https://wiki.ubc.ca/api.php?action=feedcontributions&user=PatriciaFoster&feedformat=atomUBC Wiki - User contributions [en]2024-03-28T23:38:15ZUser contributionsMediaWiki 1.39.6https://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=752079Library:UBC Library AskAway Policy Page2023-05-18T17:15:23Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
<br />
|Library Homepage<br />
|https://www.library.ubc.ca/<br />
|-<br />
| Mobile Site || https://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches ||<br />
[http://hours.library.ubc.ca/ Hours and Locations] <br />
<br />
|-<br />
| Service Hours || <br />
[http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that the Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre. <br />
|-<br />
| Library Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/>[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br /><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br /><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br /><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building]<br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || <br />
On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || Email inquiries are encouraged. Please use the general reference query form at [https://ask.library.ubc.ca/ Ask Us], see [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by email], or e-mail the contact information of the appropriate subject librarian as per the link below. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
<br />
|-<br />
| Email Address for Reference Questions || [https://about.library.ubc.ca/contact-us/reference-assistance/ Fill in a form] or email the [https://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| Make an appointment for a research consultation ||<br />
[https://libcal.library.ubc.ca/appointments Fill in a form, select location to access form]<br />
|-<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@lists.ubc.ca via email] - lib-ejhelp@lists.ubc.ca<br />
'''Issues and error messages can be reported at''' https://ask.library.ubc.ca/<br />
Also check the [https://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResources blog] for technical bulletins for Eresource access problems <br>Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|Technical Help<br />
|Use the Ask Us portal at https://ask.library.ubc.ca. <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [https://www.library.ubc.ca/ library homepage], or direct link: https://webcat.library.ubc.ca<br />
|-<br />
| Library Search || Summon is the default "General" search on the [https://www.library.ubc.ca library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [https://www.library.ubc.ca/ https://www.library.ubc.ca], or direct link: https://resources.library.ubc.ca/ <br> Google Scholar https://resources.library.ubc.ca/page.php?id=524<br />
|-<br />
| Database/eResource Authentication || <br />
* View [https://guides.library.ubc.ca/connect/openathens OpenAthens documentation] for all user types, FAQ and troubleshooting. If you cannot resolve the issue or find an answer here, use the [https://services.library.ubc.ca/borrowing-services/library-account/my-library-account-assistance/ Library & OpenAthens Account] form available in the “Report a Problem” section of the [https://ask.library.ubc.ca/ Ask Us] page.<br />
* UBC implemented OpenAthens in June 2021. A login with Campus Wide Login (CWL) required at all times (on and off campus) for current students, staff, faculty. Guest users can obtain OpenAthens Accounts in-person at Koerner and Okanagan library locations (note current library service restrictions). Users with an OpenAthens access account (not CWL) must initiate access for each browser session by logging in at: https://openathens.library.ubc.ca/ <br />
* ''AskAway service providers'' MUST sign in through [https://openathens.library.ubc.ca/ OpenAthens] (OpenAthens Login at bottom, not CWL Login) to access UBC's e-resources.<br />
* The [https://guides.library.ubc.ca/connect/ll Library Access Browser Extenstion](Lean Library) supplements access through the UBC Library website with pro-active browser pop-ups.<br />
* Issues and error messages can be reported at [https://ask.library.ubc.ca/ https://ask.library.ubc.ca/.] <br />
* View licensed resources for [https://services.library.ubc.ca/user-guides/alumni/#fragment-2c2e05bfbeb922f5ac808d8551de1022-3 Alumni]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: https://open.library.ubc.ca/ <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.): https://www.library.ubc.ca/archives/documents.html <br> UBC Archives Photograph Collection: https://open.library.ubc.ca/collections/arphotos<br />
|-<br />
| Subject Guides || <br />
Via the [https://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([https://guides.library.ubc.ca/ direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [https://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [https://guides.library.ubc.ca/howtocite How to Cite] and a list of [https://guides.library.ubc.ca/c.php?g=707463&p=5035495 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
<br />
<br />
| Instruction || [https://libcal.library.ubc.ca/calendar/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage]. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via the Canvas-integrated [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves] system.'''''<br />'''''<br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [https://lthub.ubc.ca/guides/locr-instructor-guide// Canvas user's guide section].<br /><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br />
<br />
For information about requests for individual items please see [https://services.library.ubc.ca/borrowing-services/storage/ Access Storage (ASRS/PARC) guide].<br><br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals & <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [https://services.library.ubc.ca/computers-technology/copy-print-scan/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [https://koerner.library.ubc.ca/collections/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
|Outdoor Book Returns<br />
|<br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the East Mall entrance doors<br />
*Koerner Library: Slot a few meters to the right of the front doors<br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
*Okanagan Library: Book drop located outside main library entrance<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Vancouver Campus Map: [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
Okanagan Campus Map: https://maps.ok.ubc.ca/ <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
<br /> You may contact anyone on our coordinator team for scheduling questions:<br /><br />
[mailto:james.bachmann@ubc.ca James Bachmann: 604-822-2396]<br />
<br />
[[Mailto:alex.kuskowski@ubc.ca Alex Kuskowski: 604-822-6915]]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-2883]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [https://maa.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway https://writeaway.ca/ <br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away https://writeaway.ca/<br />
*Drop-in and by-appointment tutoring:[https://learningcommons.ubc.ca/tutoring-advice/ https://learningcommons.ubc.ca/tutoring-advice/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://writing.library.ubc.ca/ https://writing.library.ubc.ca/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br />
*Undergrads: Student Learning Hub: https://students.ok.ubc.ca/academic-success/learning-hub/ (tutoring in math, sciences, languages, and writing, as well as help with study skills and learning strategies) <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|-<br />
|<br />
|<br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=752070Library:UBC Library AskAway Policy Page2023-05-18T16:37:31Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
<br />
|Library Homepage<br />
|https://www.library.ubc.ca/<br />
|-<br />
| Mobile Site || https://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches ||<br />
[http://hours.library.ubc.ca/ Hours and Locations] <br />
<br />
|-<br />
| Service Hours || <br />
