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests or contact the cIRcle Office at circle.repository@ubc.ca

Best,

[Signature should include your position title and UBC contact information. If you are not a member of the cIRcle Office, please use a modified signature which refers back to the cIRcle website and Office for continuity] </blockquote>

= Submitting Content to cIRcle=
===The Submission Process (Outreach and Submitter)===
*Confirm required information is captured in the body of the cIRcle License.
** Citation with publisher DOI
**Embargo date (if applicable)
** Content version (e.g. Author's Accepted Manuscript)
**Correct Creative Commons License terms (if applicable; otherwise use default CC-BY-NC-ND)
**Author's signature
**Date of signature
*Ensure you have the publisher permitted version and any rights statements are included on the file (See for example [https://authorservices.wiley.com/author-resources/Journal-Authors/licensing/self-archiving.html Wiley's version statement])
**'''To add a version statement to a postprint''', open the article in Adobe Acrobat and copy and paste the appropriate version statement by clicking "add text" under the "Edit" menu. Ensure that the version statement is located at the top of the first page of the article. View an example of a [http://hdl.handle.net/2429/84162 postprint version statement].
* It can be beneficial to have separate file folders for pre-populated licenses, signed licenses, and received preprints/postprints.
* Create a JIRA ticket to track the submission. Email or forward submission details to circle.repository@ubc.ca with the following subject line: Submission for [author name and/or title(s)].
* Ensure the licensing details are included: The existing Creative Commons licensing terms or include a copy of the completed cIRcle License.
* Assign the JIRA ticket to yourself once created.
* Deposit the item to the relevant collection, typically the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research & Publications] collection. If you have any questions about to which collection the item should be deposited, please ask a member of the cIRcle Office.
*Notify the content provider that the item(s) has/have been archived and include the relevant URI. See email template : '''Archived Submission Notification to Authors.'''
*Tag the cIRcle specialist to the corresponding JIRA ticket once the notification has been sent, so they can archive the license and resolve the task.
* Update the article tracking spreadsheet.
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.

=== Updating the Tracking Spreadsheet: Workflow Complete===
Once the URI has been received, the Content Recruiter updates the tracking spreadsheet:
*Change the article's '''Status''' to "Archived."
* In the '''Communication Notes''' field include a final dated entry confirming the article has been archived in cIRcle.
*Copy and paste the '''cIRcle URI'''.

{| class="wikitable" style="width: 100%;"
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'''Tip:''' Faculty, Researcher and Postdoctoral articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. In special cases where a work by a Non UBC affiliate has been recruited, the article is added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection.
|}

=Checklist=
[[Category:Circle]]
{| border="1" cellspacing="0" cellpadding="2"
|-
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet the project's recruitment criteria?
|-
! scope="row”" |      
| Which version of the article is permissible to submit?
|-
! 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 to include a specific version statement?)
|-
! scope="row”" |    Yes/No   
|Do you have a copy of the [http://circle.sites.olt.ubc.ca/forms/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the author or have you confirmed the CC License?
|-
!   Yes/No   
|Have you forwarded copies of the license(s) and/or article(s) to the cIRcle Listserv at circle.repository@ubc.ca to create a JIRA ticket?
|-
!   Yes/No   
|If the article has been archived, have you notified the author and updated the [https://docs.google.com/spreadsheets/d/1fBiPWkzJgnmt1D2rCptCk97ooNNDuqyw4-VoPQGoIz0/edit?usp=sharing cIRcle Content Recruitment Campaign (Supervisors) Tracking] spreadsheet?
|}

=Assessment Criteria=
Each month, update the [https://docs.google.com/spreadsheets/d/1fBiPWkzJgnmt1D2rCptCk97ooNNDuqyw4-VoPQGoIz0/edit?usp=sharing cIRcle Content Recruitment Campaign (Supervisors) Tracking] spreadsheet with your own Assessment tab. Please include the following:

# Number of authors contacted
#Number of articles requested
# Number of articles archived
#Number of follow-up/interaction emails (includes all post initial request communications)

Measures of success for this project:
*Rate of return: Number of articles deposited
*Usage Statistics: Amount of view/download traffic for articles deposited
*Relationship-building: Authors submit other work; provide positive feedback
*Scalability: Other Library units participate and successfully execute the workflow
{{DEFAULTSORT:CIRcle Content Recruitment Campaign (Supervisors)}}

Documentation:Student Librarian Orientation (MRAi)

2025-06-18T16:03:39Z

Tkstephe: /* The Submission Process */

== 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 communicates with authors and creators, writes and collects pre-populated PDF licenses, and then submits these along with the author's manuscript to the cIRcle Specialist. 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.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBRTGF0P%2C%20%0A 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 temporarily held by Amber Saundry, Digital Repository Librarian, as of July 1, 2025. (This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian. On leave July 1, 2025-June 30, 2026).

'''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)

2025-06-13T21:37:02Z

Tkstephe: /* Checklist */

== 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 guidelines 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.

== 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!''
'''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. UBC IT does not support the site.

== 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 communicates with authors and creators, writes and collects pre-populated PDF licenses, and then submits these along with the author's manuscript to the cIRcle Specialist. 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 MRAi 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 ====
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'''

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.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBRTGF0P%2C%20%0A 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 temporarily held by Amber Saundry, Digital Repository Librarian, as of July 1, 2025. (This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian. On leave July 1, 2025-June 30, 2026).

'''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 the first few weeks of the job will involve incoming Student Librarians familiarizing themselves with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. 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.

=== 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 organizations working in or on the Downtown Eastside (DTES).

As of '''May 2025''', '''only materials with a clear 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. 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.

=== 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.

When identifying eligible items, prioritize creators with UBC affiliations. You can check MRAi’s internal tracking documents—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=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] —to verify past or current engagement with a creator, and to avoid duplicate outreach. It’s also helpful to check whether the creator already has work in the [https://dtesresearchaccess.ubc.ca/ DTES RAP] and/or [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]'''.''' . This ensures respectful and efficient communication while minimizing unnecessary or repeated requests.

==== 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.

==== '''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).

==== 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]]. This section of the SLO Wiki is informed by the information found on that Wiki page.

Copyrighted versions of scholarly articles are generally divided into three categories:

'''1) Publisher's version (or, version of record):''' The version of the manuscript as it appears in the journal. This version contains the same content as the post-print but with added journal page layout and style formatting applied by the publisher. This version is not usually acceptable for deposit in an open access repository. Many creators confuse this version for the post-print so it's important to check carefully what a creator sends you to ensure you have the correct version. This version is accepted by the Tri-Agency OA Policy on Publications. View an example of [http://hdl.handle.net/2429/89640 the published version of an article].

''Consider the publisher's version the final, very polished, and glossy version of the work with all the bells and whistles.''

'''2) Author's Accepted Manuscript (also known as AAM, AM, or postprint):''' This is the version of the manuscript that has incorporated all revisions made during the peer-review process. This is the author’s final version of the article manuscript that has been accepted for publication but prior to being branded with the publisher logo and layout. This is one of two versions accepted by the [https://science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications]. 

Most publishers allow for this version to be deposited. However, it is also the version most often requiring an embargo period, a version statement with a citation, and a link to the published version. View an example of [http://hdl.handle.net/2429/85313 an author's accepted manuscript].

''Consider the post-print the almost-but-not-quite version that is allowed to be shared but only if you follow a few rules. It is pared down and has all the information, but none of the design details of the former.''

'''3) Submitted Manuscript (or, preprint):''' The version of the manuscript first submitted to the publisher for consideration. Many publishers allow the deposit of pre-prints without embargoes. However, the Tri-Agency policy requires the author's accepted manuscript version (postprint) to be deposited. View an example of [http://hdl.handle.net/2429/85800 an author's submitted manuscript].

''Consider the preprint almost the same as a paper that you would send to a professor: it looks like a word document and has not yet been through the review process.''

=== Applying Article Versions ===
Most academic journals only permit the archiving of an '''accepted manuscript''' or '''submitted''' version of the article without paying an open access fee also referred to as an Article Processing Charge or APC. These versions must be acquired from the author.

The majority of the articles you will be requesting will be accepted manuscripts. If they were published within the last year, they will likely be under an embargo. As these version types can look very different, the Student Librarians will need to become adept at identifying the version types and, if needed, following up with the author to ensure they have the right version.

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 forwards the correct version of the article content and, where applicable, a completed cIRcle license to the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca.
* 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]. ===

* 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 sent the item confirmation and the Student Librarian has added the item to the DTES RAP, send this email to the creator/contact.'''''

Use the email template 3 in the "Template 3 Step Process" doc in the shared OneDrive Folder.

=== 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)

2025-06-13T21:36:21Z

Tkstephe: /* ASTU 100 Infographic Submission Process */

== 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 guidelines 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.

== 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!''
'''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. UBC IT does not support the site.

== 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 communicates with authors and creators, writes and collects pre-populated PDF licenses, and then submits these along with the author's manuscript to the cIRcle Specialist. 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 MRAi 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 ====
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'''

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.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBRTGF0P%2C%20%0A 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 temporarily held by Amber Saundry, Digital Repository Librarian, as of July 1, 2025. (This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian. On leave July 1, 2025-June 30, 2026).

'''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 the first few weeks of the job will involve incoming Student Librarians familiarizing themselves with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. 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.

=== 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 organizations working in or on the Downtown Eastside (DTES).

As of '''May 2025''', '''only materials with a clear 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. 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.

=== 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.

When identifying eligible items, prioritize creators with UBC affiliations. You can check MRAi’s internal tracking documents—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=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] —to verify past or current engagement with a creator, and to avoid duplicate outreach. It’s also helpful to check whether the creator already has work in the [https://dtesresearchaccess.ubc.ca/ DTES RAP] and/or [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]'''.''' . This ensures respectful and efficient communication while minimizing unnecessary or repeated requests.

==== 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.

==== '''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).

==== 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]]. This section of the SLO Wiki is informed by the information found on that Wiki page.

Copyrighted versions of scholarly articles are generally divided into three categories:

'''1) Publisher's version (or, version of record):''' The version of the manuscript as it appears in the journal. This version contains the same content as the post-print but with added journal page layout and style formatting applied by the publisher. This version is not usually acceptable for deposit in an open access repository. Many creators confuse this version for the post-print so it's important to check carefully what a creator sends you to ensure you have the correct version. This version is accepted by the Tri-Agency OA Policy on Publications. View an example of [http://hdl.handle.net/2429/89640 the published version of an article].

''Consider the publisher's version the final, very polished, and glossy version of the work with all the bells and whistles.''

'''2) Author's Accepted Manuscript (also known as AAM, AM, or postprint):''' This is the version of the manuscript that has incorporated all revisions made during the peer-review process. This is the author’s final version of the article manuscript that has been accepted for publication but prior to being branded with the publisher logo and layout. This is one of two versions accepted by the [https://science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications]. 

Most publishers allow for this version to be deposited. However, it is also the version most often requiring an embargo period, a version statement with a citation, and a link to the published version. View an example of [http://hdl.handle.net/2429/85313 an author's accepted manuscript].

''Consider the post-print the almost-but-not-quite version that is allowed to be shared but only if you follow a few rules. It is pared down and has all the information, but none of the design details of the former.''

'''3) Submitted Manuscript (or, preprint):''' The version of the manuscript first submitted to the publisher for consideration. Many publishers allow the deposit of pre-prints without embargoes. However, the Tri-Agency policy requires the author's accepted manuscript version (postprint) to be deposited. View an example of [http://hdl.handle.net/2429/85800 an author's submitted manuscript].

''Consider the preprint almost the same as a paper that you would send to a professor: it looks like a word document and has not yet been through the review process.''

=== Applying Article Versions ===
Most academic journals only permit the archiving of an '''accepted manuscript''' or '''submitted''' version of the article without paying an open access fee also referred to as an Article Processing Charge or APC. These versions must be acquired from the author.

The majority of the articles you will be requesting will be accepted manuscripts. If they were published within the last year, they will likely be under an embargo. As these version types can look very different, the Student Librarians will need to become adept at identifying the version types and, if needed, following up with the author to ensure they have the right version.

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 forwards the correct version of the article content and, where applicable, a completed cIRcle license to the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca.
* 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]. ===

* 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 sent the item confirmation and the Student Librarian has added the item to the DTES RAP, send this email to the creator/contact.'''''

Use the email template 3 in the "Template 3 Step Process" doc in the shared OneDrive Folder.

=== 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[at]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)

2025-06-13T21:25:13Z

Tkstephe:

== 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 guidelines 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.

== 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!''
'''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. UBC IT does not support the site.

== 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 communicates with authors and creators, writes and collects pre-populated PDF licenses, and then submits these along with the author's manuscript to the cIRcle Specialist. 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 MRAi 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 ====
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'''

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.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBRTGF0P%2C%20%0A 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 temporarily held by Amber Saundry, Digital Repository Librarian, as of July 1, 2025. (This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian. On leave July 1, 2025-June 30, 2026).

'''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 the first few weeks of the job will involve incoming Student Librarians familiarizing themselves with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. 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.

=== 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 organizations working in or on the Downtown Eastside (DTES).

As of '''May 2025''', '''only materials with a clear 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. 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.

=== 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.

When identifying eligible items, prioritize creators with UBC affiliations. You can check MRAi’s internal tracking documents—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=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] —to verify past or current engagement with a creator, and to avoid duplicate outreach. It’s also helpful to check whether the creator already has work in the [https://dtesresearchaccess.ubc.ca/ DTES RAP] and/or [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]'''.''' . This ensures respectful and efficient communication while minimizing unnecessary or repeated requests.

==== 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.

==== '''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).

==== 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]]. This section of the SLO Wiki is informed by the information found on that Wiki page.

Copyrighted versions of scholarly articles are generally divided into three categories:

'''1) Publisher's version (or, version of record):''' The version of the manuscript as it appears in the journal. This version contains the same content as the post-print but with added journal page layout and style formatting applied by the publisher. This version is not usually acceptable for deposit in an open access repository. Many creators confuse this version for the post-print so it's important to check carefully what a creator sends you to ensure you have the correct version. This version is accepted by the Tri-Agency OA Policy on Publications. View an example of [http://hdl.handle.net/2429/89640 the published version of an article].

''Consider the publisher's version the final, very polished, and glossy version of the work with all the bells and whistles.''

'''2) Author's Accepted Manuscript (also known as AAM, AM, or postprint):''' This is the version of the manuscript that has incorporated all revisions made during the peer-review process. This is the author’s final version of the article manuscript that has been accepted for publication but prior to being branded with the publisher logo and layout. This is one of two versions accepted by the [https://science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications]. 

Most publishers allow for this version to be deposited. However, it is also the version most often requiring an embargo period, a version statement with a citation, and a link to the published version. View an example of [http://hdl.handle.net/2429/85313 an author's accepted manuscript].

''Consider the post-print the almost-but-not-quite version that is allowed to be shared but only if you follow a few rules. It is pared down and has all the information, but none of the design details of the former.''

'''3) Submitted Manuscript (or, preprint):''' The version of the manuscript first submitted to the publisher for consideration. Many publishers allow the deposit of pre-prints without embargoes. However, the Tri-Agency policy requires the author's accepted manuscript version (postprint) to be deposited. View an example of [http://hdl.handle.net/2429/85800 an author's submitted manuscript].

''Consider the preprint almost the same as a paper that you would send to a professor: it looks like a word document and has not yet been through the review process.''

=== Applying Article Versions ===
Most academic journals only permit the archiving of an '''accepted manuscript''' or '''submitted''' version of the article without paying an open access fee also referred to as an Article Processing Charge or APC. These versions must be acquired from the author.

The majority of the articles you will be requesting will be accepted manuscripts. If they were published within the last year, they will likely be under an embargo. As these version types can look very different, the Student Librarians will need to become adept at identifying the version types and, if needed, following up with the author to ensure they have the right version.

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 forwards the correct version of the article content and, where applicable, a completed cIRcle license to the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca.
* 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 ===

* 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 sent the item confirmation and the Student Librarian has added the item to the DTES RAP, send this email to the creator/contact.'''''

Use the email template 3 in the "Template 3 Step Process" doc in the shared OneDrive Folder.

=== 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[at]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)

2025-06-13T21:15:41Z

Tkstephe: /* MRAi cIRcle Project Lead */

== 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 guidelines 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.

== 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!''
'''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. UBC IT does not support the site.

== 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 communicates with authors and creators, writes and collects pre-populated PDF licenses, and then submits these along with the author's manuscript to the cIRcle Specialist. 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 MRAi 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 ====
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'''

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.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBRTGF0P%2C%20%0A 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 temporarily held by Amber Saundry, Digital Repository Librarian, as of July 1, 2025. (This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian. On leave July 1, 2025-June 30, 2026).

'''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 the first few weeks of the job will involve incoming Student Librarians familiarizing themselves with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. 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.

=== 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 organizations working in or on the Downtown Eastside (DTES).

As of '''May 2025''', '''only materials with a clear 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. 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.

=== 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.

When identifying eligible items, prioritize creators with UBC affiliations. You can check MRAi’s internal tracking documents—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=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] —to verify past or current engagement with a creator, and to avoid duplicate outreach. It’s also helpful to check whether the creator already has work in the [https://dtesresearchaccess.ubc.ca/ DTES RAP] and/or [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]'''.''' . This ensures respectful and efficient communication while minimizing unnecessary or repeated requests.

==== 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.

==== '''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).

==== 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]]. This section of the SLO Wiki is informed by the information found on that Wiki page.

Copyrighted versions of scholarly articles are generally divided into three categories:

'''1) Publisher's version (or, version of record):''' The version of the manuscript as it appears in the journal. This version contains the same content as the post-print but with added journal page layout and style formatting applied by the publisher. This version is not usually acceptable for deposit in an open access repository. Many creators confuse this version for the post-print so it's important to check carefully what a creator sends you to ensure you have the correct version. This version is accepted by the Tri-Agency OA Policy on Publications. View an example of [http://hdl.handle.net/2429/89640 the published version of an article].

''Consider the publisher's version the final, very polished, and glossy version of the work with all the bells and whistles.''

'''2) Author's Accepted Manuscript (also known as AAM, AM, or postprint):''' This is the version of the manuscript that has incorporated all revisions made during the peer-review process. This is the author’s final version of the article manuscript that has been accepted for publication but prior to being branded with the publisher logo and layout. This is one of two versions accepted by the [https://science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications]. 

Most publishers allow for this version to be deposited. However, it is also the version most often requiring an embargo period, a version statement with a citation, and a link to the published version. View an example of [http://hdl.handle.net/2429/85313 an author's accepted manuscript].

''Consider the post-print the almost-but-not-quite version that is allowed to be shared but only if you follow a few rules. It is pared down and has all the information, but none of the design details of the former.''

'''3) Submitted Manuscript (or, preprint):''' The version of the manuscript first submitted to the publisher for consideration. Many publishers allow the deposit of pre-prints without embargoes. However, the Tri-Agency policy requires the author's accepted manuscript version (postprint) to be deposited. View an example of [http://hdl.handle.net/2429/85800 an author's submitted manuscript].

''Consider the preprint almost the same as a paper that you would send to a professor: it looks like a word document and has not yet been through the review process.''

=== Applying Article Versions ===
Most academic journals only permit the archiving of an '''accepted manuscript''' or '''submitted''' version of the article without paying an open access fee also referred to as an Article Processing Charge or APC. These versions must be acquired from the author.

The majority of the articles you will be requesting will be accepted manuscripts. If they were published within the last year, they will likely be under an embargo. As these version types can look very different, the Student Librarians will need to become adept at identifying the version types and, if needed, following up with the author to ensure they have the right version.

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. 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 forwards the correct version of the article content and, where applicable, a completed cIRcle license to the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca.
* 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 ===

* 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 sent the item confirmation and the Student Librarian has added the item to the DTES RAP, send this email to the creator/contact.'''''

Use the email template 3 in the "Template 3 Step Process" doc in the shared OneDrive Folder.

=== 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[at]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]]

Library:Circle/Circle Office Projects

2025-06-13T00:12:32Z

Tkstephe:

The following is a snapshot of select projects undertaken by the cIRcle Office in outreach, metadata enhancements, discovery and access initiatives, and preservation workflows.

Projects supported by Work Learn students at cIRcle feature prominently as their efforts make valuable contributions to advancing knowledge about best practices for item discoverability and research dissemination.

Visit our [https://circle.ubc.ca/submissions/ Submissions] page to deposit your work or [https://circle.ubc.ca/contact-us/ Contact Us] to ask questions, report a problem, or suggest new projects.

==Outreach ==
'''Paper Pledge for the Planet: cIRcle Campaign'''

UBC faculty, researchers, and postdoctoral students are invited to join the [https://coar-repositories.org/what-we-do/paper-pledge-for-the-planet/ Paper Pledge for the Planet] global campaign. The goal is to provide permanent, open access to climate change research articles via institutional repositories like [https://circle.ubc.ca cIRcle.]

Outreach for this campaign concluded in June 2025 but you can deposit climate research articles at any time. Visit our [https://circle.ubc.ca/submissions/ Submissions] page for details on adding your work to cIRcle.

Read more about the campaign: [https://circle.ubc.ca/2025/03/11/paper-pledge-for-the-planet/ Paper Pledge for the Planet] .

'''Electronic Thesis And Dissertations (ETD) Supervisor Recruitment'''

The ETD Supervisor Recruitment project aims to aims to deposit research articles authored by faculty supervisors of recent theses and dissertations at UBC Vancouver. This work leverages recent cIRcle metadata initiatives to include supervisor metadata in ETD item records and to perform name authority on faculty names to enhance discovery.

Read more about this initiative: [https://circle.ubc.ca/2024/04/30/wrapping-up-for-the-term/ Wrapping Up for the Term]

'''COVID-19 Research Content Recruitment'''

The cIRcle COVID-19 Research Content Recruitment project aimed to provide permanent open access to UBC-authored COVID-19 research that might otherwise have remained inaccessible to the public. Between June 2020 and October 2024, this project resulted in nearly 150 research articles being made openly available via cIRcle. The project concluded in December 2024.

Read more about this initiative: [https://circle.ubc.ca/2023/04/11/circle-covid-19-research-recruitment-project/ The cIRcle COVID-19 Research Content Recruitment Project]

== Project Partners==
cIRcle works in collaboration with UBC academic units, Library branches, and other groups within the UBC community to build our digital collections. cIRcle provides a permanent, openly accessible home for thousands of peer-reviewed articles and non-traditional research outputs, making it a valuable resource for interdisciplinary research and inquiry.

Learn more about who's contributing to cIRcle with our project partner highlights: [https://wiki.ubc.ca/Library:Circle/Project_Partners cIRcle Project Partners]
==Metadata Enhancements==
'''Retroactive population of Electronic Theses & Dissertations (ETD) Supervisor metadata'''

As of May 2021, the names of Co/Supervisors are captured in cIRcle’s electronic thesis and dissertation (ETD) metadata, providing helpful discovery and access points and further connecting these valuable university outputs. In 2024, cIRcle began efforts to retroactively populate this field for approximately 4,600 records submitted to cIRcle prior to field implementation. Initial work for this project has been completed, which involved collaboration with Library Staff across units to retrieve identified items and record Co/Supervisor names. cIRcle is now exploring work to ensure names are captured in a consistent form, followed by population into the cIRcle record metadata.

'''Electronic Theses & Dissertations (ETD) Subject Headings Analysis'''

In 2021, cIRcle undertook an analysis of subject headings of electronic theses and dissertations (ETDs) to identify the extent of Subject Keywords containing outdated, inappropriate, or problematic terminology as it pertains to Indigenous peoples, communities, and cultures. The initial phase of the project addressed ETDs created prior to 2008 (known at UBC as Retrospective ETDs) and was completed in 2022. Phase two of the project addressed the remainder of affected ETDs created after 2008 and was completed in Summer 2023.