[http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that the Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre. <br />
|-<br />
| Library Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/>[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br /><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br /><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br /><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building]<br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || <br />
On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || Email inquiries are encouraged. Please use the general reference query form at [https://ask.library.ubc.ca/ Ask Us], see [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by email], or e-mail the contact information of the appropriate subject librarian as per the link below. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
<br />
|-<br />
| Email Address for Reference Questions || [https://about.library.ubc.ca/contact-us/reference-assistance/ Fill in a form] or email the [https://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| Make an appointment for a research consultation ||<br />
[https://libcal.library.ubc.ca/appointments Fill in a form, select location to access form]<br />
|-<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@lists.ubc.ca via email] - lib-ejhelp@lists.ubc.ca<br />
'''Issues and error messages can be reported at''' https://ask.library.ubc.ca/<br />
Also check the [https://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResources blog] for technical bulletins for Eresource access problems <br>Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|Technical Help<br />
|Use the Ask Us portal at https://ask.library.ubc.ca. <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [https://www.library.ubc.ca/ library homepage], or direct link: https://webcat.library.ubc.ca<br />
|-<br />
| Library Search || Summon is the default "General" search on the [https://www.library.ubc.ca library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [https://www.library.ubc.ca/ https://www.library.ubc.ca], or direct link: https://resources.library.ubc.ca/ <br> Google Scholar https://resources.library.ubc.ca/page.php?id=524<br />
|-<br />
| Database/eResource Authentication || <br />
* View [https://guides.library.ubc.ca/connect/openathens OpenAthens documentation] for all user types, FAQ and troubleshooting. If you cannot resolve the issue or find an answer here, use the [https://services.library.ubc.ca/borrowing-services/library-account/my-library-account-assistance/ Library & OpenAthens Account] form available in the “Report a Problem” section of the [https://ask.library.ubc.ca/ Ask Us] page.<br />
* UBC implemented OpenAthens in June 2021. A login with Campus Wide Login (CWL) required at all times (on and off campus) for current students, staff, faculty. Guest users can obtain OpenAthens Accounts in-person at Koerner and Okanagan library locations (note current library service restrictions). Users with an OpenAthens access account (not CWL) must initiate access for each browser session by logging in at: https://openathens.library.ubc.ca/ <br />
* ''AskAway service providers'' MUST sign in through [https://openathens.library.ubc.ca/ OpenAthens] (OpenAthens Login at bottom, not CWL Login) to access UBC's e-resources.<br />
* The [https://guides.library.ubc.ca/connect/ll Library Access Browser Extenstion](Lean Library) supplements access through the UBC Library website with pro-active browser pop-ups.<br />
* Issues and error messages can be reported at [https://ask.library.ubc.ca/ https://ask.library.ubc.ca/.] <br />
* View licensed resources for [https://services.library.ubc.ca/user-guides/alumni/#fragment-2c2e05bfbeb922f5ac808d8551de1022-3 Alumni]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: https://open.library.ubc.ca/ <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.): https://www.library.ubc.ca/archives/documents.html <br> UBC Archives Photograph Collection: https://open.library.ubc.ca/collections/arphotos<br />
|-<br />
| Subject Guides || <br />
Via the [https://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([https://guides.library.ubc.ca/ direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [https://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [https://guides.library.ubc.ca/howtocite How to Cite] and a list of [https://guides.library.ubc.ca/c.php?g=707463&p=5035495 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
<br />
<br />
| Instruction || [https://libcal.library.ubc.ca/calendar/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage]. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via the Canvas-integrated [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves] system.'''''<br />'''''<br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [https://lthub.ubc.ca/guides/locr-instructor-guide// Canvas user's guide section].<br /><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br />
<br />
For information about requests for individual items please see [https://services.library.ubc.ca/borrowing-services/storage/ Access Storage (ASRS/PARC) guide].<br><br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals & <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [https://services.library.ubc.ca/computers-technology/copy-print-scan/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [https://koerner.library.ubc.ca/collections/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
|Outdoor Book Returns<br />
|<br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the East Mall entrance doors<br />
*Koerner Library: Slot a few meters to the right of the front doors<br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
*Okanagan Library: Book drop located outside main library entrance<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Vancouver Campus Map: [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
Okanagan Campus Map: https://maps.ok.ubc.ca/ <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
<br /> You may contact anyone on our coordinator team for scheduling questions:<br /><br />
[mailto:james.bachmann@ubc.ca James Bachmann: 604-822-2396]<br />
<br />
[[Mailto:alex.kuskowski@ubc.ca Alex Kuskowski: 604-822-6915]]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-2883]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [https://maa.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway https://writeaway.ca/ <br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away https://writeaway.ca/<br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br />
*Undergrads: Student Learning Hub: https://students.ok.ubc.ca/academic-success/learning-hub/ (tutoring in math, sciences, languages, and writing, as well as help with study skills and learning strategies) <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|-<br />
|<br />
|<br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=752069Library:UBC Library AskAway Policy Page2023-05-18T16:34:06Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
<br />
|Library Homepage<br />
|https://www.library.ubc.ca/<br />
|-<br />
| Mobile Site || https://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches ||<br />
[http://hours.library.ubc.ca/ Hours and Locations] <br />
<br />
|-<br />
| Service Hours || <br />
[http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that the Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre. <br />
|-<br />
| Library Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/>[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br /><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br /><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br /><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building]<br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || <br />
On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || Email inquiries are encouraged. Please use the general reference query form at [https://ask.library.ubc.ca/ Ask Us], see [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by email], or e-mail the contact information of the appropriate subject librarian as per the link below. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
<br />
|-<br />
| Email Address for Reference Questions || [https://about.library.ubc.ca/contact-us/reference-assistance/ Fill in a form] or email the [https://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| Make an appointment for a research consultation ||<br />
[https://libcal.library.ubc.ca/appointments Fill in a form, select location to access form]<br />
|-<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@lists.ubc.ca via email] - lib-ejhelp@lists.ubc.ca<br />
'''Issues and error messages can be reported at''' https://ask.library.ubc.ca/<br />
Also check the [https://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResources blog] for technical bulletins for Eresource access problems <br>Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|Technical Help<br />
|Use the Ask Us portal at https://ask.library.ubc.ca. <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [https://www.library.ubc.ca/ library homepage], or direct link: https://webcat.library.ubc.ca<br />
|-<br />
| Library Search || Summon is the default "General" search on the [https://www.library.ubc.ca library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [https://www.library.ubc.ca/ https://www.library.ubc.ca], or direct link: https://resources.library.ubc.ca/ <br> Google Scholar https://resources.library.ubc.ca/page.php?id=524<br />
|-<br />
| Database/eResource Authentication || <br />
* View [https://guides.library.ubc.ca/connect/openathens OpenAthens documentation] for all user types, FAQ and troubleshooting. If you cannot resolve the issue or find an answer here, use the [https://services.library.ubc.ca/borrowing-services/library-account/my-library-account-assistance/ Library & OpenAthens Account] form available in the “Report a Problem” section of the [https://ask.library.ubc.ca/ Ask Us] page.<br />
* UBC implemented OpenAthens in June 2021. A login with Campus Wide Login (CWL) required at all times (on and off campus) for current students, staff, faculty. Guest users can obtain OpenAthens Accounts in-person at Koerner and Okanagan library locations (note current library service restrictions). Users with an OpenAthens access account (not CWL) must initiate access for each browser session by logging in at: https://openathens.library.ubc.ca/ <br />
* ''AskAway service providers'' MUST sign in through [https://openathens.library.ubc.ca/ OpenAthens] (OpenAthens Login at bottom, not CWL Login) to access UBC's e-resources.<br />
* The [https://guides.library.ubc.ca/connect/ll Library Access Browser Extenstion](Lean Library) supplements access through the UBC Library website with pro-active browser pop-ups.<br />
* Issues and error messages can be reported at [https://ask.library.ubc.ca/ https://ask.library.ubc.ca/.] <br />
* View licensed resources for [https://services.library.ubc.ca/user-guides/alumni/#fragment-2c2e05bfbeb922f5ac808d8551de1022-3 Alumni]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: https://open.library.ubc.ca/ <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.): https://www.library.ubc.ca/archives/documents.html <br> UBC Archives Photograph Collection: https://open.library.ubc.ca/collections/arphotos<br />
|-<br />
| Subject Guides || <br />
Via the [https://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([https://guides.library.ubc.ca/ direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [https://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [https://guides.library.ubc.ca/howtocite How to Cite] and a list of [https://guides.library.ubc.ca/c.php?g=707463&p=5035495 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
<br />
<br />
| Instruction || [https://libcal.library.ubc.ca/calendar/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage]. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via the Canvas-integrated [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves] system.'''''<br />'''''<br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [https://lthub.ubc.ca/guides/locr-instructor-guide// Canvas user's guide section].<br /><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br />
<br />
For information about requests for individual items please see [https://services.library.ubc.ca/borrowing-services/storage/ Access Storage (ASRS/PARC) guide].<br><br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals & <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [https://services.library.ubc.ca/computers-technology/copy-print-scan/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [https://koerner.library.ubc.ca/collections/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
|Outdoor Book Returns<br />
|<br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the East Mall entrance doors<br />
*Koerner Library: Slot a few meters to the right of the front doors<br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
*Okanagan Library: Book drop located outside main library entrance<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Vancouver Campus Map: [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
Okanagan Campus Map: https://maps.ok.ubc.ca/ <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
<br /> You may contact anyone on our coordinator team for scheduling questions:<br /><br />
[mailto:james.bachmann@ubc.ca James Bachmann: 604-822-2396]<br />
<br />
[[Mailto:alex.kuskowski@ubc.ca Alex Kuskowski: 604-822-6915]]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-2883]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway https://writeaway.ca/ <br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away https://writeaway.ca/<br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br />
*Undergrads: Student Learning Hub: https://students.ok.ubc.ca/academic-success/learning-hub/ (tutoring in math, sciences, languages, and writing, as well as help with study skills and learning strategies) <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|-<br />
|<br />
|<br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=752068Library:UBC Library AskAway Policy Page2023-05-18T16:29:36Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
<br />
|Library Homepage<br />
|https://www.library.ubc.ca/<br />
|-<br />
| Mobile Site || https://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches ||<br />
[http://hours.library.ubc.ca/ Hours and Locations] <br />
<br />
|-<br />
| Service Hours || <br />
[http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that the Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre. <br />
|-<br />
| Library Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/>[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br /><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br /><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br /><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building]<br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || <br />
On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || Email inquiries are encouraged. Please use the general reference query form at [https://ask.library.ubc.ca/ Ask Us], see [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by email], or e-mail the contact information of the appropriate subject librarian as per the link below. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
<br />
|-<br />
| Email Address for Reference Questions || [https://about.library.ubc.ca/contact-us/reference-assistance/ Fill in a form] or email the [https://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| Make an appointment for a research consultation ||<br />
[https://libcal.library.ubc.ca/appointments Fill in a form, select location to access form]<br />
|-<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@lists.ubc.ca via email] - lib-ejhelp@lists.ubc.ca<br />
'''Issues and error messages can be reported at''' https://ask.library.ubc.ca/<br />
Also check the [https://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResources blog] for technical bulletins for Eresource access problems <br>Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|Technical Help<br />