Read more about this project: [https://circle.ubc.ca/2023/10/17/inclusive-metadata-legacy-subject-keywords-in-theses-dissertations-at-circle/ Inclusive Metadata: Legacy Subject Keywords in Theses & Dissertations at cIRcle]

'''Author Name Management'''

In 2021, cIRcle investigated author name management practices for the UBC Faculty collection, with the goal of disambiguating and reconciling name variants found within the collection. Initial explorations into sustainable workflows included the use of OpenRefine for data cleaning, Library of Congress (LC) Name Authorities and UBC departmental pages for author identification, and Google Sheets for collaborative identification of author names needing disambiguating and/or reconciling. This work is an on-going project for cIRcle.

Read more about this initiative: [https://circle.ubc.ca/2023/07/18/whats-in-a-name-author-name-management-in-circle/ Author Name Management in cIRcle]

== Technical and Web Enhancements ==
'''Website Accessibility Audit'''

In 2022, cIRcle conducted an informal audit of cIRcle's WordPress-hosted website following guidance from the Web Content Accessibility Guidelines (WCAG) 2.1 and using various evaluation tools, including the WAVE Web Accessibility Evaluation Tool. This website audit was intended to identify areas for improvement of web accessibility across the cIRcle website, both general recommendations on best practices for web accessibility and page-level evaluations with specific actionable improvements. The initial audit for this project was completed in March 2022 and recommendations were implemented between June 2022 and March 2023.

Read more about this initiative : [https://circle.ubc.ca/2023/03/28/accessibility-review/ Accessibility Review]

[[Category:Circle Website]]

Documentation:Student Librarian Orientation (MRAi)

2025-05-22T23:16:21Z

Tkstephe:

== 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 guidelines 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.

== 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|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!''
'''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. UBC IT does not support the site.

== 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 communicates with authors and creators, writes and collects pre-populated PDF licenses, and then submits these along with the author's manuscript to the cIRcle Specialist. 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 MRAi 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 ====
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'''

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.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBRTGF0P%2C%20%0A 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 temporarily held by Amber Saundry, Digital Repository Librarian, as of July 1, 2025. (This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian. On leave July 1, 2025-June 30, 2026).

'''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 the first few weeks of the job will involve incoming Student Librarians familiarizing themselves with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. 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.

=== Community-generated materials/grey literature ===
Where the channels of traditional publishing reinforce certain standards of empiricism, rigour, and authorial tone, grey literature can be more flexible, down-to-earth, and process-driven. In the context of the DTES RAP collection, grey literature includes curated material (and by this we effectively mean "linked" material) or content that is archived to cIRcle. In many cases, community organization-based research, like annual reports or information sheets, might normally be described as “grey literature" and/or "community materials." However, the MRAi does not make this distinction because we believe it is important to give this kind of work a more prominent, easily findable platform. Curating this work on the DTES RAP not only makes the organizations and their research more publicly accessible, but also strengthens the relationship between UBC and the wider community as well. Do keep in mind, however, that the MRAi and the InfoHub formally designated these items as community-generated materials, so you may continue to come across this terminology.

In 2023, an informal process was created so that newsletters created and disseminated by DTES-based community organizations would be sent to the MRAi shared email account (mrai.info@ubc.ca) and retained in a designated email folder ("Community Organizations Newsletters"). This allows the Student Librarian to read through recently published newsletters at regular intervals in the hopes of discovering grey literature for inclusion to the DTES RAP. As new community organizations are discovered and engaged with by the MRAi, we encourage Student Librarians to subscribe to their newsletters using the MRAi shared email address and add them to the Outlook rule that organizes this particular email folder.

=== 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 ====
UBC-affiliated creators in bylines are a high priority for cIRcle. Items created by non-UBC affiliates can be added to cIRcle under the scope of the MRAi, however, as a general rule we prioritize contacting the UBC-affiliated creators first.

You can check our past and/or current levels of engagement with UBC- and non-UBC-affiliated researchers and creators through the MRAi's internal tracking documents, such as 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]. You can also check to see if the creator already has their work in the [https://dtesresearchaccess.ubc.ca/ DTES RAP] and/or [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]. Checking past correspondence and MRAi-confirmed details about creators and authors is important, as we want to ensure that we are not repeating old information and/or over-burdening creators and authors with requests.

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

==== 5) Stakeholder recommendations ====
We 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 team members, members of the MRAi Steering Committee, UBC and non-UBC students, faculty, and staff. Suggestions should be treated with discretion, unless the person suggesting an item/items is willing to make their suggestion to the collection known.

=== 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.

==== '''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).

==== 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]]. This section of the SLO Wiki is informed by the information found on that Wiki page.

Copyrighted versions of scholarly articles are generally divided into three categories:

'''1) Publisher's version (or, version of record):''' The version of the manuscript as it appears in the journal. This version contains the same content as the post-print but with added journal page layout and style formatting applied by the publisher. This version is not usually acceptable for deposit in an open access repository. Many creators confuse this version for the post-print so it's important to check carefully what a creator sends you to ensure you have the correct version. This version is accepted by the Tri-Agency OA Policy on Publications. View an example of [http://hdl.handle.net/2429/89640 the published version of an article].

''Consider the publisher's version the final, very polished, and glossy version of the work with all the bells and whistles.''

'''2) Author's Accepted Manuscript (also known as AAM, AM, or postprint):''' This is the version of the manuscript that has incorporated all revisions made during the peer-review process. This is the author’s final version of the article manuscript that has been accepted for publication but prior to being branded with the publisher logo and layout. This is one of two versions accepted by the [https://science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications]. 

Most publishers allow for this version to be deposited. However, it is also the version most often requiring an embargo period, a version statement with a citation, and a link to the published version. View an example of [http://hdl.handle.net/2429/85313 an author's accepted manuscript].

''Consider the post-print the almost-but-not-quite version that is allowed to be shared but only if you follow a few rules. It is pared down and has all the information, but none of the design details of the former.''

'''3) Submitted Manuscript (or, preprint):''' The version of the manuscript first submitted to the publisher for consideration. Many publishers allow the deposit of pre-prints without embargoes. However, the Tri-Agency policy requires the author's accepted manuscript version (postprint) to be deposited. View an example of [http://hdl.handle.net/2429/85800 an author's submitted manuscript].

''Consider the preprint almost the same as a paper that you would send to a professor: it looks like a word document and has not yet been through the review process.''

=== Applying Article Versions ===
Most academic journals only permit the archiving of an '''accepted manuscript''' or '''submitted''' version of the article without paying an open access fee also referred to as an Article Processing Charge or APC. These versions must be acquired from the author.

The majority of the articles you will be requesting will be accepted manuscripts. If they were published within the last year, they will likely be under an embargo. As these version types can look very different, the Student Librarians will need to become adept at identifying the version types and, if needed, following up with the author to ensure they have the right version.

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. 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 forwards the correct version of the article content and, where applicable, a completed cIRcle license to the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca.
* 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 ===

* 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 sent the item confirmation and the Student Librarian has added the item to the DTES RAP, send this email to the creator/contact.'''''

Use the email template 3 in the "Template 3 Step Process" doc in the shared OneDrive Folder.

=== 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[at]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.

=== 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]]

Documentation:Student Librarian Orientation (MRAi)

2025-05-22T23:10:09Z

Tkstephe:

== 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 guidelines 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.

== 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|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!''
'''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. UBC IT does not support the site.

== 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 communicates with authors and creators, writes and collects pre-populated PDF licenses, and then submits these along with the author's manuscript to the cIRcle Specialist. 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 MRAi 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 ====
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'''

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.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBRTGF0P%2C%20%0A 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 temporarily held by Amber Saundry, Digital Repository Librarian, as of July 1, 2025. (This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian. On leave July 1, 2025-June 30, 2026).

'''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 the first few weeks of the job will involve incoming Student Librarians familiarizing themselves with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. 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.

=== Community-generated materials/grey literature ===
Where the channels of traditional publishing reinforce certain standards of empiricism, rigour, and authorial tone, grey literature can be more flexible, down-to-earth, and process-driven. In the context of the DTES RAP collection, grey literature includes curated material (and by this we effectively mean "linked" material) or content that is archived to cIRcle. In many cases, community organization-based research, like annual reports or information sheets, might normally be described as “grey literature" and/or "community materials." However, the MRAi does not make this distinction because we believe it is important to give this kind of work a more prominent, easily findable platform. Curating this work on the DTES RAP not only makes the organizations and their research more publicly accessible, but also strengthens the relationship between UBC and the wider community as well. Do keep in mind, however, that the MRAi and the InfoHub formally designated these items as community-generated materials, so you may continue to come across this terminology.

In 2023, an informal process was created so that newsletters created and disseminated by DTES-based community organizations would be sent to the MRAi shared email account (mrai.info@ubc.ca) and retained in a designated email folder ("Community Organizations Newsletters"). This allows the Student Librarian to read through recently published newsletters at regular intervals in the hopes of discovering grey literature for inclusion to the DTES RAP. As new community organizations are discovered and engaged with by the MRAi, we encourage Student Librarians to subscribe to their newsletters using the MRAi shared email address and add them to the Outlook rule that organizes this particular email folder.

=== 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 ====
UBC-affiliated creators in bylines are a high priority for cIRcle. Items created by non-UBC affiliates can be added to cIRcle under the scope of the MRAi, however, as a general rule we prioritize contacting the UBC-affiliated creators first.

You can check our past and/or current levels of engagement with UBC- and non-UBC-affiliated researchers and creators through the MRAi's internal tracking documents, such as 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]. You can also check to see if the creator already has their work in the [https://dtesresearchaccess.ubc.ca/ DTES RAP] and/or [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]. Checking past correspondence and MRAi-confirmed details about creators and authors is important, as we want to ensure that we are not repeating old information and/or over-burdening creators and authors with requests.

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

==== 5) Stakeholder recommendations ====
We 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 team members, members of the MRAi Steering Committee, UBC and non-UBC students, faculty, and staff. Suggestions should be treated with discretion, unless the person suggesting an item/items is willing to make their suggestion to the collection known.

=== 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.

==== '''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).

==== 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]]. This section of the SLO Wiki is informed by the information found on that Wiki page.

Copyrighted versions of scholarly articles are generally divided into three categories:

'''1) Publisher's version (or, version of record):''' The version of the manuscript as it appears in the journal. This version contains the same content as the post-print but with added journal page layout and style formatting applied by the publisher. This version is not usually acceptable for deposit in an open access repository. Many creators confuse this version for the post-print so it's important to check carefully what a creator sends you to ensure you have the correct version. This version is accepted by the Tri-Agency OA Policy on Publications. View an example of [http://hdl.handle.net/2429/89640 the published version of an article].

''Consider the publisher's version the final, very polished, and glossy version of the work with all the bells and whistles.''

'''2) Author's Accepted Manuscript (also known as AAM, AM, or postprint):''' This is the version of the manuscript that has incorporated all revisions made during the peer-review process. This is the author’s final version of the article manuscript that has been accepted for publication but prior to being branded with the publisher logo and layout. This is one of two versions accepted by the [https://science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications]. 

Most publishers allow for this version to be deposited. However, it is also the version most often requiring an embargo period, a version statement with a citation, and a link to the published version. View an example of [http://hdl.handle.net/2429/85313 an author's accepted manuscript].

''Consider the post-print the almost-but-not-quite version that is allowed to be shared but only if you follow a few rules. It is pared down and has all the information, but none of the design details of the former.''

'''3) Submitted Manuscript (or, preprint):''' The version of the manuscript first submitted to the publisher for consideration. Many publishers allow the deposit of pre-prints without embargoes. However, the Tri-Agency policy requires the author's accepted manuscript version (postprint) to be deposited. View an example of [http://hdl.handle.net/2429/85800 an author's submitted manuscript].

''Consider the preprint almost the same as a paper that you would send to a professor: it looks like a word document and has not yet been through the review process.''

=== Applying Article Versions ===
Most academic journals only permit the archiving of an '''accepted manuscript''' or '''submitted''' version of the article without paying an open access fee also referred to as an Article Processing Charge or APC. These versions must be acquired from the author.

The majority of the articles you will be requesting will be accepted manuscripts. If they were published within the last year, they will likely be under an embargo. As these version types can look very different, the Student Librarians will need to become adept at identifying the version types and, if needed, following up with the author to ensure they have the right version.

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://open.library.ubc.ca/cIRcle/collections/ubclibraryandarchives/33381/items/1.0403371 cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. 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://open.library.ubc.ca/cIRcle/collections/ubclibraryandarchives/33381/items/1.0340042 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]. A cIRcle license directed to [https://ubcca.sharepoint.com/:b:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Archived/cIRclelicense_Cui_2023-02-03.pdf?csf=1&web=1&e=CLXDhq researcher Michelle (Zishan) Cui] is one such example and can be used as a template.

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 forwards the correct version of the article content and, where applicable, a completed cIRcle license the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca.
* 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 ===

* 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 sent the item confirmation and the Student Librarian has added the item to the DTES RAP, send this email to the creator/contact.'''''

Use the email template 3 in the "Template 3 Step Process" doc in the shared OneDrive Folder.

=== 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 [http://circle.sites.olt.ubc.ca/forms/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[at]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.

=== 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]]

Documentation:Student Librarian Orientation (MRAi)

2025-05-22T23:05:40Z

Tkstephe: /* When drafting correspondence from the MRAi shared email account, please keep the following in mind: */

== 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 guidelines 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.

== 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|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!''
'''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. UBC IT does not support the site.

== 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 communicates with authors and creators, writes and collects pre-populated PDF licenses, and then submits these along with the author's manuscript to the cIRcle Specialist. 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 MRAi 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 ====
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'''

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.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBRTGF0P%2C%20%0A 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 temporarily held by Amber Saundry, Digital Repository Librarian, as of July 1, 2025. (This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian. On leave July 1, 2025-June 30, 2026).

'''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 the first few weeks of the job will involve incoming Student Librarians familiarizing themselves with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. 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.

=== Community-generated materials/grey literature ===
Where the channels of traditional publishing reinforce certain standards of empiricism, rigour, and authorial tone, grey literature can be more flexible, down-to-earth, and process-driven. In the context of the DTES RAP collection, grey literature includes curated material (and by this we effectively mean "linked" material) or content that is archived to cIRcle. In many cases, community organization-based research, like annual reports or information sheets, might normally be described as “grey literature" and/or "community materials." However, the MRAi does not make this distinction because we believe it is important to give this kind of work a more prominent, easily findable platform. Curating this work on the DTES RAP not only makes the organizations and their research more publicly accessible, but also strengthens the relationship between UBC and the wider community as well. Do keep in mind, however, that the MRAi and the InfoHub formally designated these items as community-generated materials, so you may continue to come across this terminology.

In 2023, an informal process was created so that newsletters created and disseminated by DTES-based community organizations would be sent to the MRAi shared email account (mrai.info@ubc.ca) and retained in a designated email folder ("Community Organizations Newsletters"). This allows the Student Librarian to read through recently published newsletters at regular intervals in the hopes of discovering grey literature for inclusion to the DTES RAP. As new community organizations are discovered and engaged with by the MRAi, we encourage Student Librarians to subscribe to their newsletters using the MRAi shared email address and add them to the Outlook rule that organizes this particular email folder.

=== 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 ====
UBC-affiliated creators in bylines are a high priority for cIRcle. Items created by non-UBC affiliates can be added to cIRcle under the scope of the MRAi, however, as a general rule we prioritize contacting the UBC-affiliated creators first.

You can check our past and/or current levels of engagement with UBC- and non-UBC-affiliated researchers and creators through the MRAi's internal tracking documents, such as 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]. You can also check to see if the creator already has their work in the [https://dtesresearchaccess.ubc.ca/ DTES RAP] and/or [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]. Checking past correspondence and MRAi-confirmed details about creators and authors is important, as we want to ensure that we are not repeating old information and/or over-burdening creators and authors with requests.

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

==== 5) Stakeholder recommendations ====
We 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 team members, members of the MRAi Steering Committee, UBC and non-UBC students, faculty, and staff. Suggestions should be treated with discretion, unless the person suggesting an item/items is willing to make their suggestion to the collection known.

=== 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.

==== '''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).

==== 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]]. This section of the SLO Wiki is informed by the information found on that Wiki page.

Copyrighted versions of scholarly articles are generally divided into three categories:

'''1) Publisher's version (or, version of record):''' The version of the manuscript as it appears in the journal. This version contains the same content as the post-print but with added journal page layout and style formatting applied by the publisher. This version is not usually acceptable for deposit in an open access repository. Many creators confuse this version for the post-print so it's important to check carefully what a creator sends you to ensure you have the correct version. This version is accepted by the Tri-Agency OA Policy on Publications. View an example of [http://hdl.handle.net/2429/89640 the published version of an article].

''Consider the publisher's version the final, very polished, and glossy version of the work with all the bells and whistles.''

'''2) Author's Accepted Manuscript (also known as AAM, AM, or postprint):''' This is the version of the manuscript that has incorporated all revisions made during the peer-review process. This is the author’s final version of the article manuscript that has been accepted for publication but prior to being branded with the publisher logo and layout. This is one of two versions accepted by the [https://science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications]. 

Most publishers allow for this version to be deposited. However, it is also the version most often requiring an embargo period, a version statement with a citation, and a link to the published version. View an example of [http://hdl.handle.net/2429/85313 an author's accepted manuscript].

''Consider the post-print the almost-but-not-quite version that is allowed to be shared but only if you follow a few rules. It is pared down and has all the information, but none of the design details of the former.''

'''3) Submitted Manuscript (or, preprint):''' The version of the manuscript first submitted to the publisher for consideration. Many publishers allow the deposit of pre-prints without embargoes. However, the Tri-Agency policy requires the author's accepted manuscript version (postprint) to be deposited. View an example of [http://hdl.handle.net/2429/85800 an author's submitted manuscript].

''Consider the preprint almost the same as a paper that you would send to a professor: it looks like a word document and has not yet been through the review process.''

=== Applying Article Versions ===
Most academic journals only permit the archiving of an '''accepted manuscript''' or '''submitted''' version of the article without paying an open access fee also referred to as an Article Processing Charge or APC. These versions must be acquired from the author.

The majority of the articles you will be requesting will be accepted manuscripts. If they were published within the last year, they will likely be under an embargo. As these version types can look very different, the Student Librarians will need to become adept at identifying the version types and, if needed, following up with the author to ensure they have the right version.

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://open.library.ubc.ca/cIRcle/collections/ubclibraryandarchives/33381/items/1.0403371 cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. 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://open.library.ubc.ca/cIRcle/collections/ubclibraryandarchives/33381/items/1.0340042 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]. A cIRcle license directed to [https://ubcca.sharepoint.com/:b:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Archived/cIRclelicense_Cui_2023-02-03.pdf?csf=1&web=1&e=CLXDhq researcher Michelle (Zishan) Cui] is one such example and can be used as a template.

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 forwards the correct version of the article content and, where applicable, a completed cIRcle license the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca.
* 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 ===

* 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 sent the item confirmation and the Student Librarian has added the item to the DTES RAP, send this email to the creator/contact.'''''

Use the email template 3 in the "Template 3 Step Process" doc in the shared OneDrive Folder.

=== 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 [http://circle.sites.olt.ubc.ca/forms/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[at]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.

=== 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 [[Images/7/76/CIRcle Metadata Manual 2018 04 26.pdf|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]]

Documentation:Student Librarian Orientation (MRAi)

2025-05-22T22:46:06Z

Tkstephe: /* Understanding Article Versions */

== 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 guidelines 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.

== 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|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!''
'''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. UBC IT does not support the site.

== 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 communicates with authors and creators, writes and collects pre-populated PDF licenses, and then submits these along with the author's manuscript to the cIRcle Specialist. 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 MRAi 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 ====
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'''

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.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBRTGF0P%2C%20%0A 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 temporarily held by Amber Saundry, Digital Repository Librarian, as of July 1, 2025. (This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian. On leave July 1, 2025-June 30, 2026).

'''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 the first few weeks of the job will involve incoming Student Librarians familiarizing themselves with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. 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.

=== Community-generated materials/grey literature ===
Where the channels of traditional publishing reinforce certain standards of empiricism, rigour, and authorial tone, grey literature can be more flexible, down-to-earth, and process-driven. In the context of the DTES RAP collection, grey literature includes curated material (and by this we effectively mean "linked" material) or content that is archived to cIRcle. In many cases, community organization-based research, like annual reports or information sheets, might normally be described as “grey literature" and/or "community materials." However, the MRAi does not make this distinction because we believe it is important to give this kind of work a more prominent, easily findable platform. Curating this work on the DTES RAP not only makes the organizations and their research more publicly accessible, but also strengthens the relationship between UBC and the wider community as well. Do keep in mind, however, that the MRAi and the InfoHub formally designated these items as community-generated materials, so you may continue to come across this terminology.

In 2023, an informal process was created so that newsletters created and disseminated by DTES-based community organizations would be sent to the MRAi shared email account (mrai.info@ubc.ca) and retained in a designated email folder ("Community Organizations Newsletters"). This allows the Student Librarian to read through recently published newsletters at regular intervals in the hopes of discovering grey literature for inclusion to the DTES RAP. As new community organizations are discovered and engaged with by the MRAi, we encourage Student Librarians to subscribe to their newsletters using the MRAi shared email address and add them to the Outlook rule that organizes this particular email folder.

=== 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 ====
UBC-affiliated creators in bylines are a high priority for cIRcle. Items created by non-UBC affiliates can be added to cIRcle under the scope of the MRAi, however, as a general rule we prioritize contacting the UBC-affiliated creators first.

You can check our past and/or current levels of engagement with UBC- and non-UBC-affiliated researchers and creators through the MRAi's internal tracking documents, such as 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]. You can also check to see if the creator already has their work in the [https://dtesresearchaccess.ubc.ca/ DTES RAP] and/or [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]. Checking past correspondence and MRAi-confirmed details about creators and authors is important, as we want to ensure that we are not repeating old information and/or over-burdening creators and authors with requests.

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

==== 5) Stakeholder recommendations ====
We 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 team members, members of the MRAi Steering Committee, UBC and non-UBC students, faculty, and staff. Suggestions should be treated with discretion, unless the person suggesting an item/items is willing to make their suggestion to the collection known.

=== 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.

==== '''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).

==== 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]]. This section of the SLO Wiki is informed by the information found on that Wiki page.

Copyrighted versions of scholarly articles are generally divided into three categories:

'''1) Publisher's version (or, version of record):''' The version of the manuscript as it appears in the journal. This version contains the same content as the post-print but with added journal page layout and style formatting applied by the publisher. This version is not usually acceptable for deposit in an open access repository. Many creators confuse this version for the post-print so it's important to check carefully what a creator sends you to ensure you have the correct version. This version is accepted by the Tri-Agency OA Policy on Publications. View an example of [http://hdl.handle.net/2429/89640 the published version of an article].

''Consider the publisher's version the final, very polished, and glossy version of the work with all the bells and whistles.''

'''2) Author's Accepted Manuscript (also known as AAM, AM, or postprint):''' This is the version of the manuscript that has incorporated all revisions made during the peer-review process. This is the author’s final version of the article manuscript that has been accepted for publication but prior to being branded with the publisher logo and layout. This is one of two versions accepted by the [https://science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications]. 

Most publishers allow for this version to be deposited. However, it is also the version most often requiring an embargo period, a version statement with a citation, and a link to the published version. View an example of [http://hdl.handle.net/2429/85313 an author's accepted manuscript].