|Use the Ask Us portal at https://ask.library.ubc.ca. <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [https://www.library.ubc.ca/ library homepage], or direct link: https://webcat.library.ubc.ca<br />
|-<br />
| Library Search || Summon is the default "General" search on the [https://www.library.ubc.ca library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [https://www.library.ubc.ca/ https://www.library.ubc.ca], or direct link: https://resources.library.ubc.ca/ <br> Google Scholar https://resources.library.ubc.ca/page.php?id=524<br />
|-<br />
| Database/eResource Authentication || <br />
* View [https://guides.library.ubc.ca/connect/openathens OpenAthens documentation] for all user types, FAQ and troubleshooting. If you cannot resolve the issue or find an answer here, use the [https://services.library.ubc.ca/borrowing-services/library-account/my-library-account-assistance/ Library & OpenAthens Account] form available in the “Report a Problem” section of the [https://ask.library.ubc.ca/ Ask Us] page.<br />
* UBC implemented OpenAthens in June 2021. A login with Campus Wide Login (CWL) required at all times (on and off campus) for current students, staff, faculty. Guest users can obtain OpenAthens Accounts in-person at Koerner and Okanagan library locations (note current library service restrictions). Users with an OpenAthens access account (not CWL) must initiate access for each browser session by logging in at: https://openathens.library.ubc.ca/ <br />
* ''AskAway service providers'' MUST sign in through [https://openathens.library.ubc.ca/ OpenAthens] (OpenAthens Login at bottom, not CWL Login) to access UBC's e-resources.<br />
* The [https://guides.library.ubc.ca/connect/ll Library Access Browser Extenstion](Lean Library) supplements access through the UBC Library website with pro-active browser pop-ups.<br />
* Issues and error messages can be reported at [https://ask.library.ubc.ca/ https://ask.library.ubc.ca/.] <br />
* View licensed resources for [https://services.library.ubc.ca/user-guides/alumni/#fragment-2c2e05bfbeb922f5ac808d8551de1022-3 Alumni]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: https://open.library.ubc.ca/ <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.): https://www.library.ubc.ca/archives/documents.html <br> UBC Archives Photograph Collection: https://open.library.ubc.ca/collections/arphotos<br />
|-<br />
| Subject Guides || <br />
Via the [https://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([https://guides.library.ubc.ca/ direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [https://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [https://guides.library.ubc.ca/howtocite How to Cite] and a list of [https://guides.library.ubc.ca/c.php?g=707463&p=5035495 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
<br />
<br />
| Instruction || [https://libcal.library.ubc.ca/calendar/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage]. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via the Canvas-integrated [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves] system.'''''<br />'''''<br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [https://lthub.ubc.ca/guides/locr-instructor-guide// Canvas user's guide section].<br /><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br />
<br />
For information about requests for individual items please see [https://services.library.ubc.ca/borrowing-services/storage/ Access Storage (ASRS/PARC) guide].<br><br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals & <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [https://services.library.ubc.ca/computers-technology/copy-print-scan/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
|Outdoor Book Returns<br />
|<br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the East Mall entrance doors<br />
*Koerner Library: Slot a few meters to the right of the front doors<br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
*Okanagan Library: Book drop located outside main library entrance<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Vancouver Campus Map: [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
Okanagan Campus Map: https://maps.ok.ubc.ca/ <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
<br /> You may contact anyone on our coordinator team for scheduling questions:<br /><br />
[mailto:james.bachmann@ubc.ca James Bachmann: 604-822-2396]<br />
<br />
[[Mailto:alex.kuskowski@ubc.ca Alex Kuskowski: 604-822-6915]]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-2883]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway https://writeaway.ca/ <br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away https://writeaway.ca/<br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br />
*Undergrads: Student Learning Hub: https://students.ok.ubc.ca/academic-success/learning-hub/ (tutoring in math, sciences, languages, and writing, as well as help with study skills and learning strategies) <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|-<br />
|<br />
|<br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=752067Library:UBC Library AskAway Policy Page2023-05-18T16:27:35Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
<br />
|Library Homepage<br />
|https://www.library.ubc.ca/<br />
|-<br />
| Mobile Site || https://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches ||<br />
[http://hours.library.ubc.ca/ Hours and Locations] <br />
<br />
|-<br />
| Service Hours || <br />
[http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that the Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre. <br />
|-<br />
| Library Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/>[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br /><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br /><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br /><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building]<br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || <br />
On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || Email inquiries are encouraged. Please use the general reference query form at [https://ask.library.ubc.ca/ Ask Us], see [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by email], or e-mail the contact information of the appropriate subject librarian as per the link below. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
<br />
|-<br />
| Email Address for Reference Questions || [https://about.library.ubc.ca/contact-us/reference-assistance/ Fill in a form] or email the [https://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| Make an appointment for a research consultation ||<br />
[https://libcal.library.ubc.ca/appointments Fill in a form, select location to access form]<br />
|-<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@lists.ubc.ca via email] - lib-ejhelp@lists.ubc.ca<br />
'''Issues and error messages can be reported at''' https://ask.library.ubc.ca/<br />
Also check the [https://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResources blog] for technical bulletins for Eresource access problems <br>Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|Technical Help<br />
|Use the Ask Us portal at https://ask.library.ubc.ca. <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [https://www.library.ubc.ca/ library homepage], or direct link: https://webcat.library.ubc.ca<br />
|-<br />
| Library Search || Summon is the default "General" search on the [https://www.library.ubc.ca library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [https://www.library.ubc.ca/ https://www.library.ubc.ca], or direct link: https://resources.library.ubc.ca/ <br> Google Scholar https://resources.library.ubc.ca/page.php?id=524<br />
|-<br />
| Database/eResource Authentication || <br />
* View [https://guides.library.ubc.ca/connect/openathens OpenAthens documentation] for all user types, FAQ and troubleshooting. If you cannot resolve the issue or find an answer here, use the [https://services.library.ubc.ca/borrowing-services/library-account/my-library-account-assistance/ Library & OpenAthens Account] form available in the “Report a Problem” section of the [https://ask.library.ubc.ca/ Ask Us] page.<br />
* UBC implemented OpenAthens in June 2021. A login with Campus Wide Login (CWL) required at all times (on and off campus) for current students, staff, faculty. Guest users can obtain OpenAthens Accounts in-person at Koerner and Okanagan library locations (note current library service restrictions). Users with an OpenAthens access account (not CWL) must initiate access for each browser session by logging in at: https://openathens.library.ubc.ca/ <br />
* ''AskAway service providers'' MUST sign in through [https://openathens.library.ubc.ca/ OpenAthens] (OpenAthens Login at bottom, not CWL Login) to access UBC's e-resources.<br />
* The [https://guides.library.ubc.ca/connect/ll Library Access Browser Extenstion](Lean Library) supplements access through the UBC Library website with pro-active browser pop-ups.<br />
* Issues and error messages can be reported at [https://ask.library.ubc.ca/ https://ask.library.ubc.ca/.] <br />
* View licensed resources for [https://services.library.ubc.ca/user-guides/alumni/#fragment-2c2e05bfbeb922f5ac808d8551de1022-3 Alumni]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: https://open.library.ubc.ca/ <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.): https://www.library.ubc.ca/archives/documents.html <br> UBC Archives Photograph Collection: https://open.library.ubc.ca/collections/arphotos<br />
|-<br />
| Subject Guides || <br />
Via the [https://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([https://guides.library.ubc.ca/ direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [https://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [https://guides.library.ubc.ca/howtocite How to Cite] and a list of [https://guides.library.ubc.ca/c.php?g=707463&p=5035495 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
<br />
<br />
| Instruction || [https://libcal.library.ubc.ca/calendar/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage]. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via the Canvas-integrated [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves] system.'''''<br />'''''<br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [https://lthub.ubc.ca/guides/locr-instructor-guide// Canvas user's guide section].<br /><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br />
<br />
For information about requests for individual items please see [https://services.library.ubc.ca/borrowing-services/storage/ Access Storage (ASRS/PARC) guide].<br><br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [https://services.library.ubc.ca/computers-technology/copy-print-scan/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
|Outdoor Book Returns<br />
|<br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the East Mall entrance doors<br />
*Koerner Library: Slot a few meters to the right of the front doors<br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
*Okanagan Library: Book drop located outside main library entrance<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Vancouver Campus Map: [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
Okanagan Campus Map: https://maps.ok.ubc.ca/ <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
<br /> You may contact anyone on our coordinator team for scheduling questions:<br /><br />
[mailto:james.bachmann@ubc.ca James Bachmann: 604-822-2396]<br />
<br />
[[Mailto:alex.kuskowski@ubc.ca Alex Kuskowski: 604-822-6915]]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-2883]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway https://writeaway.ca/ <br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away https://writeaway.ca/<br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br />
*Undergrads: Student Learning Hub: https://students.ok.ubc.ca/academic-success/learning-hub/ (tutoring in math, sciences, languages, and writing, as well as help with study skills and learning strategies) <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|-<br />
|<br />
|<br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=752066Library:UBC Library AskAway Policy Page2023-05-18T16:26:26Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
<br />
|Library Homepage<br />
|https://www.library.ubc.ca/<br />
|-<br />
| Mobile Site || https://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches ||<br />
[http://hours.library.ubc.ca/ Hours and Locations] <br />
<br />
|-<br />
| Service Hours || <br />
[http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that the Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre. <br />
|-<br />
| Library Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/>[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br /><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br /><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br /><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building]<br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || <br />
On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || Email inquiries are encouraged. Please use the general reference query form at [https://ask.library.ubc.ca/ Ask Us], see [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by email], or e-mail the contact information of the appropriate subject librarian as per the link below. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
<br />
|-<br />
| Email Address for Reference Questions || [https://about.library.ubc.ca/contact-us/reference-assistance/ Fill in a form] or email the [https://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| Make an appointment for a research consultation ||<br />
[https://libcal.library.ubc.ca/appointments Fill in a form, select location to access form]<br />
|-<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@lists.ubc.ca via email] - lib-ejhelp@lists.ubc.ca<br />
'''Issues and error messages can be reported at''' https://ask.library.ubc.ca/<br />
Also check the [https://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResources blog] for technical bulletins for Eresource access problems <br>Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|Technical Help<br />
|Use the Ask Us portal at https://ask.library.ubc.ca. <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [https://www.library.ubc.ca/ library homepage], or direct link: https://webcat.library.ubc.ca<br />
|-<br />
| Library Search || Summon is the default "General" search on the [https://www.library.ubc.ca library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [https://www.library.ubc.ca/ https://www.library.ubc.ca], or direct link: https://resources.library.ubc.ca/ <br> Google Scholar https://resources.library.ubc.ca/page.php?id=524<br />
|-<br />
| Database/eResource Authentication || <br />
* View [https://guides.library.ubc.ca/connect/openathens OpenAthens documentation] for all user types, FAQ and troubleshooting. If you cannot resolve the issue or find an answer here, use the [https://services.library.ubc.ca/borrowing-services/library-account/my-library-account-assistance/ Library & OpenAthens Account] form available in the “Report a Problem” section of the [https://ask.library.ubc.ca/ Ask Us] page.<br />
* UBC implemented OpenAthens in June 2021. A login with Campus Wide Login (CWL) required at all times (on and off campus) for current students, staff, faculty. Guest users can obtain OpenAthens Accounts in-person at Koerner and Okanagan library locations (note current library service restrictions). Users with an OpenAthens access account (not CWL) must initiate access for each browser session by logging in at: https://openathens.library.ubc.ca/ <br />
* ''AskAway service providers'' MUST sign in through [https://openathens.library.ubc.ca/ OpenAthens] (OpenAthens Login at bottom, not CWL Login) to access UBC's e-resources.<br />
* The [https://guides.library.ubc.ca/connect/ll Library Access Browser Extenstion](Lean Library) supplements access through the UBC Library website with pro-active browser pop-ups.<br />
* Issues and error messages can be reported at [https://ask.library.ubc.ca/ https://ask.library.ubc.ca/.] <br />
* View licensed resources for [https://services.library.ubc.ca/user-guides/alumni/#fragment-2c2e05bfbeb922f5ac808d8551de1022-3 Alumni]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: https://open.library.ubc.ca/ <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.): https://www.library.ubc.ca/archives/documents.html <br> UBC Archives Photograph Collection: https://open.library.ubc.ca/collections/arphotos<br />