''Consider the post-print the almost-but-not-quite version that is allowed to be shared but only if you follow a few rules. It is pared down and has all the information, but none of the design details of the former.''

'''3) Submitted Manuscript (or, preprint):''' The version of the manuscript first submitted to the publisher for consideration. Many publishers allow the deposit of pre-prints without embargoes. However, the Tri-Agency policy requires the author's accepted manuscript version (postprint) to be deposited. View an example of [http://hdl.handle.net/2429/85800 an author's submitted manuscript].

''Consider the preprint almost the same as a paper that you would send to a professor: it looks like a word document and has not yet been through the review process.''

=== Applying Article Versions ===
Most academic journals only permit the archiving of an '''accepted manuscript''' or '''submitted''' version of the article without paying an open access fee also referred to as an Article Processing Charge or APC. These versions must be acquired from the author.

The majority of the articles you will be requesting will be accepted manuscripts. If they were published within the last year, they will likely be under an embargo. As these version types can look very different, the Student Librarians will need to become adept at identifying the version types and, if needed, following up with the author to ensure they have the right version.

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://open.library.ubc.ca/cIRcle/collections/ubclibraryandarchives/33381/items/1.0403371 cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. 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 pre-print or post-print), 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://open.library.ubc.ca/cIRcle/collections/ubclibraryandarchives/33381/items/1.0340042 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]. A cIRcle license directed to [https://ubcca.sharepoint.com/:b:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Archived/cIRclelicense_Cui_2023-02-03.pdf?csf=1&web=1&e=CLXDhq researcher Michelle (Zishan) Cui] is one such example and can be used as a template.

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 forwards the correct version of the article content and, where applicable, a completed cIRcle license the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via [https://wiki.ubc.ca/Library:CIRcle/OneDrive_File_Transfers OneDrive] using the email circle.repository[at]ubc.ca and circle.specialist[at]ubc.ca. 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 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[at]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 ===

* 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 sent the item confirmation and the Student Librarian has added the item to the DTES RAP, send this email to the creator/contact.'''''

Use the email template 3 in the "Template 3 Step Process" doc in the shared OneDrive Folder.

=== 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 [http://circle.sites.olt.ubc.ca/forms/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[at]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.

=== 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 [[Images/7/76/CIRcle Metadata Manual 2018 04 26.pdf|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]]

Documentation:Student Librarian Orientation (MRAi)

2025-05-22T19:59:51Z

Tkstephe: /* Strategies for Checking Journal Copyright Permissions */

== 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 guidelines 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.

== 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|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!''
'''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. UBC IT does not support the site.

== 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 communicates with authors and creators, writes and collects pre-populated PDF licenses, and then submits these along with the author's manuscript to the cIRcle Specialist. 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 MRAi 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 ====
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'''

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.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBRTGF0P%2C%20%0A 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 temporarily held by Amber Saundry, Digital Repository Librarian, as of July 1, 2025. (This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian. On leave July 1, 2025-June 30, 2026).

'''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 the first few weeks of the job will involve incoming Student Librarians familiarizing themselves with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. 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.

=== Community-generated materials/grey literature ===
Where the channels of traditional publishing reinforce certain standards of empiricism, rigour, and authorial tone, grey literature can be more flexible, down-to-earth, and process-driven. In the context of the DTES RAP collection, grey literature includes curated material (and by this we effectively mean "linked" material) or content that is archived to cIRcle. In many cases, community organization-based research, like annual reports or information sheets, might normally be described as “grey literature" and/or "community materials." However, the MRAi does not make this distinction because we believe it is important to give this kind of work a more prominent, easily findable platform. Curating this work on the DTES RAP not only makes the organizations and their research more publicly accessible, but also strengthens the relationship between UBC and the wider community as well. Do keep in mind, however, that the MRAi and the InfoHub formally designated these items as community-generated materials, so you may continue to come across this terminology.

In 2023, an informal process was created so that newsletters created and disseminated by DTES-based community organizations would be sent to the MRAi shared email account (mrai.info@ubc.ca) and retained in a designated email folder ("Community Organizations Newsletters"). This allows the Student Librarian to read through recently published newsletters at regular intervals in the hopes of discovering grey literature for inclusion to the DTES RAP. As new community organizations are discovered and engaged with by the MRAi, we encourage Student Librarians to subscribe to their newsletters using the MRAi shared email address and add them to the Outlook rule that organizes this particular email folder.

=== 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 ====
UBC-affiliated creators in bylines are a high priority for cIRcle. Items created by non-UBC affiliates can be added to cIRcle under the scope of the MRAi, however, as a general rule we prioritize contacting the UBC-affiliated creators first.

You can check our past and/or current levels of engagement with UBC- and non-UBC-affiliated researchers and creators through the MRAi's internal tracking documents, such as 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]. You can also check to see if the creator already has their work in the [https://dtesresearchaccess.ubc.ca/ DTES RAP] and/or [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]. Checking past correspondence and MRAi-confirmed details about creators and authors is important, as we want to ensure that we are not repeating old information and/or over-burdening creators and authors with requests.

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

==== 5) Stakeholder recommendations ====
We 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 team members, members of the MRAi Steering Committee, UBC and non-UBC students, faculty, and staff. Suggestions should be treated with discretion, unless the person suggesting an item/items is willing to make their suggestion to the collection known.

=== 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.

==== '''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).

==== 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]]. This section of the SLO Wiki is informed by the information found on that Wiki page.

Copyrighted versions of scholarly articles are generally divided into three categories:

'''1) Publisher's version (or, version of record):''' The version of the manuscript as it appears in the journal. This version contains the same content as the post-print but with added journal page layout and style formatting applied by the publisher. This version is not usually acceptable for deposit in an open access repository. Many creators confuse this version for the post-print so it's important to check carefully what a creator sends you to ensure you have the correct version. This version is accepted by the Tri-Agency OA Policy on Publications. View an example of [http://hdl.handle.net/2429/89640 the published version of an article].

''Consider the publisher's version the final, very polished, and glossy version of the work with all the bells and whistles.''

'''2) Author's Accepted Manuscript (also known as AAM, AM, or postprint):''' This is the version of the manuscript that has incorporated all revisions made during the peer-review process. This is the author’s final version of the article manuscript that has been accepted for publication but prior to being branded with the publisher logo and layout. This is one of two versions accepted by the [https://science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications]. 

Most publishers allow for this version to be deposited. However, it is also the version most often requiring an embargo period, a version statement with a citation, and a link to the published version. View an example of [http://hdl.handle.net/2429/85313 an author's accepted manuscript].

''Consider the post-print the almost-but-not-quite version that is allowed to be shared but only if you follow a few rules. It is pared down and has all the information, but none of the design details of the former.''

'''3) Submitted Manuscript (or, preprint):''' The version of the manuscript first submitted to the publisher for consideration. Many publishers allow the deposit of pre-prints without embargoes. However, the Tri-Agency policy requires the author's accepted manuscript version (postprint) to be deposited. View an example of [http://hdl.handle.net/2429/85800 an author's submitted manuscript].

''Consider the preprint almost the same as a paper that you would send to a professor: it looks like a word document and has not yet been through the review process.''

=== Applying Article Versions ===
The version of an article that is permitted for open access deposit in a repository varies widely across publishers. The Student Librarian first needs to identify which version of an item is permitted, and then work with the item's author to apply any conditions such as a version statement, citation, and/or embargo. As these version types can look very different, the Student Librarians will need to become adept at identifying the version types and, if needed, following up with the author to ensure they have the right version. In many cases, creators will need clarification from the Student Librarian to understand the differences between the version types. For more information on article versions, refer to our [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. As well, 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://open.library.ubc.ca/cIRcle/collections/ubclibraryandarchives/33381/items/1.0403371 cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. 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 pre-print or post-print), 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://open.library.ubc.ca/cIRcle/collections/ubclibraryandarchives/33381/items/1.0340042 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]. A cIRcle license directed to [https://ubcca.sharepoint.com/:b:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Archived/cIRclelicense_Cui_2023-02-03.pdf?csf=1&web=1&e=CLXDhq researcher Michelle (Zishan) Cui] is one such example and can be used as a template.

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 forwards the correct version of the article content and, where applicable, a completed cIRcle license the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via [https://wiki.ubc.ca/Library:CIRcle/OneDrive_File_Transfers OneDrive] using the email circle.repository[at]ubc.ca and circle.specialist[at]ubc.ca. 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 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[at]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 ===

* 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 sent the item confirmation and the Student Librarian has added the item to the DTES RAP, send this email to the creator/contact.'''''

Use the email template 3 in the "Template 3 Step Process" doc in the shared OneDrive Folder.

=== 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 [http://circle.sites.olt.ubc.ca/forms/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[at]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.

=== 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 [[Images/7/76/CIRcle Metadata Manual 2018 04 26.pdf|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]]

Documentation:Student Librarian Orientation (MRAi)

2025-05-22T19:59:06Z

Tkstephe: /* Academic articles through search alerts */

== 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 guidelines 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.

== 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|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!''
'''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. UBC IT does not support the site.

== 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 communicates with authors and creators, writes and collects pre-populated PDF licenses, and then submits these along with the author's manuscript to the cIRcle Specialist. 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 MRAi 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 ====
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'''

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.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBRTGF0P%2C%20%0A 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 temporarily held by Amber Saundry, Digital Repository Librarian, as of July 1, 2025. (This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian. On leave July 1, 2025-June 30, 2026).

'''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 the first few weeks of the job will involve incoming Student Librarians familiarizing themselves with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. 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.

=== Community-generated materials/grey literature ===
Where the channels of traditional publishing reinforce certain standards of empiricism, rigour, and authorial tone, grey literature can be more flexible, down-to-earth, and process-driven. In the context of the DTES RAP collection, grey literature includes curated material (and by this we effectively mean "linked" material) or content that is archived to cIRcle. In many cases, community organization-based research, like annual reports or information sheets, might normally be described as “grey literature" and/or "community materials." However, the MRAi does not make this distinction because we believe it is important to give this kind of work a more prominent, easily findable platform. Curating this work on the DTES RAP not only makes the organizations and their research more publicly accessible, but also strengthens the relationship between UBC and the wider community as well. Do keep in mind, however, that the MRAi and the InfoHub formally designated these items as community-generated materials, so you may continue to come across this terminology.

In 2023, an informal process was created so that newsletters created and disseminated by DTES-based community organizations would be sent to the MRAi shared email account (mrai.info@ubc.ca) and retained in a designated email folder ("Community Organizations Newsletters"). This allows the Student Librarian to read through recently published newsletters at regular intervals in the hopes of discovering grey literature for inclusion to the DTES RAP. As new community organizations are discovered and engaged with by the MRAi, we encourage Student Librarians to subscribe to their newsletters using the MRAi shared email address and add them to the Outlook rule that organizes this particular email folder.

=== 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 ====
UBC-affiliated creators in bylines are a high priority for cIRcle. Items created by non-UBC affiliates can be added to cIRcle under the scope of the MRAi, however, as a general rule we prioritize contacting the UBC-affiliated creators first.

You can check our past and/or current levels of engagement with UBC- and non-UBC-affiliated researchers and creators through the MRAi's internal tracking documents, such as 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]. You can also check to see if the creator already has their work in the [https://dtesresearchaccess.ubc.ca/ DTES RAP] and/or [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]. Checking past correspondence and MRAi-confirmed details about creators and authors is important, as we want to ensure that we are not repeating old information and/or over-burdening creators and authors with requests.

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

==== 5) Stakeholder recommendations ====
We 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 team members, members of the MRAi Steering Committee, UBC and non-UBC students, faculty, and staff. Suggestions should be treated with discretion, unless the person suggesting an item/items is willing to make their suggestion to the collection known.

=== 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.

==== '''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).

==== 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]]. This section of the SLO Wiki is informed by the information found on that Wiki page.

Copyrighted versions of scholarly articles are generally divided into three categories:

'''1) Publisher's version (or, version of record):''' The version of the manuscript as it appears in the journal. This version contains the same content as the post-print but with added journal page layout and style formatting applied by the publisher. This version is not usually acceptable for deposit in an open access repository. Many creators confuse this version for the post-print so it's important to check carefully what a creator sends you to ensure you have the correct version. This version is accepted by the Tri-Agency OA Policy on Publications. View an example of [http://hdl.handle.net/2429/89640 the published version of an article].

''Consider the publisher's version the final, very polished, and glossy version of the work with all the bells and whistles.''

'''2) Author's Accepted Manuscript (also known as AAM, AM, or postprint):''' This is the version of the manuscript that has incorporated all revisions made during the peer-review process. This is the author’s final version of the article manuscript that has been accepted for publication but prior to being branded with the publisher logo and layout. This is one of two versions accepted by the [https://science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications]. 

Most publishers allow for this version to be deposited. However, it is also the version most often requiring an embargo period, a version statement with a citation, and a link to the published version. View an example of [http://hdl.handle.net/2429/85313 an author's accepted manuscript].

''Consider the post-print the almost-but-not-quite version that is allowed to be shared but only if you follow a few rules. It is pared down and has all the information, but none of the design details of the former.''

'''3) Submitted Manuscript (or, preprint):''' The version of the manuscript first submitted to the publisher for consideration. Many publishers allow the deposit of pre-prints without embargoes. However, the Tri-Agency policy requires the author's accepted manuscript version (postprint) to be deposited. View an example of [http://hdl.handle.net/2429/85800 an author's submitted manuscript].

''Consider the preprint almost the same as a paper that you would send to a professor: it looks like a word document and has not yet been through the review process.''

=== Applying Article Versions ===
The version of an article that is permitted for open access deposit in a repository varies widely across publishers. The Student Librarian first needs to identify which version of an item is permitted, and then work with the item's author to apply any conditions such as a version statement, citation, and/or embargo. As these version types can look very different, the Student Librarians will need to become adept at identifying the version types and, if needed, following up with the author to ensure they have the right version. In many cases, creators will need clarification from the Student Librarian to understand the differences between the version types. For more information on article versions, refer to our [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 SHERPA/RoMEO for an at-a-glance view of their self-archiving policies. As well, visit the website of the journal and double-check their open access policy to ensure the information found on SHERPA/RoMEO 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://open.library.ubc.ca/cIRcle/collections/ubclibraryandarchives/33381/items/1.0403371 cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. 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 pre-print or post-print), 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://open.library.ubc.ca/cIRcle/collections/ubclibraryandarchives/33381/items/1.0340042 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]. A cIRcle license directed to [https://ubcca.sharepoint.com/:b:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Archived/cIRclelicense_Cui_2023-02-03.pdf?csf=1&web=1&e=CLXDhq researcher Michelle (Zishan) Cui] is one such example and can be used as a template.

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 forwards the correct version of the article content and, where applicable, a completed cIRcle license the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via [https://wiki.ubc.ca/Library:CIRcle/OneDrive_File_Transfers OneDrive] using the email circle.repository[at]ubc.ca and circle.specialist[at]ubc.ca. 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 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[at]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 ===

* 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 sent the item confirmation and the Student Librarian has added the item to the DTES RAP, send this email to the creator/contact.'''''

Use the email template 3 in the "Template 3 Step Process" doc in the shared OneDrive Folder.

=== 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 [http://circle.sites.olt.ubc.ca/forms/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[at]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.

=== 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 [[Images/7/76/CIRcle Metadata Manual 2018 04 26.pdf|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]]

Documentation:Student Librarian Orientation (MRAi)

2025-05-22T19:37:44Z

Tkstephe: /* MRAi cIRcle Project Lead */

== 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 guidelines 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.

== 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|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!''
'''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. UBC IT does not support the site.

== 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 communicates with authors and creators, writes and collects pre-populated PDF licenses, and then submits these along with the author's manuscript to the cIRcle Specialist. 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 MRAi 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 ====
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'''

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.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBRTGF0P%2C%20%0A 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 temporarily held by Amber Saundry, Digital Repository Librarian, as of July 1, 2025. (This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian. On leave July 1, 2025-June 30, 2026).

'''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://v2.sherpa.ac.uk/romeo/ SherpaRomeo], [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 the first few weeks of the job will involve incoming Student Librarians familiarizing themselves with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. 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.

=== Community-generated materials/grey literature ===
Where the channels of traditional publishing reinforce certain standards of empiricism, rigour, and authorial tone, grey literature can be more flexible, down-to-earth, and process-driven. In the context of the DTES RAP collection, grey literature includes curated material (and by this we effectively mean "linked" material) or content that is archived to cIRcle. In many cases, community organization-based research, like annual reports or information sheets, might normally be described as “grey literature" and/or "community materials." However, the MRAi does not make this distinction because we believe it is important to give this kind of work a more prominent, easily findable platform. Curating this work on the DTES RAP not only makes the organizations and their research more publicly accessible, but also strengthens the relationship between UBC and the wider community as well. Do keep in mind, however, that the MRAi and the InfoHub formally designated these items as community-generated materials, so you may continue to come across this terminology.

In 2023, an informal process was created so that newsletters created and disseminated by DTES-based community organizations would be sent to the MRAi shared email account (mrai.info@ubc.ca) and retained in a designated email folder ("Community Organizations Newsletters"). This allows the Student Librarian to read through recently published newsletters at regular intervals in the hopes of discovering grey literature for inclusion to the DTES RAP. As new community organizations are discovered and engaged with by the MRAi, we encourage Student Librarians to subscribe to their newsletters using the MRAi shared email address and add them to the Outlook rule that organizes this particular email folder.

=== 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 ====
UBC-affiliated creators in bylines are a high priority for cIRcle. Items created by non-UBC affiliates can be added to cIRcle under the scope of the MRAi, however, as a general rule we prioritize contacting the UBC-affiliated creators first.

You can check our past and/or current levels of engagement with UBC- and non-UBC-affiliated researchers and creators through the MRAi's internal tracking documents, such as 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]. You can also check to see if the creator already has their work in the [https://dtesresearchaccess.ubc.ca/ DTES RAP] and/or [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]. Checking past correspondence and MRAi-confirmed details about creators and authors is important, as we want to ensure that we are not repeating old information and/or over-burdening creators and authors with requests.

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

==== 5) Stakeholder recommendations ====
We 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 team members, members of the MRAi Steering Committee, UBC and non-UBC students, faculty, and staff. Suggestions should be treated with discretion, unless the person suggesting an item/items is willing to make their suggestion to the collection known.

=== 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.

==== '''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).

==== 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://v2.sherpa.ac.uk/romeo/ SHERPA/RoMEO]. Although SHERPA/RoMEO is a good place to get general information, it's a good idea to also consult the publisher's website. Doing this is essential if information listed on the SHERPA/RoMEO result page is more than two years old, is broad in scope (i.e., states the embargo periods is 12 to 36 months and we wish to clarify what this means), or there are no results at all.

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]]. This section of the SLO Wiki is informed by the information found on that Wiki page.

Copyrighted versions of scholarly articles are generally divided into three categories:

'''1) Publisher's version (or, version of record):''' The version of the manuscript as it appears in the journal. This version contains the same content as the post-print but with added journal page layout and style formatting applied by the publisher. This version is not usually acceptable for deposit in an open access repository. Many creators confuse this version for the post-print so it's important to check carefully what a creator sends you to ensure you have the correct version. This version is accepted by the Tri-Agency OA Policy on Publications. View an example of [https://open.library.ubc.ca/soa/cIRcle/collections/facultyresearchandpublications/52383/items/1.0070778 the published version of an article].

''Consider the publisher's version the final, very polished, and glossy version of the work with all the bells and whistles.''

'''2) Creator's accepted manuscript (or, post-print):''' The peer-reviewed version of the manuscript that has incorporated all revisions made during the peer-review process. This is the creator’s final manuscript of the publication prior to being branded with the publisher logo and layout. This is one of two versions accepted by the [https://science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications]. Most publishers allow for this version to be deposited and is often the easiest to obtain from creators. However, it is also the version most often requiring an embargo period, a version statement with a citation, and a link to the published version. View an example of [https://open.library.ubc.ca/soa/cIRcle/collections/facultyresearchandpublications/52383/items/1.0374299 an article's accepted manuscript].

''Consider the post-print the almost-but-not-quite version that is allowed to be shared but only if you follow a few rules. It is pared down and has all the information, but none of the design details of the former.''

'''3) Submitted Manuscript (or, pre-print):''' The version of the manuscript first submitted to the publisher before undergoing the peer-review process. Most publishers allow the deposit of pre-prints without embargoes, though grant-funding agencies require the creator's accepted manuscript version (post-print) to be deposited. View an example of [https://open.library.ubc.ca/soa/cIRcle/collections/facultyresearchandpublications/52383/items/1.0132710 an article's submitted manuscript].

''Consider the pre-print almost the same as a paper that you would send to a professor: it looks like a word document and has not yet been through the review process.''

=== Applying Article Versions ===
The version of an article that is permitted for open access deposit in a repository varies widely across publishers. The Student Librarian first needs to identify which version of an item is permitted, and then work with the item's author to apply any conditions such as a version statement, citation, and/or embargo. As these version types can look very different, the Student Librarians will need to become adept at identifying the version types and, if needed, following up with the author to ensure they have the right version. In many cases, creators will need clarification from the Student Librarian to understand the differences between the version types. For more information on article versions, refer to our [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 SHERPA/RoMEO for an at-a-glance view of their self-archiving policies. As well, visit the website of the journal and double-check their open access policy to ensure the information found on SHERPA/RoMEO 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://open.library.ubc.ca/cIRcle/collections/ubclibraryandarchives/33381/items/1.0403371 cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. 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 pre-print or post-print), 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://open.library.ubc.ca/cIRcle/collections/ubclibraryandarchives/33381/items/1.0340042 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]. A cIRcle license directed to [https://ubcca.sharepoint.com/:b:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Archived/cIRclelicense_Cui_2023-02-03.pdf?csf=1&web=1&e=CLXDhq researcher Michelle (Zishan) Cui] is one such example and can be used as a template.

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 forwards the correct version of the article content and, where applicable, a completed cIRcle license the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via [https://wiki.ubc.ca/Library:CIRcle/OneDrive_File_Transfers OneDrive] using the email circle.repository[at]ubc.ca and circle.specialist[at]ubc.ca. 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 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[at]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 ===

* 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 sent the item confirmation and the Student Librarian has added the item to the DTES RAP, send this email to the creator/contact.'''''

Use the email template 3 in the "Template 3 Step Process" doc in the shared OneDrive Folder.

=== 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 [http://circle.sites.olt.ubc.ca/forms/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[at]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.

=== 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 [[Images/7/76/CIRcle Metadata Manual 2018 04 26.pdf|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]]

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T19:00:30Z

Tkstephe: /* How can I make changes if I notice a mistake? */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===
'''Copyright'''

Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process.

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Ensure any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. When prompted to enter your instructor or supervisor's email address, ensure you enter the same email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

'''Overview of the Graduate Work (non-thesis) Submission Workflow'''

[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== How can I make changes if I notice a mistake? ===
Avoid errors by ensuring you have the final, clean copy of your project prior to submitting to cIRcle. Take your time to ensure you are entering all the correct information.

If you notice a significant error soon after submitting but before the item is archived, contact your course instructor or supervisor right away. Ask them to Reject the item in cIRcle. It will be returned to you for correction and resubmission. '''Do not create multiple submissions.'''

Once your item is archived, changes may not be supported. Minor updates (e.g. typos) in the item description may be accepted by contacting the cIRcle Office directly at circle.repository@ubc.ca. Typos or cosmetic corrections to files are generally not accepted.

If you need to request a more significant update to an existing item record, contact your course instructor, or supervisor. They should confirm they have reviewed and approved any revised versions of your work prior to contacting cIRcle to request a change.

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to common questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission.

Visit the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
In general, any material which was not created by you or your group may be under copyright.

Before submitting your content to cIRcle consider if it includes any of the following that were '''not''' made by your or members of your group:
* Images, including stock images, edited versions of other peoples' images, or [https://genai.ubc.ca/ AI (Artificial Intelligence)]. Visit the UBC Copyright [https://copyright.ubc.ca/image-sources/ Image Sources] guide for examples and free image sources.
* Video recordings, including interviews with people where [https://universitycounsel.ubc.ca/files/2021/01/Form-to-authorize-disclosure-of-personal-information.pdf consent to use of personal information] may be needed
* Graphs or survey instruments
* Logos or graphics such as those belonging to community partners

=== If your paper or project contains copyrighted materials ===
Content in cIRcle is shared under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License]. If you are using copyrighted images, you must obtain permission from the copyright holder to include these materials in your cIRcle submission under the same or existing Creative Commons License.

In most cases, copyrighted material that can't be shared in cIRcle under a Creative Commons License is removed prior to submitting your work to cIRcle. Replace redacted copyright material with placeholder text describing what was removed. If appropriate, provide a citation to the copyrighted material.

Alternately, consider replacing copyrighted materials with sources in the [https://copyright.ubc.ca/public-domain/ public domain] or licensed under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License].

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, discuss it with your course instructor or supervisor.

You can also visit [https://copyright.ubc.ca/ UBC Copyright] for helpful resources.

==For Instructors or Supervisors==
Current UBC graduate students submitting non-thesis work may submit directly to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle.

As a course instructor or supervisor, you will need to evaluate and approve the submission by logging into cIRcle. Step-by-step instructions are provided in the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators Graduate Research Non-thesis Submission Instructions: Instructors or Supervisors].

Your student must enter your email address during the submission process. '''Ensure this email address is the same one you use to register or login to cIRcle.'''

If your student reports to you that they have noticed an error before you have approved it, you can reject the item in cIRcle. The submission will be returned to them for correction and resubmission. '''Do not approve multiple submissions.'''

If your department has a graduate administrator coordinating submissions graduating projects, please contact them for support and assistance with the submission process.

To submit your own work to cIRcle visit our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Faculty & Staff] submissions page or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for help.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T18:58:39Z

Tkstephe: /* How can I make changes if I notice a mistake? */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===
'''Copyright'''

Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process.

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Ensure any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

'''Overview of the Graduate Work (non-thesis) Submission Workflow'''

[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== How can I make changes if I notice a mistake? ===
Avoid errors by ensuring you have the final, clean copy of your project prior to submitting to cIRcle. Take your time to ensure you are entering all the correct information.

If you notice a significant error soon after submitting but before the item is archived, contact your course instructor or supervisor right away. Ask them to Reject the item in cIRcle. It will be returned to you for correction and resubmission. '''Do not create multiple submissions.'''

Once your item is archived, changes may not be supported. Minor updates (e.g. typos) in the item description may be accepted by contacting the cIRcle Office directly at circle.repository@ubc.ca. Typos or cosmetic corrections to files are generally not accepted.

If you need to request a more significant update to an existing item record, contact your course instructor, or supervisor. They should confirm they have reviewed and approved any revised versions of your work prior to contacting cIRcle to request a change.

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to common questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission.

Visit the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
In general, any material which was not created by you or your group may be under copyright.

Before submitting your content to cIRcle consider if it includes any of the following that were '''not''' made by your or members of your group:
* Images, including stock images, edited versions of other peoples' images, or [https://genai.ubc.ca/ AI (Artificial Intelligence)]. Visit the UBC Copyright [https://copyright.ubc.ca/image-sources/ Image Sources] guide for examples and free image sources.
* Video recordings, including interviews with people where [https://universitycounsel.ubc.ca/files/2021/01/Form-to-authorize-disclosure-of-personal-information.pdf consent to use of personal information] may be needed
* Graphs or survey instruments
* Logos or graphics such as those belonging to community partners

=== If your paper or project contains copyrighted materials ===
Content in cIRcle is shared under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License]. If you are using copyrighted images, you must obtain permission from the copyright holder to include these materials in your cIRcle submission under the same or existing Creative Commons License.

In most cases, copyrighted material that can't be shared in cIRcle under a Creative Commons License is removed prior to submitting your work to cIRcle. Replace redacted copyright material with placeholder text describing what was removed. If appropriate, provide a citation to the copyrighted material.

Alternately, consider replacing copyrighted materials with sources in the [https://copyright.ubc.ca/public-domain/ public domain] or licensed under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License].

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, discuss it with your course instructor or supervisor.

You can also visit [https://copyright.ubc.ca/ UBC Copyright] for helpful resources.

==For Instructors or Supervisors==
Current UBC graduate students submitting non-thesis work may submit directly to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle.

As a course instructor or supervisor, you will need to evaluate and approve the submission by logging into cIRcle. Step-by-step instructions are provided in the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators Graduate Research Non-thesis Submission Instructions: Instructors or Supervisors].

Your student must enter your email address during the submission process. '''Ensure this email address is the same one you use to register or login to cIRcle.'''

If your student reports to you that they have noticed an error before you have approved it, you can reject the item in cIRcle. The submission will be returned to them for correction and resubmission. '''Do not approve multiple submissions.'''

If your department has a graduate administrator coordinating submissions graduating projects, please contact them for support and assistance with the submission process.

To submit your own work to cIRcle visit our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Faculty & Staff] submissions page or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for help.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T18:55:45Z

Tkstephe: /* How can I make changes if I notice a mistake? */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===
'''Copyright'''

Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process.

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Ensure any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

'''Overview of the Graduate Work (non-thesis) Submission Workflow'''

[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== How can I make changes if I notice a mistake? ===
Avoid errors by ensuring you have the final, clean copy of your project prior to submitting to cIRcle. Take your time to ensure you are entering all the correct information.

If you notice a significant error soon after submitting but before the item is archived, contact your course instructor or supervisor right away. Ask them to Reject the item in cIRcle. It will be returned to you for correction and resubmission. '''Do not create multiple submissions.'''

Once your item is archived, changes may not be supported. Minor updates (e.g. typos) in the item description may be accepted by contacting the cIRcle Office directly at circle.repository@ubc.ca. Typos or cosmetic corrections to files are generally not accepted.

If you need to request a more significant update to an existing item record, contact your graduate administrator, course instructor, or supervisor. They should confirm they have reviewed and approved any revised versions of your work prior to contacting cIRcle to request a change.

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to common questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission.

Visit the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
In general, any material which was not created by you or your group may be under copyright.

Before submitting your content to cIRcle consider if it includes any of the following that were '''not''' made by your or members of your group:
* Images, including stock images, edited versions of other peoples' images, or [https://genai.ubc.ca/ AI (Artificial Intelligence)]. Visit the UBC Copyright [https://copyright.ubc.ca/image-sources/ Image Sources] guide for examples and free image sources.
* Video recordings, including interviews with people where [https://universitycounsel.ubc.ca/files/2021/01/Form-to-authorize-disclosure-of-personal-information.pdf consent to use of personal information] may be needed
* Graphs or survey instruments
* Logos or graphics such as those belonging to community partners

=== If your paper or project contains copyrighted materials ===
Content in cIRcle is shared under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License]. If you are using copyrighted images, you must obtain permission from the copyright holder to include these materials in your cIRcle submission under the same or existing Creative Commons License.

In most cases, copyrighted material that can't be shared in cIRcle under a Creative Commons License is removed prior to submitting your work to cIRcle. Replace redacted copyright material with placeholder text describing what was removed. If appropriate, provide a citation to the copyrighted material.

Alternately, consider replacing copyrighted materials with sources in the [https://copyright.ubc.ca/public-domain/ public domain] or licensed under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License].

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, discuss it with your course instructor or supervisor.

You can also visit [https://copyright.ubc.ca/ UBC Copyright] for helpful resources.

==For Instructors or Supervisors==
Current UBC graduate students submitting non-thesis work may submit directly to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle.

As a course instructor or supervisor, you will need to evaluate and approve the submission by logging into cIRcle. Step-by-step instructions are provided in the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators Graduate Research Non-thesis Submission Instructions: Instructors or Supervisors].

Your student must enter your email address during the submission process. '''Ensure this email address is the same one you use to register or login to cIRcle.'''

If your student reports to you that they have noticed an error before you have approved it, you can reject the item in cIRcle. The submission will be returned to them for correction and resubmission. '''Do not approve multiple submissions.'''

If your department has a graduate administrator coordinating submissions graduating projects, please contact them for support and assistance with the submission process.

To submit your own work to cIRcle visit our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Faculty & Staff] submissions page or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for help.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T18:42:48Z

Tkstephe: /* For Instructors or Supervisors */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===
'''Copyright'''

Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process.

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Ensure any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

'''Overview of the Graduate Work (non-thesis) Submission Workflow'''

[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== How can I make changes if I notice a mistake? ===
Avoid errors by ensuring you have the final, clean copy of your project prior to submitting to cIRcle. Take your time to ensure you are entering all the correct information.

If you notice a significant error soon after submitting but before the item is archived, contact your course instructor or supervisor right away. Ask them to Reject the item in cIRcle. It will be returned to you for correction and resubmission. '''Do not create multiple submissions.'''

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to common questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission.

Visit the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
In general, any material which was not created by you or your group may be under copyright.

Before submitting your content to cIRcle consider if it includes any of the following that were '''not''' made by your or members of your group:
* Images, including stock images, edited versions of other peoples' images, or [https://genai.ubc.ca/ AI (Artificial Intelligence)]. Visit the UBC Copyright [https://copyright.ubc.ca/image-sources/ Image Sources] guide for examples and free image sources.
* Video recordings, including interviews with people where [https://universitycounsel.ubc.ca/files/2021/01/Form-to-authorize-disclosure-of-personal-information.pdf consent to use of personal information] may be needed
* Graphs or survey instruments
* Logos or graphics such as those belonging to community partners

=== If your paper or project contains copyrighted materials ===
Content in cIRcle is shared under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License]. If you are using copyrighted images, you must obtain permission from the copyright holder to include these materials in your cIRcle submission under the same or existing Creative Commons License.

In most cases, copyrighted material that can't be shared in cIRcle under a Creative Commons License is removed prior to submitting your work to cIRcle. Replace redacted copyright material with placeholder text describing what was removed. If appropriate, provide a citation to the copyrighted material.

Alternately, consider replacing copyrighted materials with sources in the [https://copyright.ubc.ca/public-domain/ public domain] or licensed under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License].

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, discuss it with your course instructor or supervisor.

You can also visit [https://copyright.ubc.ca/ UBC Copyright] for helpful resources.

==For Instructors or Supervisors==
Current UBC graduate students submitting non-thesis work may submit directly to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle.

As a course instructor or supervisor, you will need to evaluate and approve the submission by logging into cIRcle. Step-by-step instructions are provided in the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators Graduate Research Non-thesis Submission Instructions: Instructors or Supervisors].

Your student must enter your email address during the submission process. '''Ensure this email address is the same one you use to register or login to cIRcle.'''

If your student reports to you that they have noticed an error before you have approved it, you can reject the item in cIRcle. The submission will be returned to them for correction and resubmission. '''Do not approve multiple submissions.'''

If your department has a graduate administrator coordinating submissions graduating projects, please contact them for support and assistance with the submission process.

To submit your own work to cIRcle visit our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Faculty & Staff] submissions page or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for help.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis

2025-05-07T18:28:32Z

Tkstephe: /* General */

== Overview ==
UBC Library defines research data as “[…] the data created or generated as part of a research project and exists in many formats including numeric data, text, transcripts, images, video and audio recordings" ([https://casrai.org/rdm-glossary/ Source: Casrai RDM Glossary]<ref>https://casrai.org/red-glossary/</ref>).

In recognition of the diversity of data and the complexity of data stewardship, UBC Library maintains or provides support for four repositories where research data may be stored, accessed, and managed: [https://researchdata.library.ubc.ca/deposit/dataverse/ UBC Dataverse Collection]<ref>https://researchdata.library.ubc.ca/deposit/dataverse/ </ref>, [https://www.frdr-dfdr.ca/repo/ FRDR]<ref>https://www.frdr-dfdr.ca/repo/ </ref>, [https://datadryad.org/stash Dryad]<ref>https://datadryad.org/stash</ref>, and [https://circle.ubc.ca cIRcle] (DSpace).

Each repository presents different strengths and limitations in the management of research data. The advantages of each are dictated, in large part, by the data creator’s goals for access, preservation, and re-use.

This document provides general guidance for librarians to decide primarily when to direct data deposits to cIRcle or the UBC Dataverse Collection. It also outlines how relationships between content living across both repositories may be identified and described.
== About this Guide ==
UBC Library offers a number of services for managing and preserving research data. This guide is maintained by members of the cIRcle and Research Data Management teams. Its primary purpose is to provide guidance around management of data deposit requests between [https://circle.ub.ca cIRcle]<ref> https://circle.ubc.ca</ref>, UBC’s open access digital repository, and [https://researchdata.library.ubc.ca/deposit/dataverse/ UBC Dataverse Collection (@Borealis)]<ref>https://researchdata.library.ubc.ca/deposit/dataverse/</ref>, a cross-disciplinary data repository on Borealis supporting online management and access to data.

To learn more about the major data repositories used by Canadian researchers including Borealis, FRDR, and Dryad, see the [https://osf.io/rc7de Where Should I Deposit My Data?] <ref>https://researchdata.library.ubc.ca/deposit/dataverse/</ref> decision-tree.

Visit [https://researchdata.library.ubc.ca/ Research Data Management at UBC] for more information.

==Thesis and Dissertation Data==

If you are interested in depositing data that is not part of your formal thesis or dissertation submission but is relevant to your research, this guide may help you make an informed decision about what platform to choose.

Questions about what to include your thesis or dissertation proper should be directed to your graduate office:

* graduate.thesis@ubc.ca (UBC-V)
* gradtheses.ok@ubc.ca (UBC-O)

== Guiding Principles ==

=== General ===
All four repositories supported or maintained by UBC Library can hold multiple files per record. Ideally, a record within a repository holds all appropriate files related to a study.

Where possible, multiple files from a study should not be split across multiple records within a repository. However, depending on the type of information deposited, a study may have a record for a publication in cIRcle, for example, and corresponding records for data in Borealis, FRDR, or Dryad. This scenario is described in greater detail in the section: [[Library:Circle/Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis#When there is both Research Data and Documents|When there is both Research Data and Documents]].

Where materials for a study may require multiple records within a single repository or across different repository platforms, a consultation with any repository staff member will ensure best practices are applied.

=== Final and Work-in-Progress Data ===
cIRcle is UBC’s institutional repository for teaching and research materials. cIRcle’s mandate prioritizes open access and preservation. This makes it a preferred repository for static or final versions of materials that will not require adjustments or changes such as articles, theses, and conference papers as well as recordings of events and lectures.

Although cIRcle does accept datasets, its services offer limited support for version control. In most cases where a new version of a file becomes available, cIRcle generally recommends adding updated files to existing records rather than replacing (i.e. deleting) files. For this reason, cIRcle is an ideal repository for completed datasets, particularly when paired with an article, presentation or paper.

Borealis is an open source web application for sharing, preserving, citing, exploring, and analyzing research data. It facilitates making data available to others, and allows replication of others' work. It has a robust version control and allows granular access to data files.

Borealis is an excellent place for files toward the end of the research data lifecycle or final version that might be amended by the users.

=== Access & Management ===
While anyone can access materials deposited to cIRcle, submissions or edits to existing records are managed by cIRcle staff upon request.

Although cIRcle does support embargoes, data should be added to cIRcle with the ultimate goal of open access and re-use. See the [https://circle.ubc.ca/about/faq/ cIRcle FAQ]<ref>https://circle.ubc.ca/about/faq></ref> for more information on permissions and withdrawal and editing policies.

Borealis allows and encourages continuing use and further editing of research data, including version control and granular access to research data which requires a [https://bit.ly/3ZExAOh UBC CWL login]<ref>https://bit.ly/3ZExAOh</ref>.

=== Data Type ===
Tabular data files can be deposited to either cIRcle or Borealis depending on the data content and other considerations (final/in-progress, access, etc.).

SPSS (.por, .sav), Stata (.dta), R (.RData), LIDAR or GIS data would be more suited for deposit in Dataverse.

=== File Sizes ===
cIRcle recommends individual file sizes not exceed 2GB. For help with larger files, please contact [https://circle.ubc.ca/contact-us/ cIRcle staff]<ref>https://circle.ubc.ca/contact-us/</ref>.

In Borealis there is a maximum file size of 3GB for each file that users can upload via a browser. Larger files could be deposited by Borealis staff via the API. For very large datasets (e.g. TBs), we recommend that data be deposited in FRDR. Contact the RDM team for help: research.data[at]ubc.ca.

=== File Formats ===
Ideally, open and non-proprietary file formats should be used to store and share data. Please refer to recommended file formats, and recommend conversion of file formats when possible.

cIRcle is file type agnostic, and can accommodate a variety of file formats though non-proprietary are preferred. Through [https://open.library.ubc.ca Open Collections], cIRcle is able to support in-browser viewing of documents (.pdf), images (.jpg, .png, .gif), videos (.mp4), and audio (.mp3).

Borealis is file format agnostic, and can accommodate a variety of file formats. However, to make research data previewable and analyzable in a browser while using Borealis, we recommend to upload/convert the data to CSV (.csv), SPSS (.por, .sav), Stata (.dta) or R (.RData) file formats.

Excel (.xls / xlsx) may be referred to either repository.

=== When there is both Research Data and Documents ===
Many researchers may wish to deposit both the research data for their study, as well as the publication or supplemental material. There are advantages and disadvantages to having all items for a study (regardless of format) within one repository.

cIRcle is an ideal home for publications with corresponding research data that is static and relatively small (under 2GB). It’s also the place most users expect to find publications from UBC creators.

Full-text indexing for content in cIRcle is provided through the multi-repository search portal, [https://open.library.ubc.ca Open Collections] for improved discoverability and access. Researchers may choose, however, to deposit their article in cIRcle and have links to their datasets in another data repository if file size, flexibility or interactivity requirements do not support having related materials in one place.

Borealis is the preferred repository for researchers who want to deposit, describe and manage their datasets, particularly where versioning is a priority. For extremely large datasets (e.g. spectrometer data), FDRD is recommended.

== Linking Records Across Repositories ==
Depending on priorities and the strengths and limitations of each repository, researches may find that it makes sense to use multiple repositories for a given research project.

For example, researchers might deposit their protocols in [https://osf.io/ OSF], datasets in Borealis, and the final publication in cIRcle. Scholarly communication is enhanced when research inputs are not only made available, but also connected to their final scholarly output.

Deposits to cIRcle, OSF, and UBC Dataverse Collection (Borealis) are all citable and provided with a persistent identifier (e.g. DOI, URI, etc.). This means that related records in different repositories can be connected by referring to each record's persistent identifier.

=== cIRcle ===
When depositing into cIRcle, link out to related records by adding a note in the Abstract/Description field that includes each related record's persistent identifier.

* Example of a publication in cIRcle that links to data in Dataverse: [http://hdl.handle.net/2429/57077 BC Municipal Water Survey]

=== UBC Dataverse Collection ===
When depositing into Borealis, link out to related records by adding their persistent identifiers in the Related Materials field.

* Example of data in Dataverse that links to a publication in cIRcle: [https://dx.doi.org/10.14288/1.0314341 BC Municipal Water Survey]

=== Open Science Framework ===
When depositing into OSF, there are a number of ways to make connections to cIRcle and Dataverse:<ref>https://csc.ok.ubc.ca/consultations/thesis-data-deposit/</ref>

* Use the supplied wiki as a README to add related records' persistent identifiers and make connections across repositories. [https://help.osf.io/article/389-wiki OSF wiki instructions].<ref>https://help.osf.io/article/389-wiki</ref>
* Add Dataverse as an add-on to your project. [https://openscience.ubc.ca/research/osf/faq/ UBC-specific instructions].<ref>https://openscience.ubc.ca/research/osf/faq/</ref>
* Create a redirection of a module to your cIRcle and/or Dataverse records. [https://help.osf.io/article/200-add-a-redirect-link Instructions].<ref>https://help.osf.io/article/200-add-a-redirect-link</ref>

== Help ==
For questions about this document or research and data repository services, please contact us at

cIRcle at circle.repository[at]ubc.ca or Research Data Management at research.data[at]ubc.ca.

Version 2.0. Created September 2016. Last updated May 2025.

== References ==
<references />

[[Category:Circle]]
{{DEFAULTSORT:Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis}}

Library:Circle/Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis

2025-05-07T18:22:56Z

Tkstephe: /* General */

== Overview ==
UBC Library defines research data as “[…] the data created or generated as part of a research project and exists in many formats including numeric data, text, transcripts, images, video and audio recordings" ([https://casrai.org/rdm-glossary/ Source: Casrai RDM Glossary]<ref>https://casrai.org/red-glossary/</ref>).

In recognition of the diversity of data and the complexity of data stewardship, UBC Library maintains or provides support for four repositories where research data may be stored, accessed, and managed: [https://researchdata.library.ubc.ca/deposit/dataverse/ UBC Dataverse Collection]<ref>https://researchdata.library.ubc.ca/deposit/dataverse/ </ref>, [https://www.frdr-dfdr.ca/repo/ FRDR]<ref>https://www.frdr-dfdr.ca/repo/ </ref>, [https://datadryad.org/stash Dryad]<ref>https://datadryad.org/stash</ref>, and [https://circle.ubc.ca cIRcle] (DSpace).

Each repository presents different strengths and limitations in the management of research data. The advantages of each are dictated, in large part, by the data creator’s goals for access, preservation, and re-use.

This document provides general guidance for librarians to decide primarily when to direct data deposits to cIRcle or the UBC Dataverse Collection. It also outlines how relationships between content living across both repositories may be identified and described.
== About this Guide ==
UBC Library offers a number of services for managing and preserving research data. This guide is maintained by members of the cIRcle and Research Data Management teams. Its primary purpose is to provide guidance around management of data deposit requests between [https://circle.ub.ca cIRcle]<ref> https://circle.ubc.ca</ref>, UBC’s open access digital repository, and [https://researchdata.library.ubc.ca/deposit/dataverse/ UBC Dataverse Collection (@Borealis)]<ref>https://researchdata.library.ubc.ca/deposit/dataverse/</ref>, a cross-disciplinary data repository on Borealis supporting online management and access to data.

To learn more about the major data repositories used by Canadian researchers including Borealis, FRDR, and Dryad, see the [https://osf.io/rc7de Where Should I Deposit My Data?] <ref>https://researchdata.library.ubc.ca/deposit/dataverse/</ref> decision-tree.

Visit [https://researchdata.library.ubc.ca/ Research Data Management at UBC] for more information.

==Thesis and Dissertation Data==

If you are interested in depositing data that is not part of your formal thesis or dissertation submission but is relevant to your research, this guide may help you make an informed decision about what platform to choose.

Questions about what to include your thesis or dissertation proper should be directed to your graduate office:

* graduate.thesis@ubc.ca (UBC-V)
* gradtheses.ok@ubc.ca (UBC-O)

== Guiding Principles ==

=== General ===
All four repositories supported or maintained by UBC Library can hold multiple files per record. Ideally, a record within a repository holds all appropriate files related to a study. Where possible, multiple files from a study should not be split across multiple records within a repository. However, depending on the type of information deposited, a study may have a record for a publication in cIRcle, for example, and corresponding records for data in Borealis, FRDR, or Dryad. This scenario is described in greater detail in the section: [[Library:Circle/Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis#When there is both Research Data and Documents|When there is both Research Data and Documents]].