|-<br />
| Subject Guides || <br />
Via the [https://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([https://guides.library.ubc.ca/ direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [https://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [https://guides.library.ubc.ca/howtocite How to Cite] and a list of [https://guides.library.ubc.ca/c.php?g=707463&p=5035495 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
<br />
<br />
| Instruction || [https://libcal.library.ubc.ca/calendar/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage]. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via the Canvas-integrated [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves] system.'''''<br />'''''<br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [https://lthub.ubc.ca/guides/locr-instructor-guide// Canvas user's guide section].<br /><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br />
<br />
For information about requests information please see [https://services.library.ubc.ca/borrowing-services/storage/ Access Storage (ASRS/PARC) guide].<br><br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [https://services.library.ubc.ca/computers-technology/copy-print-scan/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
|Outdoor Book Returns<br />
|<br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the East Mall entrance doors<br />
*Koerner Library: Slot a few meters to the right of the front doors<br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
*Okanagan Library: Book drop located outside main library entrance<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Vancouver Campus Map: [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
Okanagan Campus Map: https://maps.ok.ubc.ca/ <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
<br /> You may contact anyone on our coordinator team for scheduling questions:<br /><br />
[mailto:james.bachmann@ubc.ca James Bachmann: 604-822-2396]<br />
<br />
[[Mailto:alex.kuskowski@ubc.ca Alex Kuskowski: 604-822-6915]]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-2883]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway https://writeaway.ca/ <br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away https://writeaway.ca/<br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br />
*Undergrads: Student Learning Hub: https://students.ok.ubc.ca/academic-success/learning-hub/ (tutoring in math, sciences, languages, and writing, as well as help with study skills and learning strategies) <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|-<br />
|<br />
|<br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=752065Library:UBC Library AskAway Policy Page2023-05-18T16:23:59Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
<br />
|Library Homepage<br />
|https://www.library.ubc.ca/<br />
|-<br />
| Mobile Site || https://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches ||<br />
[http://hours.library.ubc.ca/ Hours and Locations] <br />
<br />
|-<br />
| Service Hours || <br />
[http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that the Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre. <br />
|-<br />
| Library Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/>[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br /><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br /><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br /><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building]<br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || <br />
On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || Email inquiries are encouraged. Please use the general reference query form at [https://ask.library.ubc.ca/ Ask Us], see [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by email], or e-mail the contact information of the appropriate subject librarian as per the link below. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
<br />
|-<br />
| Email Address for Reference Questions || [https://about.library.ubc.ca/contact-us/reference-assistance/ Fill in a form] or email the [https://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| Make an appointment for a research consultation ||<br />
[https://libcal.library.ubc.ca/appointments Fill in a form, select location to access form]<br />
|-<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@lists.ubc.ca via email] - lib-ejhelp@lists.ubc.ca<br />
'''Issues and error messages can be reported at''' https://ask.library.ubc.ca/<br />
Also check the [https://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResources blog] for technical bulletins for Eresource access problems <br>Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|Technical Help<br />
|Use the Ask Us portal at https://ask.library.ubc.ca. <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [https://www.library.ubc.ca/ library homepage], or direct link: https://webcat.library.ubc.ca<br />
|-<br />
| Library Search || Summon is the default "General" search on the [https://www.library.ubc.ca library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [https://www.library.ubc.ca/ https://www.library.ubc.ca], or direct link: https://resources.library.ubc.ca/ <br> Google Scholar https://resources.library.ubc.ca/page.php?id=524<br />
|-<br />
| Database/eResource Authentication || <br />
* View [https://guides.library.ubc.ca/connect/openathens OpenAthens documentation] for all user types, FAQ and troubleshooting. If you cannot resolve the issue or find an answer here, use the [https://services.library.ubc.ca/borrowing-services/library-account/my-library-account-assistance/ Library & OpenAthens Account] form available in the “Report a Problem” section of the [https://ask.library.ubc.ca/ Ask Us] page.<br />
* UBC implemented OpenAthens in June 2021. A login with Campus Wide Login (CWL) required at all times (on and off campus) for current students, staff, faculty. Guest users can obtain OpenAthens Accounts in-person at Koerner and Okanagan library locations (note current library service restrictions). Users with an OpenAthens access account (not CWL) must initiate access for each browser session by logging in at: https://openathens.library.ubc.ca/ <br />
* ''AskAway service providers'' MUST sign in through [https://openathens.library.ubc.ca/ OpenAthens] (OpenAthens Login at bottom, not CWL Login) to access UBC's e-resources.<br />
* The [https://guides.library.ubc.ca/connect/ll Library Access Browser Extenstion](Lean Library) supplements access through the UBC Library website with pro-active browser pop-ups.<br />
* Issues and error messages can be reported at [https://ask.library.ubc.ca/ https://ask.library.ubc.ca/.] <br />
* View licensed resources for [https://services.library.ubc.ca/user-guides/alumni/#fragment-2c2e05bfbeb922f5ac808d8551de1022-3 Alumni]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: https://open.library.ubc.ca/ <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.): https://www.library.ubc.ca/archives/documents.html <br> UBC Archives Photograph Collection: https://open.library.ubc.ca/collections/arphotos<br />
|-<br />
| Subject Guides || <br />
Via the [https://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([https://guides.library.ubc.ca/ direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [https://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [https://guides.library.ubc.ca/howtocite How to Cite] and a list of [https://guides.library.ubc.ca/c.php?g=707463&p=5035495 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
<br />
<br />
| Instruction || [https://libcal.library.ubc.ca/calendar/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage]. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via the Canvas-integrated [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves] system.'''''<br />'''''<br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [https://lthub.ubc.ca/guides/locr-instructor-guide// Canvas user's guide section].<br /><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br />