Where materials for a study may require multiple records within a single repository or across different repository platforms, a consultation with any repository staff member will ensure best practices are applied.

=== Final and Work-in-Progress Data ===
cIRcle is UBC’s digital repository for teaching and research materials. cIRcle’s mandate prioritizes open access and preservation for static or final versions of materials that will not require adjustments or changes such as articles, theses, and conference papers as well as recordings of events and lectures. Although cIRcle does accept datasets, its services offer limited support for version control. In most cases where a new version of a file becomes available, cIRcle generally recommends adding updated files to existing records rather than replacing (i.e. deleting) files. For this reason, cIRcle is an ideal repository for completed datasets, particularly when paired with an article, presentation or paper.

Borealis is an open source web application for sharing, preserving, citing, exploring, and analyzing research data. It facilitates making data available to others, and allows replication of others' work. It has a robust version control and allows granular access to data files. Borealis is an excellent place for files toward the end of the research data lifecycle or final version that might be amended by the users.

=== Access & Management ===
While anyone can access materials deposited to cIRcle, submissions or edits to existing records are managed by cIRcle staff upon request. Although cIRcle does support embargoes, data should be added to cIRcle with the ultimate goal of open access and re-use. See the [https://circle.ubc.ca/about/faq/ cIRcle FAQ]<ref>https://circle.ubc.ca/about/faq></ref> for more information on permissions and withdrawal and editing policies.

Borealis allows and encourages continuing use and further editing of research data, including version control and granular access to research data which requires a [https://bit.ly/3ZExAOh UBC CWL login]<ref>https://bit.ly/3ZExAOh</ref>.

=== Data Type ===
Tabular data files can be deposited to either cIRcle or Borealis depending on the data content and other considerations (final/in-progress, access, etc.).

SPSS (.por, .sav), Stata (.dta), R (.RData), LIDAR or GIS data would be more suited for deposit in Dataverse.

=== File Sizes ===
cIRcle recommends individual file sizes not exceed 2GB. For help with larger files, please contact [https://circle.ubc.ca/contact-us/ cIRcle staff]<ref>https://circle.ubc.ca/contact-us/</ref>.

In Borealis there is a maximum file size of 3GB for each file that users can upload via a browser. Larger files could be deposited by Borealis staff via the API. For very large datasets (e.g. TBs), we recommend that data be deposited in FRDR. Contact the RDM team for help: research.data[at]ubc.ca.

=== File Formats ===
Ideally, open and non-proprietary file formats should be used to store and share data. Please refer to recommended file formats, and recommend conversion of file formats when possible.

cIRcle is file type agnostic, and can accommodate a variety of file formats though non-proprietary are preferred. Through [https://open.library.ubc.ca Open Collections], cIRcle is able to support in-browser viewing of documents (.pdf), images (.jpg, .png, .gif), videos (.mp4), and audio (.mp3).

Borealis is file format agnostic, and can accommodate a variety of file formats. However, to make research data previewable and analyzable in a browser while using Borealis, we recommend to upload/convert the data to CSV (.csv), SPSS (.por, .sav), Stata (.dta) or R (.RData) file formats.

Excel (.xls / xlsx) may be referred to either repository.

=== When there is both Research Data and Documents ===
Many researchers may wish to deposit both the research data for their study, as well as the publication or supplemental material. There are advantages and disadvantages to having all items for a study (regardless of format) within one repository.

cIRcle is an ideal home for publications with corresponding research data that is static and relatively small (under 2GB). It’s also the place most users expect to find publications from UBC creators. Full-text indexing is provided through the multi-repository search portal, Open Collections for improved discoverability and access. Researchers may choose, however, to deposit their article in cIRcle and have links to their datasets in another data repository if file size, flexibility or interactivity requirements do not support having related materials in one place.

Borealis is the preferred repository for researchers who want to deposit, describe and manage their datasets, particularly where versioning is a priority. For extremely large datasets (e.g. spectrometer data), FDRD is recommended.

== Linking Records Across Repositories ==
Depending on priorities and the strengths and limitations of each repository, researches may find that it makes sense to use multiple repositories for a given research project. For example, researchers might deposit their protocols in [https://osf.io/ OSF], datasets in Borealis, and the final publication in cIRcle. Scholarly communication is enhanced when research inputs are not only made available, but also connected to their final scholarly output. Deposits to cIRcle, OSF, and UBC Dataverse Collection (Borealis) are all citable and provided with a persistent identifier (e.g. DOI, URI, etc.). This means that related records in different repositories can be connected by referring to each record's persistent identifier.

=== cIRcle ===
When depositing into cIRcle, link out to related records by adding a note in the Abstract/Description field that includes each related record's persistent identifier.

* Example of a publication in cIRcle that links to data in Dataverse: [http://hdl.handle.net/2429/57077 BC Municipal Water Survey]

=== UBC Dataverse Collection ===
When depositing into Borealis, link out to related records by adding their persistent identifiers in the Related Materials field.

* Example of data in Dataverse that links to a publication in cIRcle: [https://dx.doi.org/10.14288/1.0314341 BC Municipal Water Survey]

=== Open Science Framework ===
When depositing into OSF, there are a number of ways to make connections to cIRcle and Dataverse:<ref>https://csc.ok.ubc.ca/consultations/thesis-data-deposit/</ref>

* Use the supplied wiki as a README to add related records' persistent identifiers and make connections across repositories. [https://help.osf.io/article/389-wiki OSF wiki instructions].<ref>https://help.osf.io/article/389-wiki</ref>
* Add Dataverse as an add-on to your project. [https://openscience.ubc.ca/research/osf/faq/ UBC-specific instructions].<ref>https://openscience.ubc.ca/research/osf/faq/</ref>
* Create a redirection of a module to your cIRcle and/or Dataverse records. [https://help.osf.io/article/200-add-a-redirect-link Instructions].<ref>https://help.osf.io/article/200-add-a-redirect-link</ref>

== Help ==
For questions about this document or research and data repository services, please contact us at

cIRcle at circle.repository[at]ubc.ca or Research Data Management at research.data[at]ubc.ca.

Version 2.0. Created September 2016. Last updated March 2023.

== References ==
<references />

[[Category:Circle]]
{{DEFAULTSORT:Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis}}

Library:Circle/Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis

2025-05-07T18:22:30Z

Tkstephe: /* Overview */ Moved overview to top of page. Minor stylistic edits for readabiliy.

== Overview ==
UBC Library defines research data as “[…] the data created or generated as part of a research project and exists in many formats including numeric data, text, transcripts, images, video and audio recordings" ([https://casrai.org/rdm-glossary/ Source: Casrai RDM Glossary]<ref>https://casrai.org/red-glossary/</ref>).

In recognition of the diversity of data and the complexity of data stewardship, UBC Library maintains or provides support for four repositories where research data may be stored, accessed, and managed: [https://researchdata.library.ubc.ca/deposit/dataverse/ UBC Dataverse Collection]<ref>https://researchdata.library.ubc.ca/deposit/dataverse/ </ref>, [https://www.frdr-dfdr.ca/repo/ FRDR]<ref>https://www.frdr-dfdr.ca/repo/ </ref>, [https://datadryad.org/stash Dryad]<ref>https://datadryad.org/stash</ref>, and [https://circle.ubc.ca cIRcle] (DSpace).

Each repository presents different strengths and limitations in the management of research data. The advantages of each are dictated, in large part, by the data creator’s goals for access, preservation, and re-use.

This document provides general guidance for librarians to decide primarily when to direct data deposits to cIRcle or the UBC Dataverse Collection. It also outlines how relationships between content living across both repositories may be identified and described.
== About this Guide ==
UBC Library offers a number of services for managing and preserving research data. This guide is maintained by members of the cIRcle and Research Data Management teams. Its primary purpose is to provide guidance around management of data deposit requests between [https://circle.ub.ca cIRcle]<ref> https://circle.ubc.ca</ref>, UBC’s open access digital repository, and [https://researchdata.library.ubc.ca/deposit/dataverse/ UBC Dataverse Collection (@Borealis)]<ref>https://researchdata.library.ubc.ca/deposit/dataverse/</ref>, a cross-disciplinary data repository on Borealis supporting online management and access to data.

To learn more about the major data repositories used by Canadian researchers including Borealis, FRDR, and Dryad, see the [https://osf.io/rc7de Where Should I Deposit My Data?] <ref>https://researchdata.library.ubc.ca/deposit/dataverse/</ref> decision-tree.

Visit [https://researchdata.library.ubc.ca/ Research Data Management at UBC] for more information.

==Thesis and Dissertation Data==

If you are interested in depositing data that is not part of your formal thesis or dissertation submission but is relevant to your research, this guide may help you make an informed decision about what platform to choose.

Questions about what to include your thesis or dissertation proper should be directed to your graduate office:

* graduate.thesis@ubc.ca (UBC-V)
* gradtheses.ok@ubc.ca (UBC-O)

== Guiding Principles ==

=== General ===
All four repositories can hold multiple files per record. Ideally, a record within a repository holds all appropriate files related to a study. Where possible, multiple files from a study should not be split across multiple records within a repository. However, depending on the type of information deposited, a study may have a record for a publication in cIRcle, for example, and corresponding records for data in Borealis, FRDR, or Dryad. This scenario is described in greater detail in the section: [[Library:Circle/Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis#When there is both Research Data and Documents|When there is both Research Data and Documents]].

Where materials for a study may require multiple records within a single repository or across different repository platforms, a consultation with any repository staff member will ensure best practices are applied.

=== Final and Work-in-Progress Data ===
cIRcle is UBC’s digital repository for teaching and research materials. cIRcle’s mandate prioritizes open access and preservation for static or final versions of materials that will not require adjustments or changes such as articles, theses, and conference papers as well as recordings of events and lectures. Although cIRcle does accept datasets, its services offer limited support for version control. In most cases where a new version of a file becomes available, cIRcle generally recommends adding updated files to existing records rather than replacing (i.e. deleting) files. For this reason, cIRcle is an ideal repository for completed datasets, particularly when paired with an article, presentation or paper.

Borealis is an open source web application for sharing, preserving, citing, exploring, and analyzing research data. It facilitates making data available to others, and allows replication of others' work. It has a robust version control and allows granular access to data files. Borealis is an excellent place for files toward the end of the research data lifecycle or final version that might be amended by the users.

=== Access & Management ===
While anyone can access materials deposited to cIRcle, submissions or edits to existing records are managed by cIRcle staff upon request. Although cIRcle does support embargoes, data should be added to cIRcle with the ultimate goal of open access and re-use. See the [https://circle.ubc.ca/about/faq/ cIRcle FAQ]<ref>https://circle.ubc.ca/about/faq></ref> for more information on permissions and withdrawal and editing policies.

Borealis allows and encourages continuing use and further editing of research data, including version control and granular access to research data which requires a [https://bit.ly/3ZExAOh UBC CWL login]<ref>https://bit.ly/3ZExAOh</ref>.

=== Data Type ===
Tabular data files can be deposited to either cIRcle or Borealis depending on the data content and other considerations (final/in-progress, access, etc.).

SPSS (.por, .sav), Stata (.dta), R (.RData), LIDAR or GIS data would be more suited for deposit in Dataverse.

=== File Sizes ===
cIRcle recommends individual file sizes not exceed 2GB. For help with larger files, please contact [https://circle.ubc.ca/contact-us/ cIRcle staff]<ref>https://circle.ubc.ca/contact-us/</ref>.

In Borealis there is a maximum file size of 3GB for each file that users can upload via a browser. Larger files could be deposited by Borealis staff via the API. For very large datasets (e.g. TBs), we recommend that data be deposited in FRDR. Contact the RDM team for help: research.data[at]ubc.ca.

=== File Formats ===
Ideally, open and non-proprietary file formats should be used to store and share data. Please refer to recommended file formats, and recommend conversion of file formats when possible.

cIRcle is file type agnostic, and can accommodate a variety of file formats though non-proprietary are preferred. Through [https://open.library.ubc.ca Open Collections], cIRcle is able to support in-browser viewing of documents (.pdf), images (.jpg, .png, .gif), videos (.mp4), and audio (.mp3).

Borealis is file format agnostic, and can accommodate a variety of file formats. However, to make research data previewable and analyzable in a browser while using Borealis, we recommend to upload/convert the data to CSV (.csv), SPSS (.por, .sav), Stata (.dta) or R (.RData) file formats.

Excel (.xls / xlsx) may be referred to either repository.

=== When there is both Research Data and Documents ===
Many researchers may wish to deposit both the research data for their study, as well as the publication or supplemental material. There are advantages and disadvantages to having all items for a study (regardless of format) within one repository.

cIRcle is an ideal home for publications with corresponding research data that is static and relatively small (under 2GB). It’s also the place most users expect to find publications from UBC creators. Full-text indexing is provided through the multi-repository search portal, Open Collections for improved discoverability and access. Researchers may choose, however, to deposit their article in cIRcle and have links to their datasets in another data repository if file size, flexibility or interactivity requirements do not support having related materials in one place.

Borealis is the preferred repository for researchers who want to deposit, describe and manage their datasets, particularly where versioning is a priority. For extremely large datasets (e.g. spectrometer data), FDRD is recommended.

== Linking Records Across Repositories ==
Depending on priorities and the strengths and limitations of each repository, researches may find that it makes sense to use multiple repositories for a given research project. For example, researchers might deposit their protocols in [https://osf.io/ OSF], datasets in Borealis, and the final publication in cIRcle. Scholarly communication is enhanced when research inputs are not only made available, but also connected to their final scholarly output. Deposits to cIRcle, OSF, and UBC Dataverse Collection (Borealis) are all citable and provided with a persistent identifier (e.g. DOI, URI, etc.). This means that related records in different repositories can be connected by referring to each record's persistent identifier.

=== cIRcle ===
When depositing into cIRcle, link out to related records by adding a note in the Abstract/Description field that includes each related record's persistent identifier.

* Example of a publication in cIRcle that links to data in Dataverse: [http://hdl.handle.net/2429/57077 BC Municipal Water Survey]

=== UBC Dataverse Collection ===
When depositing into Borealis, link out to related records by adding their persistent identifiers in the Related Materials field.

* Example of data in Dataverse that links to a publication in cIRcle: [https://dx.doi.org/10.14288/1.0314341 BC Municipal Water Survey]

=== Open Science Framework ===
When depositing into OSF, there are a number of ways to make connections to cIRcle and Dataverse:<ref>https://csc.ok.ubc.ca/consultations/thesis-data-deposit/</ref>

* Use the supplied wiki as a README to add related records' persistent identifiers and make connections across repositories. [https://help.osf.io/article/389-wiki OSF wiki instructions].<ref>https://help.osf.io/article/389-wiki</ref>
* Add Dataverse as an add-on to your project. [https://openscience.ubc.ca/research/osf/faq/ UBC-specific instructions].<ref>https://openscience.ubc.ca/research/osf/faq/</ref>
* Create a redirection of a module to your cIRcle and/or Dataverse records. [https://help.osf.io/article/200-add-a-redirect-link Instructions].<ref>https://help.osf.io/article/200-add-a-redirect-link</ref>

== Help ==
For questions about this document or research and data repository services, please contact us at

cIRcle at circle.repository[at]ubc.ca or Research Data Management at research.data[at]ubc.ca.

Version 2.0. Created September 2016. Last updated March 2023.

== References ==
<references />

[[Category:Circle]]
{{DEFAULTSORT:Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis}}

Library:Circle/Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis

2025-05-07T18:20:03Z

Tkstephe: /* Thesis and Dissertation Data */

== About this Guide ==
UBC Library offers a number of services for managing and preserving research data. This guide is maintained by members of the cIRcle and Research Data Management teams. Its primary purpose is to provide guidance around management of data deposit requests between [https://circle.ub.ca cIRcle]<ref> https://circle.ubc.ca</ref>, UBC’s open access digital repository, and [https://researchdata.library.ubc.ca/deposit/dataverse/ UBC Dataverse Collection (@Borealis)]<ref>https://researchdata.library.ubc.ca/deposit/dataverse/</ref>, a cross-disciplinary data repository on Borealis supporting online management and access to data.

To learn more about the major data repositories used by Canadian researchers including Borealis, FRDR, and Dryad, see the [https://osf.io/rc7de Where Should I Deposit My Data?] <ref>https://researchdata.library.ubc.ca/deposit/dataverse/</ref> decision-tree.

Visit [https://researchdata.library.ubc.ca/ Research Data Management at UBC] for more information.

==Thesis and Dissertation Data==

If you are interested in depositing data that is not part of your formal thesis or dissertation submission but is relevant to your research, this guide will help you make an informed decision about what platform to choose.

Questions about what to include your thesis or dissertation proper should be directed to your graduate office:

* graduate.thesis@ubc.ca (UBC-V)
* gradtheses.ok@ubc.ca (UBC-O)

== Overview ==
UBC Library defines research data as “[…] the data created or generated as part of a research project and exists in many formats including numeric data, text, transcripts, images, video and audio recordings" ([https://casrai.org/rdm-glossary/ Source: Casrai RDM Glossary]<ref>https://casrai.org/red-glossary/</ref>).

In recognition of the diversity of data and the complexity of data stewardship, UBC Library maintains or provides support for four repositories where research data may be stored, accessed, and managed: [https://researchdata.library.ubc.ca/deposit/dataverse/ UBC Dataverse Collection]<ref>https://researchdata.library.ubc.ca/deposit/dataverse/ </ref>, [https://www.frdr-dfdr.ca/repo/ FRDR]<ref>https://www.frdr-dfdr.ca/repo/ </ref>, [https://datadryad.org/stash Dryad]<ref>https://datadryad.org/stash</ref>, and [https://circle.ubc.ca cIRcle] (DSpace). Each repository presents different strengths and limitations in the management of research data. The advantages of each are dictated, in large part, by the data creator’s goals for access, preservation, and re-use. This document provides general guidance for librarians to decide primarily when to direct data deposits to cIRcle or the UBC Dataverse Collection. It also outlines how relationships between content living across both repositories may be identified and described.

== Guiding Principles ==

=== General ===
All four repositories can hold multiple files per record. Ideally, a record within a repository holds all appropriate files related to a study. Where possible, multiple files from a study should not be split across multiple records within a repository. However, depending on the type of information deposited, a study may have a record for a publication in cIRcle, for example, and corresponding records for data in Borealis, FRDR, or Dryad. This scenario is described in greater detail in the section: [[Library:Circle/Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis#When there is both Research Data and Documents|When there is both Research Data and Documents]].

Where materials for a study may require multiple records within a single repository or across different repository platforms, a consultation with any repository staff member will ensure best practices are applied.

=== Final and Work-in-Progress Data ===
cIRcle is UBC’s digital repository for teaching and research materials. cIRcle’s mandate prioritizes open access and preservation for static or final versions of materials that will not require adjustments or changes such as articles, theses, and conference papers as well as recordings of events and lectures. Although cIRcle does accept datasets, its services offer limited support for version control. In most cases where a new version of a file becomes available, cIRcle generally recommends adding updated files to existing records rather than replacing (i.e. deleting) files. For this reason, cIRcle is an ideal repository for completed datasets, particularly when paired with an article, presentation or paper.

Borealis is an open source web application for sharing, preserving, citing, exploring, and analyzing research data. It facilitates making data available to others, and allows replication of others' work. It has a robust version control and allows granular access to data files. Borealis is an excellent place for files toward the end of the research data lifecycle or final version that might be amended by the users.

=== Access & Management ===
While anyone can access materials deposited to cIRcle, submissions or edits to existing records are managed by cIRcle staff upon request. Although cIRcle does support embargoes, data should be added to cIRcle with the ultimate goal of open access and re-use. See the [https://circle.ubc.ca/about/faq/ cIRcle FAQ]<ref>https://circle.ubc.ca/about/faq></ref> for more information on permissions and withdrawal and editing policies.

Borealis allows and encourages continuing use and further editing of research data, including version control and granular access to research data which requires a [https://bit.ly/3ZExAOh UBC CWL login]<ref>https://bit.ly/3ZExAOh</ref>.

=== Data Type ===
Tabular data files can be deposited to either cIRcle or Borealis depending on the data content and other considerations (final/in-progress, access, etc.).

SPSS (.por, .sav), Stata (.dta), R (.RData), LIDAR or GIS data would be more suited for deposit in Dataverse.

=== File Sizes ===
cIRcle recommends individual file sizes not exceed 2GB. For help with larger files, please contact [https://circle.ubc.ca/contact-us/ cIRcle staff]<ref>https://circle.ubc.ca/contact-us/</ref>.

In Borealis there is a maximum file size of 3GB for each file that users can upload via a browser. Larger files could be deposited by Borealis staff via the API. For very large datasets (e.g. TBs), we recommend that data be deposited in FRDR. Contact the RDM team for help: research.data[at]ubc.ca.

=== File Formats ===
Ideally, open and non-proprietary file formats should be used to store and share data. Please refer to recommended file formats, and recommend conversion of file formats when possible.

cIRcle is file type agnostic, and can accommodate a variety of file formats though non-proprietary are preferred. Through [https://open.library.ubc.ca Open Collections], cIRcle is able to support in-browser viewing of documents (.pdf), images (.jpg, .png, .gif), videos (.mp4), and audio (.mp3).

Borealis is file format agnostic, and can accommodate a variety of file formats. However, to make research data previewable and analyzable in a browser while using Borealis, we recommend to upload/convert the data to CSV (.csv), SPSS (.por, .sav), Stata (.dta) or R (.RData) file formats.

Excel (.xls / xlsx) may be referred to either repository.

=== When there is both Research Data and Documents ===
Many researchers may wish to deposit both the research data for their study, as well as the publication or supplemental material. There are advantages and disadvantages to having all items for a study (regardless of format) within one repository.

cIRcle is an ideal home for publications with corresponding research data that is static and relatively small (under 2GB). It’s also the place most users expect to find publications from UBC creators. Full-text indexing is provided through the multi-repository search portal, Open Collections for improved discoverability and access. Researchers may choose, however, to deposit their article in cIRcle and have links to their datasets in another data repository if file size, flexibility or interactivity requirements do not support having related materials in one place.

Borealis is the preferred repository for researchers who want to deposit, describe and manage their datasets, particularly where versioning is a priority. For extremely large datasets (e.g. spectrometer data), FDRD is recommended.

== Linking Records Across Repositories ==
Depending on priorities and the strengths and limitations of each repository, researches may find that it makes sense to use multiple repositories for a given research project. For example, researchers might deposit their protocols in [https://osf.io/ OSF], datasets in Borealis, and the final publication in cIRcle. Scholarly communication is enhanced when research inputs are not only made available, but also connected to their final scholarly output. Deposits to cIRcle, OSF, and UBC Dataverse Collection (Borealis) are all citable and provided with a persistent identifier (e.g. DOI, URI, etc.). This means that related records in different repositories can be connected by referring to each record's persistent identifier.

=== cIRcle ===
When depositing into cIRcle, link out to related records by adding a note in the Abstract/Description field that includes each related record's persistent identifier.

* Example of a publication in cIRcle that links to data in Dataverse: [http://hdl.handle.net/2429/57077 BC Municipal Water Survey]

=== UBC Dataverse Collection ===
When depositing into Borealis, link out to related records by adding their persistent identifiers in the Related Materials field.

* Example of data in Dataverse that links to a publication in cIRcle: [https://dx.doi.org/10.14288/1.0314341 BC Municipal Water Survey]

=== Open Science Framework ===
When depositing into OSF, there are a number of ways to make connections to cIRcle and Dataverse:<ref>https://csc.ok.ubc.ca/consultations/thesis-data-deposit/</ref>

* Use the supplied wiki as a README to add related records' persistent identifiers and make connections across repositories. [https://help.osf.io/article/389-wiki OSF wiki instructions].<ref>https://help.osf.io/article/389-wiki</ref>
* Add Dataverse as an add-on to your project. [https://openscience.ubc.ca/research/osf/faq/ UBC-specific instructions].<ref>https://openscience.ubc.ca/research/osf/faq/</ref>
* Create a redirection of a module to your cIRcle and/or Dataverse records. [https://help.osf.io/article/200-add-a-redirect-link Instructions].<ref>https://help.osf.io/article/200-add-a-redirect-link</ref>

== Help ==
For questions about this document or research and data repository services, please contact us at

cIRcle at circle.repository[at]ubc.ca or Research Data Management at research.data[at]ubc.ca.

Version 2.0. Created September 2016. Last updated March 2023.

== References ==
<references />

[[Category:Circle]]
{{DEFAULTSORT:Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis}}

Library:Circle/Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis

2025-05-07T18:16:58Z

Tkstephe: /* About this Guide */

== About this Guide ==
UBC Library offers a number of services for managing and preserving research data. This guide is maintained by members of the cIRcle and Research Data Management teams. Its primary purpose is to provide guidance around management of data deposit requests between [https://circle.ub.ca cIRcle]<ref> https://circle.ubc.ca</ref>, UBC’s open access digital repository, and [https://researchdata.library.ubc.ca/deposit/dataverse/ UBC Dataverse Collection (@Borealis)]<ref>https://researchdata.library.ubc.ca/deposit/dataverse/</ref>, a cross-disciplinary data repository on Borealis supporting online management and access to data.

To learn more about the major data repositories used by Canadian researchers including Borealis, FRDR, and Dryad, see the [https://osf.io/rc7de Where Should I Deposit My Data?] <ref>https://researchdata.library.ubc.ca/deposit/dataverse/</ref> decision-tree.

Visit [https://researchdata.library.ubc.ca/ Research Data Management at UBC] for more information.

==Thesis and Dissertation Data==

If you are interested in depositing data that is not part of your formal thesis or dissertation submission but is relevant to your research, you may wish to explore the options discussed below. Questions about what to include your thesis or dissertation proper should be directed to your graduate office: graduate.thesis@ubc.ca for UBC-V and gradtheses.ok@ubc.ca for UBC-O.
== Overview ==
UBC Library defines research data as “[…] the data created or generated as part of a research project and exists in many formats including numeric data, text, transcripts, images, video and audio recordings" ([https://casrai.org/rdm-glossary/ Source: Casrai RDM Glossary]<ref>https://casrai.org/red-glossary/</ref>).

In recognition of the diversity of data and the complexity of data stewardship, UBC Library maintains or provides support for four repositories where research data may be stored, accessed, and managed: [https://researchdata.library.ubc.ca/deposit/dataverse/ UBC Dataverse Collection]<ref>https://researchdata.library.ubc.ca/deposit/dataverse/ </ref>, [https://www.frdr-dfdr.ca/repo/ FRDR]<ref>https://www.frdr-dfdr.ca/repo/ </ref>, [https://datadryad.org/stash Dryad]<ref>https://datadryad.org/stash</ref>, and [https://circle.ubc.ca cIRcle] (DSpace). Each repository presents different strengths and limitations in the management of research data. The advantages of each are dictated, in large part, by the data creator’s goals for access, preservation, and re-use. This document provides general guidance for librarians to decide primarily when to direct data deposits to cIRcle or the UBC Dataverse Collection. It also outlines how relationships between content living across both repositories may be identified and described.

== Guiding Principles ==

=== General ===
All four repositories can hold multiple files per record. Ideally, a record within a repository holds all appropriate files related to a study. Where possible, multiple files from a study should not be split across multiple records within a repository. However, depending on the type of information deposited, a study may have a record for a publication in cIRcle, for example, and corresponding records for data in Borealis, FRDR, or Dryad. This scenario is described in greater detail in the section: [[Library:Circle/Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis#When there is both Research Data and Documents|When there is both Research Data and Documents]].

Where materials for a study may require multiple records within a single repository or across different repository platforms, a consultation with any repository staff member will ensure best practices are applied.

=== Final and Work-in-Progress Data ===
cIRcle is UBC’s digital repository for teaching and research materials. cIRcle’s mandate prioritizes open access and preservation for static or final versions of materials that will not require adjustments or changes such as articles, theses, and conference papers as well as recordings of events and lectures. Although cIRcle does accept datasets, its services offer limited support for version control. In most cases where a new version of a file becomes available, cIRcle generally recommends adding updated files to existing records rather than replacing (i.e. deleting) files. For this reason, cIRcle is an ideal repository for completed datasets, particularly when paired with an article, presentation or paper.

Borealis is an open source web application for sharing, preserving, citing, exploring, and analyzing research data. It facilitates making data available to others, and allows replication of others' work. It has a robust version control and allows granular access to data files. Borealis is an excellent place for files toward the end of the research data lifecycle or final version that might be amended by the users.

=== Access & Management ===
While anyone can access materials deposited to cIRcle, submissions or edits to existing records are managed by cIRcle staff upon request. Although cIRcle does support embargoes, data should be added to cIRcle with the ultimate goal of open access and re-use. See the [https://circle.ubc.ca/about/faq/ cIRcle FAQ]<ref>https://circle.ubc.ca/about/faq></ref> for more information on permissions and withdrawal and editing policies.

Borealis allows and encourages continuing use and further editing of research data, including version control and granular access to research data which requires a [https://bit.ly/3ZExAOh UBC CWL login]<ref>https://bit.ly/3ZExAOh</ref>.

=== Data Type ===
Tabular data files can be deposited to either cIRcle or Borealis depending on the data content and other considerations (final/in-progress, access, etc.).

SPSS (.por, .sav), Stata (.dta), R (.RData), LIDAR or GIS data would be more suited for deposit in Dataverse.

=== File Sizes ===
cIRcle recommends individual file sizes not exceed 2GB. For help with larger files, please contact [https://circle.ubc.ca/contact-us/ cIRcle staff]<ref>https://circle.ubc.ca/contact-us/</ref>.

In Borealis there is a maximum file size of 3GB for each file that users can upload via a browser. Larger files could be deposited by Borealis staff via the API. For very large datasets (e.g. TBs), we recommend that data be deposited in FRDR. Contact the RDM team for help: research.data[at]ubc.ca.

=== File Formats ===
Ideally, open and non-proprietary file formats should be used to store and share data. Please refer to recommended file formats, and recommend conversion of file formats when possible.

cIRcle is file type agnostic, and can accommodate a variety of file formats though non-proprietary are preferred. Through [https://open.library.ubc.ca Open Collections], cIRcle is able to support in-browser viewing of documents (.pdf), images (.jpg, .png, .gif), videos (.mp4), and audio (.mp3).

Borealis is file format agnostic, and can accommodate a variety of file formats. However, to make research data previewable and analyzable in a browser while using Borealis, we recommend to upload/convert the data to CSV (.csv), SPSS (.por, .sav), Stata (.dta) or R (.RData) file formats.

Excel (.xls / xlsx) may be referred to either repository.

=== When there is both Research Data and Documents ===
Many researchers may wish to deposit both the research data for their study, as well as the publication or supplemental material. There are advantages and disadvantages to having all items for a study (regardless of format) within one repository.

cIRcle is an ideal home for publications with corresponding research data that is static and relatively small (under 2GB). It’s also the place most users expect to find publications from UBC creators. Full-text indexing is provided through the multi-repository search portal, Open Collections for improved discoverability and access. Researchers may choose, however, to deposit their article in cIRcle and have links to their datasets in another data repository if file size, flexibility or interactivity requirements do not support having related materials in one place.

Borealis is the preferred repository for researchers who want to deposit, describe and manage their datasets, particularly where versioning is a priority. For extremely large datasets (e.g. spectrometer data), FDRD is recommended.

== Linking Records Across Repositories ==
Depending on priorities and the strengths and limitations of each repository, researches may find that it makes sense to use multiple repositories for a given research project. For example, researchers might deposit their protocols in [https://osf.io/ OSF], datasets in Borealis, and the final publication in cIRcle. Scholarly communication is enhanced when research inputs are not only made available, but also connected to their final scholarly output. Deposits to cIRcle, OSF, and UBC Dataverse Collection (Borealis) are all citable and provided with a persistent identifier (e.g. DOI, URI, etc.). This means that related records in different repositories can be connected by referring to each record's persistent identifier.

=== cIRcle ===
When depositing into cIRcle, link out to related records by adding a note in the Abstract/Description field that includes each related record's persistent identifier.

* Example of a publication in cIRcle that links to data in Dataverse: [http://hdl.handle.net/2429/57077 BC Municipal Water Survey]

=== UBC Dataverse Collection ===
When depositing into Borealis, link out to related records by adding their persistent identifiers in the Related Materials field.

* Example of data in Dataverse that links to a publication in cIRcle: [https://dx.doi.org/10.14288/1.0314341 BC Municipal Water Survey]

=== Open Science Framework ===
When depositing into OSF, there are a number of ways to make connections to cIRcle and Dataverse:<ref>https://csc.ok.ubc.ca/consultations/thesis-data-deposit/</ref>

* Use the supplied wiki as a README to add related records' persistent identifiers and make connections across repositories. [https://help.osf.io/article/389-wiki OSF wiki instructions].<ref>https://help.osf.io/article/389-wiki</ref>
* Add Dataverse as an add-on to your project. [https://openscience.ubc.ca/research/osf/faq/ UBC-specific instructions].<ref>https://openscience.ubc.ca/research/osf/faq/</ref>
* Create a redirection of a module to your cIRcle and/or Dataverse records. [https://help.osf.io/article/200-add-a-redirect-link Instructions].<ref>https://help.osf.io/article/200-add-a-redirect-link</ref>

== Help ==
For questions about this document or research and data repository services, please contact us at

cIRcle at circle.repository[at]ubc.ca or Research Data Management at research.data[at]ubc.ca.

Version 2.0. Created September 2016. Last updated March 2023.

== References ==
<references />

[[Category:Circle]]
{{DEFAULTSORT:Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis}}

Library:Circle/User Guides

2025-05-07T18:15:28Z

Tkstephe: /* Copyright & Permissions */

__NOTOC__
= cIRcle User Guides =
===Submit===
The procedure for submission to cIRcle varies by content type. See our [http://circle.ubc.ca/submissions Submissions] page for more general information about how to get started.
*[https://wiki.ubc.ca/Library:Circle/Submitting_Theses_and_Dissertations_to_cIRcle Submitting Theses and Dissertations to cIRcle]
*[https://wiki.ubc.ca/Library:Circle/Submitting_Creative_Arts_Theses_and_Dissertations_to_cIRcle Submitting Creative Arts Theses and Dissertations to cIRcle] (MFA and MMus only)
* [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions Graduate Research Submission Instructions (Non-thesis)]

===Prepare===
*[http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions cIRcle File Naming Conventions]
*[http://wiki.ubc.ca/Library:Circle/File_Format_Guidelines cIRcle File Format Guidelines]

===Find===
*[https://wiki.ubc.ca/Library:Circle/Theses_and_Dissertations_at_cIRcle_:_Discovery_and_Use Theses and Dissertations at cIRcle : Discovery and Use]
*[https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content]

==Reference Documents==

===Metadata===
*[https://wiki.ubc.ca/images/9/9a/CIRcle_Metadata_Manual_2022-02-03.pdf cIRcle Metadata Manual (2022-02-03)]
*[https://wiki.ubc.ca/Library:Circle/cIRcle_Affiliations_%26_Programs_Reference_Guide cIRcle Affiliations & Programs Reference Guide]

===Copyright & Permissions===
*[https://wiki.ubc.ca/images/b/b9/CopyrightcIRcle_AuthorsGuide_2024.pdf UBC Author’s Guide to Self-Archiving, Publication Versions, and Permissions]
*[https://circle.ubc.ca/2025/04/15/publishing-grant-funded-research-articles-in-circle-the-green-open-access-route/ Publishing grant-funded research articles in cIRcle : The Green Open Access Route]

===Research Data===
*[https://wiki.ubc.ca/Library:Circle/Guidelines_for_Recommending_UBC_Library_Repositories_for_Data:_cIRcle_and_Borealis Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis]

[[Category:Circle Website|User Guides]]

Library:Circle/User Guides

2025-05-07T18:14:58Z

Tkstephe: /* Submit */

__NOTOC__
= cIRcle User Guides =
===Submit===
The procedure for submission to cIRcle varies by content type. See our [http://circle.ubc.ca/submissions Submissions] page for more general information about how to get started.
*[https://wiki.ubc.ca/Library:Circle/Submitting_Theses_and_Dissertations_to_cIRcle Submitting Theses and Dissertations to cIRcle]
*[https://wiki.ubc.ca/Library:Circle/Submitting_Creative_Arts_Theses_and_Dissertations_to_cIRcle Submitting Creative Arts Theses and Dissertations to cIRcle] (MFA and MMus only)
* [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions Graduate Research Submission Instructions (Non-thesis)]

===Prepare===
*[http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions cIRcle File Naming Conventions]
*[http://wiki.ubc.ca/Library:Circle/File_Format_Guidelines cIRcle File Format Guidelines]

===Find===
*[https://wiki.ubc.ca/Library:Circle/Theses_and_Dissertations_at_cIRcle_:_Discovery_and_Use Theses and Dissertations at cIRcle : Discovery and Use]
*[https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content]

==Reference Documents==

===Metadata===
*[https://wiki.ubc.ca/images/9/9a/CIRcle_Metadata_Manual_2022-02-03.pdf cIRcle Metadata Manual (2022-02-03)]
*[https://wiki.ubc.ca/Library:Circle/cIRcle_Affiliations_%26_Programs_Reference_Guide cIRcle Affiliations & Programs Reference Guide]

===Copyright & Permissions===
*[https://wiki.ubc.ca/images/b/b9/CopyrightcIRcle_AuthorsGuide_2024.pdf Copyright & cIRcle Author’s Guide to Self-Archiving, Publication Versions, and Permissions]
*[https://circle.ubc.ca/2025/04/15/publishing-grant-funded-research-articles-in-circle-the-green-open-access-route/ Publishing grant-funded research articles in cIRcle : The Green Open Access Route]

===Research Data===
*[https://wiki.ubc.ca/Library:Circle/Guidelines_for_Recommending_UBC_Library_Repositories_for_Data:_cIRcle_and_Borealis Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis]

[[Category:Circle Website|User Guides]]

Library:Circle/User Guides

2025-05-07T18:13:42Z

Tkstephe: /* Copyright & Permissions */

__NOTOC__
= cIRcle User Guides =
===Submit===
The procedure for submission to cIRcle varies by content type. See our [http://circle.ubc.ca/submissions Content Submission] page for more general information about how to get started.
*[https://wiki.ubc.ca/Library:Circle/Submitting_Theses_and_Dissertations_to_cIRcle Submitting Theses and Dissertations to cIRcle]
*[https://wiki.ubc.ca/Library:Circle/Submitting_Creative_Arts_Theses_and_Dissertations_to_cIRcle Submitting Creative Arts Theses and Dissertations to cIRcle] (MFA and MMus only)
* [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions Graduate Research Submission Instructions (Non-thesis)]

===Prepare===
*[http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions cIRcle File Naming Conventions]
*[http://wiki.ubc.ca/Library:Circle/File_Format_Guidelines cIRcle File Format Guidelines]

===Find===
*[https://wiki.ubc.ca/Library:Circle/Theses_and_Dissertations_at_cIRcle_:_Discovery_and_Use Theses and Dissertations at cIRcle : Discovery and Use]
*[https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content]

==Reference Documents==

===Metadata===
*[https://wiki.ubc.ca/images/9/9a/CIRcle_Metadata_Manual_2022-02-03.pdf cIRcle Metadata Manual (2022-02-03)]
*[https://wiki.ubc.ca/Library:Circle/cIRcle_Affiliations_%26_Programs_Reference_Guide cIRcle Affiliations & Programs Reference Guide]

===Copyright & Permissions===
*[https://wiki.ubc.ca/images/b/b9/CopyrightcIRcle_AuthorsGuide_2024.pdf Copyright & cIRcle Author’s Guide to Self-Archiving, Publication Versions, and Permissions]
*[https://circle.ubc.ca/2025/04/15/publishing-grant-funded-research-articles-in-circle-the-green-open-access-route/ Publishing grant-funded research articles in cIRcle : The Green Open Access Route]

===Research Data===
*[https://wiki.ubc.ca/Library:Circle/Guidelines_for_Recommending_UBC_Library_Repositories_for_Data:_cIRcle_and_Borealis Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis]

[[Category:Circle Website|User Guides]]

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T01:42:23Z

Tkstephe: /* If your paper or project contains copyrighted materials */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===
'''Copyright'''

Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process.

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Ensure any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

'''Overview of the Graduate Work (non-thesis) Submission Workflow'''

[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to common questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission.

Visit the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
In general, any material which was not created by you or your group may be under copyright.

Before submitting your content to cIRcle consider if it includes any of the following that were '''not''' made by your or members of your group:
* Images, including stock images, edited versions of other peoples' images, or [https://genai.ubc.ca/ AI (Artificial Intelligence)]. Visit the UBC Copyright [https://copyright.ubc.ca/image-sources/ Image Sources] guide for examples and free image sources.
* Video recordings, including interviews with people where [https://universitycounsel.ubc.ca/files/2021/01/Form-to-authorize-disclosure-of-personal-information.pdf consent to use of personal information] may be needed
* Graphs or survey instruments
* Logos or graphics such as those belonging to community partners

=== If your paper or project contains copyrighted materials ===
Content in cIRcle is shared under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License]. If you are using copyrighted images, you must obtain permission from the copyright holder to include these materials in your cIRcle submission under the same or existing Creative Commons License.

In most cases, copyrighted material that can't be shared in cIRcle under a Creative Commons License is removed prior to submitting your work to cIRcle. Replace redacted copyright material with placeholder text describing what was removed. If appropriate, provide a citation to the copyrighted material.

Alternately, consider replacing copyrighted materials with sources in the [https://copyright.ubc.ca/public-domain/ public domain] or licensed under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License].

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, discuss it with your course instructor or supervisor.

You can also visit [https://copyright.ubc.ca/ UBC Copyright] for helpful resources.

==For Instructors or Supervisors==
Current UBC graduate students submitting non-thesis work may submit directly to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle.

As a course instructor or supervisor, you will need to evaluate and approve the submission by logging into cIRcle. Step-by-step instructions are provided in the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators Graduate Research Non-thesis Submission Instructions: Instructors or Supervisors].

Your student must enter your email address during the submission process. '''Ensure this email address is the same one you use to register or login to cIRcle.'''

If your department has a graduate administrator coordinating submissions graduating projects, please contact them for support and assistance with the submission process.

To submit your own work to cIRcle visit our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Faculty & Staff] submissions page or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for help.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T01:40:23Z

Tkstephe: /* For Instructors or Supervisors */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===
'''Copyright'''

Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process.

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Ensure any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

'''Overview of the Graduate Work (non-thesis) Submission Workflow'''

[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to common questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission.

Visit the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
In general, any material which was not created by you or your group may be under copyright.

Before submitting your content to cIRcle consider if it includes any of the following that were '''not''' made by your or members of your group:
* Images, including stock images, edited versions of other peoples' images, or [https://genai.ubc.ca/ AI (Artificial Intelligence)]. Visit the UBC Copyright [https://copyright.ubc.ca/image-sources/ Image Sources] guide for examples and free image sources.
* Video recordings, including interviews with people where [https://universitycounsel.ubc.ca/files/2021/01/Form-to-authorize-disclosure-of-personal-information.pdf consent to use of personal information] may be needed
* Graphs or survey instruments
* Logos or graphics such as those belonging to community partners

=== If your paper or project contains copyrighted materials ===
Content in cIRcle is shared under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License]. If you are using copyrighted images, you must obtain permission from the copyright holder to include these materials in your cIRcle submission under the same or existing Creative Commons License.

In most cases, copyrighted material that can't be shared in cIRcle under a Creative Commons License is removed prior to submitting your work to cIRcle. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended.

Alternately, consider replacing copyrighted materials with sources in the [https://copyright.ubc.ca/public-domain/ public domain] or licensed under a [https://copyright.ubc.ca/creative-commons/ Creative Commons].

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, discuss it with your course instructor or supervisor.

You can also visit [https://copyright.ubc.ca/ UBC Copyright] for helpful resources.

==For Instructors or Supervisors==
Current UBC graduate students submitting non-thesis work may submit directly to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle.

As a course instructor or supervisor, you will need to evaluate and approve the submission by logging into cIRcle. Step-by-step instructions are provided in the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators Graduate Research Non-thesis Submission Instructions: Instructors or Supervisors].

Your student must enter your email address during the submission process. '''Ensure this email address is the same one you use to register or login to cIRcle.'''

If your department has a graduate administrator coordinating submissions graduating projects, please contact them for support and assistance with the submission process.

To submit your own work to cIRcle visit our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Faculty & Staff] submissions page or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for help.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T01:39:32Z

Tkstephe: /* Copyright */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===
'''Copyright'''

Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process.

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Ensure any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

'''Overview of the Graduate Work (non-thesis) Submission Workflow'''

[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to common questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission.

Visit the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
In general, any material which was not created by you or your group may be under copyright.

Before submitting your content to cIRcle consider if it includes any of the following that were '''not''' made by your or members of your group:
* Images, including stock images, edited versions of other peoples' images, or [https://genai.ubc.ca/ AI (Artificial Intelligence)]. Visit the UBC Copyright [https://copyright.ubc.ca/image-sources/ Image Sources] guide for examples and free image sources.
* Video recordings, including interviews with people where [https://universitycounsel.ubc.ca/files/2021/01/Form-to-authorize-disclosure-of-personal-information.pdf consent to use of personal information] may be needed
* Graphs or survey instruments
* Logos or graphics such as those belonging to community partners

=== If your paper or project contains copyrighted materials ===
Content in cIRcle is shared under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License]. If you are using copyrighted images, you must obtain permission from the copyright holder to include these materials in your cIRcle submission under the same or existing Creative Commons License.

In most cases, copyrighted material that can't be shared in cIRcle under a Creative Commons License is removed prior to submitting your work to cIRcle. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended.

Alternately, consider replacing copyrighted materials with sources in the [https://copyright.ubc.ca/public-domain/ public domain] or licensed under a [https://copyright.ubc.ca/creative-commons/ Creative Commons].

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, discuss it with your course instructor or supervisor.

You can also visit [https://copyright.ubc.ca/ UBC Copyright] for helpful resources.

==For Instructors or Supervisors==
Current UBC graduate students submitting non-thesis work may submit directly to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle.

As a course instructor or supervisor, you will need to evaluate and approve the submission by logging into cIRcle. Step-by-step instructions are provided in the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators Graduate Research Non-thesis Submission Instructions: Instructors or Supervisors].

Your student must enter your email address during the submission process. Ensure this email address is the same one you use to register or login to cIRcle.

If your department has a graduate administrator coordinating submissions graduating projects, please contact them for support and assistance with the submission process.

To submit your own work to cIRcle visit our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Faculty & Staff] submissions page or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for help.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research Submission Instructions

2025-05-07T01:36:09Z

Tkstephe: /* Instructors/Supervisors or Graduate Administrators */

== Summary ==
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch Graduate Student Research] collection is for '''non-thesis graduate student work at UBC Vancouver and UBC Okanagan.''' All work destined for this cIRcle collection must be approved online by the students' course instructors or supervisors (see guide below). Only submissions of exemplary quality should be approved.