<br />
While Library locations are closed, not everything in the storage locations (ASRS and PARC) is available for Request. For more information please see [https://services.library.ubc.ca/borrowing-services/storage/ Access Storage (ASRS/PARC) guide].<br><br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [https://services.library.ubc.ca/computers-technology/copy-print-scan/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
|Outdoor Book Returns<br />
|<br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the East Mall entrance doors<br />
*Koerner Library: Slot a few meters to the right of the front doors<br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
*Okanagan Library: Book drop located outside main library entrance<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Vancouver Campus Map: [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
Okanagan Campus Map: https://maps.ok.ubc.ca/ <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
<br /> You may contact anyone on our coordinator team for scheduling questions:<br /><br />
[mailto:james.bachmann@ubc.ca James Bachmann: 604-822-2396]<br />
<br />
[[Mailto:alex.kuskowski@ubc.ca Alex Kuskowski: 604-822-6915]]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-2883]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway https://writeaway.ca/ <br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away https://writeaway.ca/<br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br />
*Undergrads: Student Learning Hub: https://students.ok.ubc.ca/academic-success/learning-hub/ (tutoring in math, sciences, languages, and writing, as well as help with study skills and learning strategies) <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|-<br />
|<br />
|<br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=752064Library:UBC Library AskAway Policy Page2023-05-18T16:15:10Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
<br />
|Library Homepage<br />
|https://www.library.ubc.ca/<br />
|-<br />
| Mobile Site || https://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches ||<br />
[http://hours.library.ubc.ca/ Hours and Locations] <br />
<br />
|-<br />
| Service Hours || <br />
[http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that the Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre. <br />
|-<br />
| Library Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/>[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br /><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br /><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br /><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building]<br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || <br />
On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || Email inquiries are encouraged. Please use the general reference query form at [https://ask.library.ubc.ca/ Ask Us], see [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by email], or e-mail the contact information of the appropriate subject librarian as per the link below. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
<br />
|-<br />
| Email Address for Reference Questions || [https://about.library.ubc.ca/contact-us/reference-assistance/ Fill in a form] or email the [https://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| Make an appointment for a research consultation ||<br />
[https://libcal.library.ubc.ca/appointments Fill in a form, select location to access form]<br />
|-<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@lists.ubc.ca via email] - lib-ejhelp@lists.ubc.ca<br />
'''Issues and error messages can be reported at''' https://ask.library.ubc.ca/<br />
Also check the [https://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResources blog] for technical bulletins for Eresource access problems <br>Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|Technical Help<br />
|Use the Ask Us portal at https://ask.library.ubc.ca. <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [https://www.library.ubc.ca/ library homepage], or direct link: https://webcat.library.ubc.ca<br />
|-<br />
| Library Search || Summon is the default "General" search on the [https://www.library.ubc.ca library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [https://www.library.ubc.ca/ https://www.library.ubc.ca], or direct link: https://resources.library.ubc.ca/ <br> Google Scholar https://resources.library.ubc.ca/page.php?id=524<br />
|-<br />
| Database/eResource Authentication || <br />
* View [https://guides.library.ubc.ca/connect/openathens OpenAthens documentation] for all user types, FAQ and troubleshooting. If you cannot resolve the issue or find an answer here, use the [https://services.library.ubc.ca/borrowing-services/library-account/my-library-account-assistance/ Library & OpenAthens Account] form available in the “Report a Problem” section of the [https://ask.library.ubc.ca/ Ask Us] page.<br />
* UBC implemented OpenAthens in June 2021. A login with Campus Wide Login (CWL) required at all times (on and off campus) for current students, staff, faculty. Guest users can obtain OpenAthens Accounts in-person at Koerner and Okanagan library locations (note current library service restrictions). Users with an OpenAthens access account (not CWL) must initiate access for each browser session by logging in at: https://openathens.library.ubc.ca/ <br />
* ''AskAway service providers'' MUST sign in through [https://openathens.library.ubc.ca/ OpenAthens] (OpenAthens Login at bottom, not CWL Login) to access UBC's e-resources.<br />
* The [https://guides.library.ubc.ca/connect/ll Library Access Browser Extenstion](Lean Library) supplements access through the UBC Library website with pro-active browser pop-ups.<br />
* Issues and error messages can be reported at [https://ask.library.ubc.ca/ https://ask.library.ubc.ca/.] <br />
* View licensed resources for [https://services.library.ubc.ca/user-guides/alumni/#fragment-2c2e05bfbeb922f5ac808d8551de1022-3 Alumni]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: https://open.library.ubc.ca/ <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.): https://www.library.ubc.ca/archives/documents.html <br> UBC Archives Photograph Collection: https://open.library.ubc.ca/collections/arphotos<br />
|-<br />
| Subject Guides || <br />
Via the [https://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([https://guides.library.ubc.ca/ direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [https://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [https://guides.library.ubc.ca/howtocite How to Cite] and a list of [https://guides.library.ubc.ca/c.php?g=707463&p=5035495 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
<br />
<br />
| Instruction || [https://libcal.library.ubc.ca/calendar/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage]. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via the Canvas-integrated [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves] system.'''''<br />'''''<br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br /><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br />
<br />
While Library locations are closed, not everything in the storage locations (ASRS and PARC) is available for Request. For more information please see [https://services.library.ubc.ca/borrowing-services/storage/ Access Storage (ASRS/PARC) guide].<br><br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [https://services.library.ubc.ca/computers-technology/copy-print-scan/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
|Outdoor Book Returns<br />
|<br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the East Mall entrance doors<br />
*Koerner Library: Slot a few meters to the right of the front doors<br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
*Okanagan Library: Book drop located outside main library entrance<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Vancouver Campus Map: [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
Okanagan Campus Map: https://maps.ok.ubc.ca/ <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
<br /> You may contact anyone on our coordinator team for scheduling questions:<br /><br />