'''NOTE: UBC Theses and Dissertations must be submitted in accordance with the requirements of the [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/circle-instructions Faculty of Graduate and Postdoctoral Studies (G+PS, UBC-V)]''' '''or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ College of Graduate Studies (CoGS, UBC-O)]''' into the [https://circle.ubc.ca/handle/2429/24 Electronic Theses and Dissertations] collection in cIRcle. Students must contact G+PS/CoGS for authorization to submit their theses and dissertations.

==Students==
The guide below is for UBC Vancouver and Okanagan graduate students who are submitting their work to the Graduate Student Research collection in cIRcle.

{| class="wikitable"
|-
|style="border-right: hidden; border-width: 1px"|
[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|Tip]]
||
'''Tip! '''Are you a '''SCARP''' or '''SALA''' student? Be sure to also consult specific submission instructions from your graduate administrator to avoid errors and delays.
|}
=== 1. Prepare file(s) ===
Follow the steps on our [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/ Graduate Research (Non-thesis)] page to prepare your deposit.

=== 2. Register or Log In ===
[https://circle.ubc.ca/register Register] for a cIRcle login, if you don’t have one yet or [https://circle.library.ubc.ca/login log in].

If you plan to submit multiple times, you can link your cIRcle login to your CWL after registering, and use your CWL to login to cIRcle thereafter. Please follow the instructions for linking your CWL and your cIRcle login.

=== 3. Start a Submission ===
After logging in, click on ‘Submissions’ (under ‘My Account’) in the left hand column of your screen. Then click on ‘start a new submission’ and select the ‘Graduate Research [non-thesis]’ collection. [[File:3_Submissions_button.jpg|link=|frameless|500x500px]] [[File:4_Start_submission..jpg|link=|frameless|500x500px]] [[File:Select_Collection.jpg|link=|frameless|500x500px]]

=== 4. Course code and instructor information ===
If this work is the result of coursework, input the course code in the Course Name and Number field. If this work is not the result of coursework, you may leave this field blank.

Input the e-mail address and select the academic unit for the person responsible for approving your submission. This may be your supervisor/course instructor '''or''' a graduate administrator. '''To avoid errors or delays with your submission, please confirm in-advance the correct email address for the person approving your submission.'''

Click the 'Next >' button to move to the next screen. [[File:Screen Shot 2019-06-06 at 9.40.59 AM.png|link=|frameless|500px]]

=== 5. Describe yourself and your item ===
Follow instructions on the next screens carefully as you describe and upload your submission.

==== Your Name ====
* Be sure to enter your name in the format that you wish to be known by. You are beginning to establish your scholarly identity: do you want to be known by your full name, include middle initials, etc.?
* '''You should use this format of your name consistently on all your scholarly work;''' this will make it easier for others to find and identify your work.
Follow the instructions on the form to finish describing your item. If you are submitting as part of a course, check in with the office coordinator if there are any specific fields you should be inputting (e.g. putting "Early childhood education" as a subject keyword).

=== 6. Upload File ===
Click on “'''Choose File'''” to select the file from your computer. If there is only one file to be uploaded, simply click on “'''Next'''”. If you have more than one file to upload, click on “'''Upload file & add another'''” and continue to add additional file. Be sure to follow the file naming conventions requested by your department or [https://wiki.ubc.ca/Library:Circle/File_Naming_Conventions use the best practices provided by cIRcle].

If you clicked on “'''Upload File & add another'''”, you will see the name of your file under “Files Uploaded”. Repeat this step to add multiple files. Click on “'''Next'''” when all the necessary files have been uploaded.

If you wish to remove a file uploaded by mistake, select the file you wish to remove under “Files Uploaded” then click on “'''Remove Selected Items'''”.

'''Avoid uploading files larger than 2GB'''. For larger files, please contact the cIRcle office for assistance at circle.repository[at]ubc.ca. You may also want to consult [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines cIRcle file format guidelines for more information.]

 [[File:9_2015_nonthesis_Upload_Add_Another.png|link=|500x500px|Upload and add another file]]

=== 7. Creative Commons License & cIRcle License ===
After you upload your item and review it, you will be asked to select which Creative Commons License you wish to give the item. Creative Commons Licenses govern what people who access your work may then do with it. The default license [https://creativecommons.org/licenses/by-nc-nd/4.0/ CC-BY-NC-ND] means anyone wanting to use your work has to attribute it to you. To help you decide which license to use, visit the [http://creativecommons.org/licenses/ Creative Commons website].

On the final screen you will be asked to agree to the cIRcle license; please review the terms and agree to the license.

=== 8. Finish Submission ===
Click on ‘Complete Submission’ and your submission will be routed to your course instructor/supervisor or graduate administrator for online approval.

'''Please note that you may receive an automated email indicating that revisions to your submission are required. It is important that you respond to such emails to complete the submission process.'''

=== 9. Instructor approval & notice of upload ===
After your course instructor/supervisor or graduate administrator’s online approval has been received by cIRcle staff, we require an additional three to five business days to verify your record and add it to cIRcle.

When your submission is added to the cIRcle database, you will receive a confirmation email with the persistent link to your project like this http://hdl.handle.net/2429/72216. A DOI will also be activated soon after your item is archived (e.g. 10.14288/1.0385108). For your item statistics, click on the 'Usage Statistics' link at the bottom of your item’s web page to see the number of page displays (views) and file downloads from top countries and cities.

==Course Instructors or Supervisors==

The guide below is for course instructors or supervisors who are asked to provide online approval for non-thesis submissions by UBC Vancouver and UBC Okanagan graduate students to the Graduate Student Research collection in cIRcle. The length of time required to complete the online approval process depends on whether you have previously registered for a cIRcle login and whether you require the student to edit the submission. At its quickest, online approval should only take a few minutes.

===1. Email notification===

Your graduate students may submit '''only non-thesis manuscripts or projects''' to the Graduate Student Research collection in cIRcle, provided you give your online approval. Only submissions of exemplary quality should be approved.

As part of submitting their work to cIRcle, students provide contact information for their course instructors/supervisors or graduate administrators. As soon as the student completes the online submission, you (the course instructor/administrator) will receive an automated email notification asking you to approve the submission online.

[[File:Instructor email instructions.png|Instructor Email|570px|link=http://wiki.ubc.ca/images/7/7c/Instructor_email_instructions.png]]

 

===2. Register or Log In===

'''No cIRcle login:'''

# If you '''do not have a cIRcle login''', you will be prompted to create one by following the link provided in your email (see above image).
# Please note that the system will automatically generate a username/cIRcle login for you using your email address.
# You will then be asked to create a password.

By following the link provided in your email notification (see above image), you will be able to create a password for your new cIRcle login.

[[File:New cIRcle Email Registration.png|New cIRcle Email Registration|570px|link=http://wiki.ubc.ca/images/f/f0/New_cIRcle_Email_Registration.png]]

 

'''Already have a cIRcle login:'''

# If you '''already have a cIRcle login''', the link in your email message will take you to the usual cIRcle login screen.
# Please use your existing cIRcle login (email address and password, or CWL if you have linked it to your cIRcle login).

[[File:Existing circle account - instructor.png|Existing Circle Email|570px|link=http://wiki.ubc.ca/images/9/94/Existing_circle_account_-_instructor.png]]

 

===3. Review===

When you have logged in, you will be taken to the course instructor review page.

'''If you don’t see this page after logging in''', please navigate to the left-hand menu and click 'Submissions' under the 'My Account' tab.

Here you will see the student submission and can click on the file name link to review the manuscript or project. This is an important step for you to confirm that the attached file is indeed the submission you approve.

[[File:Reviewing a cIRcle submission.png|570px|link=http://wiki.ubc.ca/images/5/59/Reviewing_a_cIRcle_submission.png]]

 

When you have reviewed the file please use one of the two function buttons on the bottom right hand side of your screen to perform one of the following functions:

* '''Approve item''': By selecting this option you agree that the submission is suitable to be permanently added to cIRcle. After you click the "Approve item" button, the submission is automatically routed to Library staff who will ensure that proper metadata has been entered. Library staff will then add the submission to cIRcle and the student will receive an email notification with a link to their archived submission in cIRcle. No further action from you is required.

*'''Reject item''': If there is an error in the submission that the student needs to correct, click the "Reject" button and then describe the required changes in the text box. '''Please click the "Reject" button a second time when you have finished adding your text.''' The student will receive an email notification asking them to make the changes that you requested and to resubmit. After the student resubmits the manuscript or project, you will receive a new email notification asking you to perform the review process once more. You can follow the link provided in the email to login to cIRcle and complete the approval process. You may also use the "Reject" button option if the student has added you as a course instructor by mistake. Please state in the text box that you are not the appropriate instructor and '''click the "Reject" button a second time.''' The submission will be returned to the student with your text. No further action from you is required.

[[File:Approve or reject submission.png|570px|link=http://wiki.ubc.ca/images/b/be/Approve_or_reject_submission.png]]

 
'''Note:''' The student's work will not be added to cIRcle without your explicit online approval, using the above process.

===4. Logout===

When you have completed the approval process, you can use the "Logout" link on the left hand side navigation to leave the system.

[[File:Log out of circle.png|570px|link=http://wiki.ubc.ca/images/7/7b/Log_out_of_circle.png]]

 

===Help===

If you have any questions or require assistance, please [http://circle.sites.olt.ubc.ca/contact-us/ Contact Us].

Visit our [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/ Graduate Research] page to learn more about the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch Graduate Student Research] collection criteria.

[[Category:Circle|Graduate Research Submission Instructions]]
__FORCETOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T01:04:20Z

Tkstephe: /* How long will the submission process take? */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===
'''Copyright'''

Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process.

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Ensure any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

'''Overview of the Graduate Work (non-thesis) Submission Workflow'''

[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to common questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your paper or project contains copyrighted materials are:
* Does it include any images, including stock images, that were not made by me/members of the group?
* Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
* Does it include videos that were not shot by me/group members?
* Does it include graphs that were not made by me/group members?
* Does it include logos or graphics of community partners?

=== If your paper or project contains copyrighted materials ===
If your paper or project contains copyrighted materials, you must obtain permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended. Alternately, you can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

==For Instructors or Supervisors==
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle is for '''exemplary non-thesis graduate student work at UBC Vancouver and Okanagan'''. All work destined for this collection must be approved online (using a cIRcle login) by the students' course instructors, supervisors or graduate administrators. Only submissions of exemplary quality should be approved.

'''Please note that once you receive an email notification that a submission is ready for review, you must login to approve the submission using the same email address the student provided during their submissions process or it will not be archived in cIRcle.'''

'''Supervisor/instructor names or emails do not appear in the publicly viewable non-thesis graduate submission unless this information appears in the item itself.'''

Please see the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators cIRcle Graduate Research Submission Instructions] for further information on completing the approval process

If your department has a graduate administrator coordinating submissions for capstone or graduating projects, please contact them for support and assistance with the submission process.

If you have additional questions about submitting your work to cIRcle, please review our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Submissions Page for Faculty & Staff] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T01:03:36Z

Tkstephe: /* Overview of the Graduate Work (non-thesis) Submission Workflow */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===
'''Copyright'''

Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process.

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Ensure any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

'''Overview of the Graduate Work (non-thesis) Submission Workflow'''

[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to comment questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your paper or project contains copyrighted materials are:
* Does it include any images, including stock images, that were not made by me/members of the group?
* Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
* Does it include videos that were not shot by me/group members?
* Does it include graphs that were not made by me/group members?
* Does it include logos or graphics of community partners?

=== If your paper or project contains copyrighted materials ===
If your paper or project contains copyrighted materials, you must obtain permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended. Alternately, you can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

==For Instructors or Supervisors==
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle is for '''exemplary non-thesis graduate student work at UBC Vancouver and Okanagan'''. All work destined for this collection must be approved online (using a cIRcle login) by the students' course instructors, supervisors or graduate administrators. Only submissions of exemplary quality should be approved.

'''Please note that once you receive an email notification that a submission is ready for review, you must login to approve the submission using the same email address the student provided during their submissions process or it will not be archived in cIRcle.'''

'''Supervisor/instructor names or emails do not appear in the publicly viewable non-thesis graduate submission unless this information appears in the item itself.'''

Please see the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators cIRcle Graduate Research Submission Instructions] for further information on completing the approval process

If your department has a graduate administrator coordinating submissions for capstone or graduating projects, please contact them for support and assistance with the submission process.

If you have additional questions about submitting your work to cIRcle, please review our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Submissions Page for Faculty & Staff] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T01:00:58Z

Tkstephe: /* What permissions do I need? */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===
'''Copyright'''

Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process.

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Ensure any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

===Overview of the Graduate Work (non-thesis) Submission Workflow===
[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to comment questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your paper or project contains copyrighted materials are:
* Does it include any images, including stock images, that were not made by me/members of the group?
* Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
* Does it include videos that were not shot by me/group members?
* Does it include graphs that were not made by me/group members?
* Does it include logos or graphics of community partners?

=== If your paper or project contains copyrighted materials ===
If your paper or project contains copyrighted materials, you must obtain permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended. Alternately, you can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

==For Instructors or Supervisors==
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle is for '''exemplary non-thesis graduate student work at UBC Vancouver and Okanagan'''. All work destined for this collection must be approved online (using a cIRcle login) by the students' course instructors, supervisors or graduate administrators. Only submissions of exemplary quality should be approved.

'''Please note that once you receive an email notification that a submission is ready for review, you must login to approve the submission using the same email address the student provided during their submissions process or it will not be archived in cIRcle.'''

'''Supervisor/instructor names or emails do not appear in the publicly viewable non-thesis graduate submission unless this information appears in the item itself.'''

Please see the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators cIRcle Graduate Research Submission Instructions] for further information on completing the approval process

If your department has a graduate administrator coordinating submissions for capstone or graduating projects, please contact them for support and assistance with the submission process.

If you have additional questions about submitting your work to cIRcle, please review our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Submissions Page for Faculty & Staff] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T00:58:33Z

Tkstephe: /* Submission */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===
'''Copyright'''

Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process:

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

===Overview of the Graduate Work (non-thesis) Submission Workflow===
[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to comment questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your paper or project contains copyrighted materials are:
* Does it include any images, including stock images, that were not made by me/members of the group?
* Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
* Does it include videos that were not shot by me/group members?
* Does it include graphs that were not made by me/group members?
* Does it include logos or graphics of community partners?

=== If your paper or project contains copyrighted materials ===
If your paper or project contains copyrighted materials, you must obtain permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended. Alternately, you can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

==For Instructors or Supervisors==
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle is for '''exemplary non-thesis graduate student work at UBC Vancouver and Okanagan'''. All work destined for this collection must be approved online (using a cIRcle login) by the students' course instructors, supervisors or graduate administrators. Only submissions of exemplary quality should be approved.

'''Please note that once you receive an email notification that a submission is ready for review, you must login to approve the submission using the same email address the student provided during their submissions process or it will not be archived in cIRcle.'''

'''Supervisor/instructor names or emails do not appear in the publicly viewable non-thesis graduate submission unless this information appears in the item itself.'''

Please see the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators cIRcle Graduate Research Submission Instructions] for further information on completing the approval process

If your department has a graduate administrator coordinating submissions for capstone or graduating projects, please contact them for support and assistance with the submission process.

If you have additional questions about submitting your work to cIRcle, please review our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Submissions Page for Faculty & Staff] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T00:56:00Z

Tkstephe: /* What can I submit? */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===

==== Copyright ====
Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process:

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

===Overview of the Graduate Work (non-thesis) Submission Workflow===
[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to comment questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your paper or project contains copyrighted materials are:
* Does it include any images, including stock images, that were not made by me/members of the group?
* Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
* Does it include videos that were not shot by me/group members?
* Does it include graphs that were not made by me/group members?
* Does it include logos or graphics of community partners?

=== If your paper or project contains copyrighted materials ===
If your paper or project contains copyrighted materials, you must obtain permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended. Alternately, you can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

==For Instructors or Supervisors==
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle is for '''exemplary non-thesis graduate student work at UBC Vancouver and Okanagan'''. All work destined for this collection must be approved online (using a cIRcle login) by the students' course instructors, supervisors or graduate administrators. Only submissions of exemplary quality should be approved.

'''Please note that once you receive an email notification that a submission is ready for review, you must login to approve the submission using the same email address the student provided during their submissions process or it will not be archived in cIRcle.'''

'''Supervisor/instructor names or emails do not appear in the publicly viewable non-thesis graduate submission unless this information appears in the item itself.'''

Please see the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators cIRcle Graduate Research Submission Instructions] for further information on completing the approval process

If your department has a graduate administrator coordinating submissions for capstone or graduating projects, please contact them for support and assistance with the submission process.

If you have additional questions about submitting your work to cIRcle, please review our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Submissions Page for Faculty & Staff] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T00:55:23Z

Tkstephe: /* What can I submit? */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

Contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance depositing a published research article or faculty co-authored work.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''

=== What permissions do I need? ===

==== Copyright ====
Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process:

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

===Overview of the Graduate Work (non-thesis) Submission Workflow===
[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to comment questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your paper or project contains copyrighted materials are:
* Does it include any images, including stock images, that were not made by me/members of the group?
* Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
* Does it include videos that were not shot by me/group members?
* Does it include graphs that were not made by me/group members?
* Does it include logos or graphics of community partners?

=== If your paper or project contains copyrighted materials ===
If your paper or project contains copyrighted materials, you must obtain permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended. Alternately, you can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

==For Instructors or Supervisors==
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle is for '''exemplary non-thesis graduate student work at UBC Vancouver and Okanagan'''. All work destined for this collection must be approved online (using a cIRcle login) by the students' course instructors, supervisors or graduate administrators. Only submissions of exemplary quality should be approved.

'''Please note that once you receive an email notification that a submission is ready for review, you must login to approve the submission using the same email address the student provided during their submissions process or it will not be archived in cIRcle.'''

'''Supervisor/instructor names or emails do not appear in the publicly viewable non-thesis graduate submission unless this information appears in the item itself.'''

Please see the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators cIRcle Graduate Research Submission Instructions] for further information on completing the approval process

If your department has a graduate administrator coordinating submissions for capstone or graduating projects, please contact them for support and assistance with the submission process.

If you have additional questions about submitting your work to cIRcle, please review our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Submissions Page for Faculty & Staff] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T00:54:57Z

Tkstephe: /* What can I submit? */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View the our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

Contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance depositing a published research article or faculty co-authored work.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''

=== What permissions do I need? ===

==== Copyright ====
Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process:

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

===Overview of the Graduate Work (non-thesis) Submission Workflow===
[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to comment questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your paper or project contains copyrighted materials are:
* Does it include any images, including stock images, that were not made by me/members of the group?
* Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
* Does it include videos that were not shot by me/group members?
* Does it include graphs that were not made by me/group members?
* Does it include logos or graphics of community partners?

=== If your paper or project contains copyrighted materials ===
If your paper or project contains copyrighted materials, you must obtain permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended. Alternately, you can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

==For Instructors or Supervisors==
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle is for '''exemplary non-thesis graduate student work at UBC Vancouver and Okanagan'''. All work destined for this collection must be approved online (using a cIRcle login) by the students' course instructors, supervisors or graduate administrators. Only submissions of exemplary quality should be approved.

'''Please note that once you receive an email notification that a submission is ready for review, you must login to approve the submission using the same email address the student provided during their submissions process or it will not be archived in cIRcle.'''

'''Supervisor/instructor names or emails do not appear in the publicly viewable non-thesis graduate submission unless this information appears in the item itself.'''

Please see the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators cIRcle Graduate Research Submission Instructions] for further information on completing the approval process

If your department has a graduate administrator coordinating submissions for capstone or graduating projects, please contact them for support and assistance with the submission process.

If you have additional questions about submitting your work to cIRcle, please review our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Submissions Page for Faculty & Staff] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T00:54:02Z

Tkstephe: /* What can I submit? */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View the Student section of our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

Contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance depositing a published research article or faculty co-authored work.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''

=== What permissions do I need? ===

==== Copyright ====
Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process:

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

===Overview of the Graduate Work (non-thesis) Submission Workflow===
[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to comment questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your paper or project contains copyrighted materials are:
* Does it include any images, including stock images, that were not made by me/members of the group?
* Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
* Does it include videos that were not shot by me/group members?
* Does it include graphs that were not made by me/group members?
* Does it include logos or graphics of community partners?

=== If your paper or project contains copyrighted materials ===
If your paper or project contains copyrighted materials, you must obtain permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended. Alternately, you can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

==For Instructors or Supervisors==
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle is for '''exemplary non-thesis graduate student work at UBC Vancouver and Okanagan'''. All work destined for this collection must be approved online (using a cIRcle login) by the students' course instructors, supervisors or graduate administrators. Only submissions of exemplary quality should be approved.

'''Please note that once you receive an email notification that a submission is ready for review, you must login to approve the submission using the same email address the student provided during their submissions process or it will not be archived in cIRcle.'''

'''Supervisor/instructor names or emails do not appear in the publicly viewable non-thesis graduate submission unless this information appears in the item itself.'''

Please see the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators cIRcle Graduate Research Submission Instructions] for further information on completing the approval process

If your department has a graduate administrator coordinating submissions for capstone or graduating projects, please contact them for support and assistance with the submission process.

If you have additional questions about submitting your work to cIRcle, please review our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Submissions Page for Faculty & Staff] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T00:53:11Z

Tkstephe: /* What can I submit? */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection, with approval from their course instructor or supervisor.

View the Student section of our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

Contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance depositing a published research article or faculty co-authored work.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''

=== What permissions do I need? ===

==== Copyright ====
Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process:

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

===Overview of the Graduate Work (non-thesis) Submission Workflow===
[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to comment questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your paper or project contains copyrighted materials are:
* Does it include any images, including stock images, that were not made by me/members of the group?
* Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
* Does it include videos that were not shot by me/group members?
* Does it include graphs that were not made by me/group members?
* Does it include logos or graphics of community partners?

=== If your paper or project contains copyrighted materials ===
If your paper or project contains copyrighted materials, you must obtain permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended. Alternately, you can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

==For Instructors or Supervisors==
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle is for '''exemplary non-thesis graduate student work at UBC Vancouver and Okanagan'''. All work destined for this collection must be approved online (using a cIRcle login) by the students' course instructors, supervisors or graduate administrators. Only submissions of exemplary quality should be approved.

'''Please note that once you receive an email notification that a submission is ready for review, you must login to approve the submission using the same email address the student provided during their submissions process or it will not be archived in cIRcle.'''

'''Supervisor/instructor names or emails do not appear in the publicly viewable non-thesis graduate submission unless this information appears in the item itself.'''

Please see the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators cIRcle Graduate Research Submission Instructions] for further information on completing the approval process

If your department has a graduate administrator coordinating submissions for capstone or graduating projects, please contact them for support and assistance with the submission process.

If you have additional questions about submitting your work to cIRcle, please review our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Submissions Page for Faculty & Staff] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T00:52:35Z

Tkstephe: /* How do I submit? */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection, with approval from their course instructors or supervisors.

View the Student section of our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

Contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance depositing a published research article or faculty co-authored work.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''

=== What permissions do I need? ===

==== Copyright ====
Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process:

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

===Overview of the Graduate Work (non-thesis) Submission Workflow===
[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to comment questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your paper or project contains copyrighted materials are:
* Does it include any images, including stock images, that were not made by me/members of the group?
* Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
* Does it include videos that were not shot by me/group members?
* Does it include graphs that were not made by me/group members?
* Does it include logos or graphics of community partners?

=== If your paper or project contains copyrighted materials ===
If your paper or project contains copyrighted materials, you must obtain permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended. Alternately, you can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

==For Instructors or Supervisors==
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle is for '''exemplary non-thesis graduate student work at UBC Vancouver and Okanagan'''. All work destined for this collection must be approved online (using a cIRcle login) by the students' course instructors, supervisors or graduate administrators. Only submissions of exemplary quality should be approved.

'''Please note that once you receive an email notification that a submission is ready for review, you must login to approve the submission using the same email address the student provided during their submissions process or it will not be archived in cIRcle.'''

'''Supervisor/instructor names or emails do not appear in the publicly viewable non-thesis graduate submission unless this information appears in the item itself.'''

Please see the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators cIRcle Graduate Research Submission Instructions] for further information on completing the approval process

If your department has a graduate administrator coordinating submissions for capstone or graduating projects, please contact them for support and assistance with the submission process.

If you have additional questions about submitting your work to cIRcle, please review our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Submissions Page for Faculty & Staff] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T00:33:44Z

Tkstephe: /* How do I submit? */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection, with approval from their course instructors or supervisors.

View the Student section of our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

Contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance depositing a published research article or faculty co-authored work.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''

=== What permissions do I need? ===

==== Copyright ====
Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process:

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

'''Follow any submission instructions provided to you by your graduate administrators, instructors or supervisors'''
{| style="border: 0px solid; height: 38px;" data-ve-attributes="{"style":"border: 0px solid; height: 38px;"}"
|
|}
{| style="border: 1px solid;"
|-
| style="width: 10%"|[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;"| '''IMPORTANT!'''
Your course instructor will receive an automated email from cIRcle requesting their online approval after you have uploaded your project. They must login to cIRcle using the same email address you provided in your submission. '''If you do not receive notification that your submission has been archived within 3-5 business days, contact your course instructor, supervisor or graduate administrator immediately.'''
|}

{| style="border: 0px solid; height: 38px;" data-ve-attributes="{"style":"border: 0px solid; height: 38px;"}"
|
|}
If you have additional questions about submitting your work to cIRcle, please take a look at our [https://circle.ubc.ca/faq/ cIRcle FAQs] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.

===Overview of the Graduate Work (non-thesis) Submission Workflow===
[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your paper or project contains copyrighted materials are:
* Does it include any images, including stock images, that were not made by me/members of the group?
* Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
* Does it include videos that were not shot by me/group members?
* Does it include graphs that were not made by me/group members?
* Does it include logos or graphics of community partners?

=== If your paper or project contains copyrighted materials ===
If your paper or project contains copyrighted materials, you must obtain permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended. Alternately, you can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

==For Instructors or Supervisors==
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle is for '''exemplary non-thesis graduate student work at UBC Vancouver and Okanagan'''. All work destined for this collection must be approved online (using a cIRcle login) by the students' course instructors, supervisors or graduate administrators. Only submissions of exemplary quality should be approved.

'''Please note that once you receive an email notification that a submission is ready for review, you must login to approve the submission using the same email address the student provided during their submissions process or it will not be archived in cIRcle.'''

'''Supervisor/instructor names or emails do not appear in the publicly viewable non-thesis graduate submission unless this information appears in the item itself.'''

Please see the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators cIRcle Graduate Research Submission Instructions] for further information on completing the approval process

If your department has a graduate administrator coordinating submissions for capstone or graduating projects, please contact them for support and assistance with the submission process.

If you have additional questions about submitting your work to cIRcle, please review our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Submissions Page for Faculty & Staff] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T00:32:19Z

Tkstephe: /* How do I prepare my file for submission? */

==Submission==

===What can I submit?===
Graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection, with approval from their course instructors or supervisors.

View the Student section of our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

Contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance depositing a published research article or faculty co-authored work.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''

=== What permissions do I need? ===

==== Copyright ====
Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process:

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

UBC Vancouver and Okanagan graduate students follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload their own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

'''Follow any submission instructions provided to you by your graduate administrators, instructors or supervisors'''
{| style="border: 0px solid; height: 38px;" data-ve-attributes="{"style":"border: 0px solid; height: 38px;"}"
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{| style="border: 1px solid;"
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| style="width: 10%"|[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;"| '''IMPORTANT!'''
Your course instructor will receive an automated email from cIRcle requesting their online approval after you have uploaded your project. They must login to cIRcle using the same email address you provided in your submission. '''If you do not receive notification that your submission has been archived within 3-5 business days, contact your course instructor, supervisor or graduate administrator immediately.'''
|}

{| style="border: 0px solid; height: 38px;" data-ve-attributes="{"style":"border: 0px solid; height: 38px;"}"
|
|}
If you have additional questions about submitting your work to cIRcle, please take a look at our [https://circle.ubc.ca/faq/ cIRcle FAQs] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.

===Overview of the Graduate Work (non-thesis) Submission Workflow===
[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your paper or project contains copyrighted materials are:
* Does it include any images, including stock images, that were not made by me/members of the group?
* Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
* Does it include videos that were not shot by me/group members?
* Does it include graphs that were not made by me/group members?
* Does it include logos or graphics of community partners?

=== If your paper or project contains copyrighted materials ===
If your paper or project contains copyrighted materials, you must obtain permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended. Alternately, you can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

==For Instructors or Supervisors==
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle is for '''exemplary non-thesis graduate student work at UBC Vancouver and Okanagan'''. All work destined for this collection must be approved online (using a cIRcle login) by the students' course instructors, supervisors or graduate administrators. Only submissions of exemplary quality should be approved.

'''Please note that once you receive an email notification that a submission is ready for review, you must login to approve the submission using the same email address the student provided during their submissions process or it will not be archived in cIRcle.'''

'''Supervisor/instructor names or emails do not appear in the publicly viewable non-thesis graduate submission unless this information appears in the item itself.'''

Please see the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators cIRcle Graduate Research Submission Instructions] for further information on completing the approval process

If your department has a graduate administrator coordinating submissions for capstone or graduating projects, please contact them for support and assistance with the submission process.

If you have additional questions about submitting your work to cIRcle, please review our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Submissions Page for Faculty & Staff] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Faculty & Staff

2025-05-07T00:31:55Z

Tkstephe: /* Undergraduate */

__NOTOC__
== Submission ==

For UBC faculty, researchers, and staff, cIRcle offers a mediated deposit service. You provide the permission and the content, and we deposit the item on your behalf.

'''Requirements and eligibility for deposit may vary depending on the content type or permissions.'''

=== What can I submit? ===
Research articles, presentations, open educational resources (OER) and more can be deposited to cIRcle. View the cIRcle [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more on eligible contributors and content types.

Consult the [https://circle.ubc.ca/submissions/submit-content/faculty-staff/#fragment-fd668e5bfc43fe2f86318ff688647759-3 Large Deposits] tab for batches of '''more than 10 items.'''
=== Copyright and Permissions ===
You must have the necessary rights and permissions to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] including the right to share the work under a [https://creativecommons.org/licenses/ Creative Commons License].

View the [https://circle.ubc.ca/submissions/submit-content/faculty-staff/#fragment-fd668e5bfc43fe2f86318ff688647759-1 Copyright & Permissions tab] for help identifying permissions for published articles.

=== Submission Instructions ===
Use the cIRcle Item Submission Form if you are:
* the '''rights holder''' eligible to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License]
* submitting '''5 items or less'''

{| style="border-spacing: 2px; border: 0px solid; height: 150px;"
! style="width: 10px;" |
! style="width: 8px;" |
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| style="border: 0px solid;" |
| style="border: 1px solid darkgray; background:#f4f4f2;" |
{| style="border: 0px solid; height: 38px;"
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[https://circle.ubc.ca/submissions/submit-content/circle-content-proposal-form/circle-item-submission-form '''Item Submission Form (up to 5 items)''']
|- style="border: 0px solid; height: 25px;"
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=== Get help ===
Check the [https://circle.ubc.ca/faq/ FAQ] or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright & Permissions ==
In general, as the author or creator of a work you own the copyright until you voluntarily transfer it to a third party such as a publisher. Publishers typically grant [https://wiki.ubc.ca/images/f/fe/CopyrightcIRcle_AuthorsGuide.pdf self-archiving rights] to authors to allow them to deposit copies of their articles in an institutional repository under certain conditions.

New to self-archiving? View our blog post for step-by-step instructions: [https://circle.ubc.ca/2025/04/15/publishing-grant-funded-research-articles-in-circle-the-green-open-access-route/ Publishing grant-funded research in cIRcle: the Green Open Access Route].

'''Check permissions and find the permitted self-archiving version before you deposit to cIRcle:'''
=== Check permissions ===
Verify your publisher's self-archiving policy to determine if you have permission to deposit a version of your article in an institutional repository:
*Review the publication agreement you signed with your publisher
*Use the '''[https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder (formerly SHERPA/RoMEO)]''' database of publisher and journal open access policies
*Look for open access sharing policies on your publisher’s web site
===Article Versions===
Most publishers only permit self-archiving for '''pre-publication versions''' of articles. Look for the permitted version type in your publisher's self-archiving policy:
* '''Submitted Manuscript (Preprint):''' The author’s originally submitted manuscript, prior to peer review and publication

* '''Accepted Manuscript (Postprint):''' The author’s final accepted manuscript (AM or AAM) is the version submitted to the publisher for publication. It contains all revisions made during the peer-review process, but not any layout or copy editing done by the publisher. '''This is the version most commonly accepted for deposit.'''

* '''Version of Record (Publisher version):''' The final version of the work produced by the publisher including copyediting, typesetting, logos, etc. This version is rarely eligible for self-archiving.

[https://unlockingresearch-blog.lib.cam.ac.uk/wp-content/uploads/2018/03/1.png This diagram] illustrates the different manuscript versions from submission to publication.

==== Version Statement ====
Most publishers require articles submitted to the repository to include a version statement and citation to the published version. If your publisher does not provide a specific version statement template, use the following format:

* '''Submitted manuscript (preprint) version''': This article has been accepted for publication in [Journal Title] Published by [Publisher].
* '''Accepted manuscript (postprint) version''': This is a pre-copyedited, author-produced version of an article accepted for publication in [insert journal title] following peer review. The version of record [insert complete citation information here] is available online at: xxxxxxx [insert URL and DOI of the article].

=== Get help ===
Start with our guides to self-archiving:

* [https://open.ubc.ca/access/authors-guide-to-self-archiving-publication-versions-and-permissions/?login Author’s Guide to Self-Archiving, Publication Versions, and Permissions].
* [https://circle.ubc.ca/2025/04/15/publishing-grant-funded-research-articles-in-circle-the-green-open-access-route/ Publishing grant-funded research in cIRcle: The Green Open Access Route]

Learn more about Open Access (OA) and OA publishing support offered by UBC’s Scholarly Communications & Copyright Office:
* [https://scholcomm.ubc.ca/open-access/ What is Open Access?]
* [https://scholcomm.ubc.ca/author-rights-publisher-agreements/ Copyright and Author Rights]
* [https://scholcomm.ubc.ca/open-access-publisher-discounts/ UBC Open Access Publisher Discounts]
* [https://scholcomm.ubc.ca/ubc-open-access-fund/ UBC Open Access Fund for Social Sciences and Humanities]
Ask questions or request a consult:

* [https://circle.ubc.ca/contact-us/ Contact cIRcle]

==Student Work ==

=== Graduate ===

====Theses or Dissertations====
Students should review the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ '''Theses and Dissertations'''] '''instructions.'''
====Non-thesis Graduate Coursework====
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle is for '''non-thesis graduate student work at UBC Vancouver and Okanagan'''. All work destined for this collection must be evaluated and approved online by the students' course instructors or supervisors.

Follow the instructions on the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/ Graduate Research (Non-thesis) page].

If you have received a notification about approving a student's work, see the [http://wiki.ubc.ca/Library:Circle_Graduate_Research_Submission_Instructions#Instructors_or_Supervisors cIRcle Graduate Research Submission Instructions] for further information on completing the approval process. Note that the course instructor or supervisor names will not be present on the project’s cIRcle webpage.

===Undergraduate===
All undergraduate work must be evaluated and approved by a course instructor or supervisor before it can be deposited in cIRcle.

In order to submit undergraduate work, please:
<ol>
<li>Fill out the '''[https://circle.ubc.ca/submissions/submit-content/undergraduate/submission-approval-form/ Student Submission Approval Form]'''. Only one form is required per course or project.</li>
<li>Review the “How do I submit?” section of our [https://circle.ubc.ca/submissions/submit-content/undergraduate/ Undergraduate] page with your students or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for a consultation. </li>
</ol>

== Large Deposits ==
Complete the '''[https://circle.ubc.ca/submissions/submit-content/faculty-staff/circle-content-proposal-form/ Content Proposal Form]''' for projects requiring consultation or large batches of content (i.e. '''more than 10''').

The form must be filled out by the project sponsor or supervisor.

Review the form for more information about our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] and policies.
[[Category:Circle Website|Faculty & Staff]]

Library:Circle/Faculty & Staff

2025-05-07T00:30:03Z

Tkstephe: /* Student Work */

__NOTOC__
== Submission ==

For UBC faculty, researchers, and staff, cIRcle offers a mediated deposit service. You provide the permission and the content, and we deposit the item on your behalf.

'''Requirements and eligibility for deposit may vary depending on the content type or permissions.'''

=== What can I submit? ===
Research articles, presentations, open educational resources (OER) and more can be deposited to cIRcle. View the cIRcle [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more on eligible contributors and content types.

Consult the [https://circle.ubc.ca/submissions/submit-content/faculty-staff/#fragment-fd668e5bfc43fe2f86318ff688647759-3 Large Deposits] tab for batches of '''more than 10 items.'''
=== Copyright and Permissions ===
You must have the necessary rights and permissions to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] including the right to share the work under a [https://creativecommons.org/licenses/ Creative Commons License].

View the [https://circle.ubc.ca/submissions/submit-content/faculty-staff/#fragment-fd668e5bfc43fe2f86318ff688647759-1 Copyright & Permissions tab] for help identifying permissions for published articles.

=== Submission Instructions ===
Use the cIRcle Item Submission Form if you are:
* the '''rights holder''' eligible to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License]
* submitting '''5 items or less'''

{| style="border-spacing: 2px; border: 0px solid; height: 150px;"
! style="width: 10px;" |
! style="width: 8px;" |
! style="width: 250px;" |
|-
|- style="text-align: center;"
| style="border: 0px solid;" |
| style="border: 0px solid;" |
| style="border: 1px solid darkgray; background:#f4f4f2;" |
{| style="border: 0px solid; height: 38px;"
|
|}
[https://circle.ubc.ca/submissions/submit-content/circle-content-proposal-form/circle-item-submission-form '''Item Submission Form (up to 5 items)''']
|- style="border: 0px solid; height: 25px;"
|
|}

=== Get help ===
Check the [https://circle.ubc.ca/faq/ FAQ] or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright & Permissions ==
In general, as the author or creator of a work you own the copyright until you voluntarily transfer it to a third party such as a publisher. Publishers typically grant [https://wiki.ubc.ca/images/f/fe/CopyrightcIRcle_AuthorsGuide.pdf self-archiving rights] to authors to allow them to deposit copies of their articles in an institutional repository under certain conditions.

New to self-archiving? View our blog post for step-by-step instructions: [https://circle.ubc.ca/2025/04/15/publishing-grant-funded-research-articles-in-circle-the-green-open-access-route/ Publishing grant-funded research in cIRcle: the Green Open Access Route].

'''Check permissions and find the permitted self-archiving version before you deposit to cIRcle:'''
=== Check permissions ===
Verify your publisher's self-archiving policy to determine if you have permission to deposit a version of your article in an institutional repository:
*Review the publication agreement you signed with your publisher
*Use the '''[https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder (formerly SHERPA/RoMEO)]''' database of publisher and journal open access policies
*Look for open access sharing policies on your publisher’s web site
===Article Versions===
Most publishers only permit self-archiving for '''pre-publication versions''' of articles. Look for the permitted version type in your publisher's self-archiving policy:
* '''Submitted Manuscript (Preprint):''' The author’s originally submitted manuscript, prior to peer review and publication

* '''Accepted Manuscript (Postprint):''' The author’s final accepted manuscript (AM or AAM) is the version submitted to the publisher for publication. It contains all revisions made during the peer-review process, but not any layout or copy editing done by the publisher. '''This is the version most commonly accepted for deposit.'''

* '''Version of Record (Publisher version):''' The final version of the work produced by the publisher including copyediting, typesetting, logos, etc. This version is rarely eligible for self-archiving.

[https://unlockingresearch-blog.lib.cam.ac.uk/wp-content/uploads/2018/03/1.png This diagram] illustrates the different manuscript versions from submission to publication.

==== Version Statement ====
Most publishers require articles submitted to the repository to include a version statement and citation to the published version. If your publisher does not provide a specific version statement template, use the following format:

* '''Submitted manuscript (preprint) version''': This article has been accepted for publication in [Journal Title] Published by [Publisher].
* '''Accepted manuscript (postprint) version''': This is a pre-copyedited, author-produced version of an article accepted for publication in [insert journal title] following peer review. The version of record [insert complete citation information here] is available online at: xxxxxxx [insert URL and DOI of the article].

=== Get help ===
Start with our guides to self-archiving:

* [https://open.ubc.ca/access/authors-guide-to-self-archiving-publication-versions-and-permissions/?login Author’s Guide to Self-Archiving, Publication Versions, and Permissions].
* [https://circle.ubc.ca/2025/04/15/publishing-grant-funded-research-articles-in-circle-the-green-open-access-route/ Publishing grant-funded research in cIRcle: The Green Open Access Route]

Learn more about Open Access (OA) and OA publishing support offered by UBC’s Scholarly Communications & Copyright Office:
* [https://scholcomm.ubc.ca/open-access/ What is Open Access?]
* [https://scholcomm.ubc.ca/author-rights-publisher-agreements/ Copyright and Author Rights]
* [https://scholcomm.ubc.ca/open-access-publisher-discounts/ UBC Open Access Publisher Discounts]
* [https://scholcomm.ubc.ca/ubc-open-access-fund/ UBC Open Access Fund for Social Sciences and Humanities]
Ask questions or request a consult:

* [https://circle.ubc.ca/contact-us/ Contact cIRcle]

==Student Work ==

=== Graduate ===

====Theses or Dissertations====
Students should review the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ '''Theses and Dissertations'''] '''instructions.'''
====Non-thesis Graduate Coursework====
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle is for '''non-thesis graduate student work at UBC Vancouver and Okanagan'''. All work destined for this collection must be evaluated and approved online by the students' course instructors or supervisors.

Follow the instructions on the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/ Graduate Research (Non-thesis) page].

If you have received a notification about approving a student's work, see the [http://wiki.ubc.ca/Library:Circle_Graduate_Research_Submission_Instructions#Instructors_or_Supervisors cIRcle Graduate Research Submission Instructions] for further information on completing the approval process. Note that the course instructor or supervisor names will not be present on the project’s cIRcle webpage.

===Undergraduate===
All undergraduate work must be evaluated and approved by a course instructor or supervisor before it can be deposited in cIRcle.

In order to submit undergraduate work, please:
<ol>
<li>Fill out the '''[https://circle.ubc.ca/submissions/submit-content/undergraduate/submission-approval-form/ Student Submission Approval Form]'''. Only one form is required per course or project.</li>
<li>Direct your student to the “How do I submit?” section of our [https://circle.ubc.ca/submissions/submit-content/undergraduate/ Undergraduate] page, which will aid them in:</li>
<ul>
<li>Checking their work for copyrighted material and personal information.</li>
<li>Filling out the cIRcle license</li>
<li>Submitting their work to cIRcle</li>
</ol>

== Large Deposits ==
Complete the '''[https://circle.ubc.ca/submissions/submit-content/faculty-staff/circle-content-proposal-form/ Content Proposal Form]''' for projects requiring consultation or large batches of content (i.e. '''more than 10''').

The form must be filled out by the project sponsor or supervisor.

Review the form for more information about our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] and policies.
[[Category:Circle Website|Faculty & Staff]]

Library:Circle/Graduate Research (Non-thesis)

2025-05-07T00:21:58Z

Tkstephe: /* Copyright */

==Submission==

===What can I submit?===
Graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection, with approval from their course instructors or supervisors.

View the Student section of our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

Contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance depositing a published research article or faculty co-authored work.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''

=== What permissions do I need? ===

==== Copyright ====
Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process:

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
Step 1. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

Step 2. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

Step 3. Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

Step 4. Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

Step 5. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

A course instructor or supervisor must evaluate and approve the submission before it can be archived in cIRcle. Discuss submissions requirements with your course instructor or supervisor before you begin your submission: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].

UBC Vancouver and Okanagan graduate students follow the [[Library:Circle/Graduate Research Submission Instructions#Students|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload their own work.

'''Avoid errors or delays by following any submission instructions provided to you by your graduate administrators, instructors or supervisors.'''

'''Submission'''

Follow the [https://wiki.ubc.ca/Library:Circle_Graduate_Research_Submission_Instructions#Students cIRcle Graduate Research Submission Instructions] for students.
* Ensure you input the '''correct''' email address you and your instructor/supervisor agreed upon in advance. If your instructor/supervisor attempts to logon to approve your submission using a different email address than the the one you entered, it will cause errors/delays.
{| style="border: 0px solid; height: 38px;" data-ve-attributes="{"style":"border: 0px solid; height: 38px;"}"
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|}
{| style="border: 1px solid;"
|-
| style="width: 10%"|[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;"| '''IMPORTANT!'''
Your course instructor will receive an automated email from cIRcle requesting their online approval after you have uploaded your project. They must login to cIRcle using the same email address you provided in your submission. '''If you do not receive notification that your submission has been archived within 3-5 business days, contact your course instructor, supervisor or graduate administrator immediately.'''
|}

{| style="border: 0px solid; height: 38px;" data-ve-attributes="{"style":"border: 0px solid; height: 38px;"}"
|
|}
If you have additional questions about submitting your work to cIRcle, please take a look at our [https://circle.ubc.ca/faq/ cIRcle FAQs] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.

===Overview of the Graduate Work (non-thesis) Submission Workflow===
[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

== Copyright ==

=== Checking Copyright ===
All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your paper or project contains copyrighted materials are:
* Does it include any images, including stock images, that were not made by me/members of the group?
* Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
* Does it include videos that were not shot by me/group members?
* Does it include graphs that were not made by me/group members?
* Does it include logos or graphics of community partners?

=== If your paper or project contains copyrighted materials ===
If your paper or project contains copyrighted materials, you must obtain permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended. Alternately, you can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

=== Help with Copyright ===
Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

==For Instructors or Supervisors==
The [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle is for '''exemplary non-thesis graduate student work at UBC Vancouver and Okanagan'''. All work destined for this collection must be approved online (using a cIRcle login) by the students' course instructors, supervisors or graduate administrators. Only submissions of exemplary quality should be approved.

'''Please note that once you receive an email notification that a submission is ready for review, you must login to approve the submission using the same email address the student provided during their submissions process or it will not be archived in cIRcle.'''

'''Supervisor/instructor names or emails do not appear in the publicly viewable non-thesis graduate submission unless this information appears in the item itself.'''

Please see the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators cIRcle Graduate Research Submission Instructions] for further information on completing the approval process

If your department has a graduate administrator coordinating submissions for capstone or graduating projects, please contact them for support and assistance with the submission process.

If you have additional questions about submitting your work to cIRcle, please review our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Submissions Page for Faculty & Staff] or visit our [https://circle.ubc.ca/contact-us/ Contact Us] page.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
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