[mailto:james.bachmann@ubc.ca James Bachmann: 604-822-2396]<br />
<br />
[[Mailto:alex.kuskowski@ubc.ca Alex Kuskowski: 604-822-6915]]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-2883]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway https://writeaway.ca/ <br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away https://writeaway.ca/<br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br />
*Undergrads: Student Learning Hub: https://students.ok.ubc.ca/academic-success/learning-hub/ (tutoring in math, sciences, languages, and writing, as well as help with study skills and learning strategies) <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|-<br />
|<br />
|<br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=752063Library:UBC Library AskAway Policy Page2023-05-18T16:13:35Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
<br />
|Library Homepage<br />
|https://www.library.ubc.ca/<br />
|-<br />
| Mobile Site || https://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches ||<br />
[http://hours.library.ubc.ca/ Hours and Locations] <br />
<br />
|-<br />
| Service Hours || <br />
[http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that the Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre. <br />
|-<br />
| Library Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/>[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br /><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br /><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br /><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building]<br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || <br />
On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || Email inquiries are encouraged. Please use the general reference query form at [https://ask.library.ubc.ca/ Ask Us], see [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by email], or e-mail the contact information of the appropriate subject librarian as per the link below. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
<br />
|-<br />
| Email Address for Reference Questions || [https://about.library.ubc.ca/contact-us/reference-assistance/ Fill in a form] or email the [https://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| Make an appointment for a research consultation<br /><br />
[https://libcal.library.ubc.ca/appointments]<br />
|-<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@lists.ubc.ca via email] - lib-ejhelp@lists.ubc.ca<br />
'''Issues and error messages can be reported at''' https://ask.library.ubc.ca/<br />
Also check the [https://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResources blog] for technical bulletins for Eresource access problems <br>Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|Technical Help<br />
|Use the Ask Us portal at https://ask.library.ubc.ca. <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [https://www.library.ubc.ca/ library homepage], or direct link: https://webcat.library.ubc.ca<br />
|-<br />
| Library Search || Summon is the default "General" search on the [https://www.library.ubc.ca library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [https://www.library.ubc.ca/ https://www.library.ubc.ca], or direct link: https://resources.library.ubc.ca/ <br> Google Scholar https://resources.library.ubc.ca/page.php?id=524<br />
|-<br />
| Database/eResource Authentication || <br />
* View [https://guides.library.ubc.ca/connect/openathens OpenAthens documentation] for all user types, FAQ and troubleshooting. If you cannot resolve the issue or find an answer here, use the [https://services.library.ubc.ca/borrowing-services/library-account/my-library-account-assistance/ Library & OpenAthens Account] form available in the “Report a Problem” section of the [https://ask.library.ubc.ca/ Ask Us] page.<br />
* UBC implemented OpenAthens in June 2021. A login with Campus Wide Login (CWL) required at all times (on and off campus) for current students, staff, faculty. Guest users can obtain OpenAthens Accounts in-person at Koerner and Okanagan library locations (note current library service restrictions). Users with an OpenAthens access account (not CWL) must initiate access for each browser session by logging in at: https://openathens.library.ubc.ca/ <br />
* ''AskAway service providers'' MUST sign in through [https://openathens.library.ubc.ca/ OpenAthens] (OpenAthens Login at bottom, not CWL Login) to access UBC's e-resources.<br />
* The [https://guides.library.ubc.ca/connect/ll Library Access Browser Extenstion](Lean Library) supplements access through the UBC Library website with pro-active browser pop-ups.<br />
* Issues and error messages can be reported at [https://ask.library.ubc.ca/ https://ask.library.ubc.ca/.] <br />
* View licensed resources for [https://services.library.ubc.ca/user-guides/alumni/#fragment-2c2e05bfbeb922f5ac808d8551de1022-3 Alumni]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: https://open.library.ubc.ca/ <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.): https://www.library.ubc.ca/archives/documents.html <br> UBC Archives Photograph Collection: https://open.library.ubc.ca/collections/arphotos<br />
|-<br />
| Subject Guides || <br />
Via the [https://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([https://guides.library.ubc.ca/ direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [https://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [https://guides.library.ubc.ca/howtocite How to Cite] and a list of [https://guides.library.ubc.ca/c.php?g=707463&p=5035495 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
<br />
<br />
| Instruction || [https://libcal.library.ubc.ca/calendar/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage]. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via the Canvas-integrated [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves] system.'''''<br />'''''<br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br /><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br />
<br />
While Library locations are closed, not everything in the storage locations (ASRS and PARC) is available for Request. For more information please see [https://services.library.ubc.ca/borrowing-services/storage/ Access Storage (ASRS/PARC) guide].<br><br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [https://services.library.ubc.ca/computers-technology/copy-print-scan/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
|Outdoor Book Returns<br />
|<br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the East Mall entrance doors<br />
*Koerner Library: Slot a few meters to the right of the front doors<br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
*Okanagan Library: Book drop located outside main library entrance<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Vancouver Campus Map: [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
Okanagan Campus Map: https://maps.ok.ubc.ca/ <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
<br /> You may contact anyone on our coordinator team for scheduling questions:<br /><br />
[mailto:james.bachmann@ubc.ca James Bachmann: 604-822-2396]<br />
<br />
[[Mailto:alex.kuskowski@ubc.ca Alex Kuskowski: 604-822-6915]]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-2883]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway https://writeaway.ca/ <br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away https://writeaway.ca/<br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br />
*Undergrads: Student Learning Hub: https://students.ok.ubc.ca/academic-success/learning-hub/ (tutoring in math, sciences, languages, and writing, as well as help with study skills and learning strategies) <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|-<br />
|<br />
|<br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=752062Library:UBC Library AskAway Policy Page2023-05-18T15:48:01Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
<br />
|Library Homepage<br />
|https://www.library.ubc.ca/<br />
|-<br />
| Mobile Site || https://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches ||<br />
[http://hours.library.ubc.ca/ Hours and Locations] <br />
<br />
|-<br />
| Service Hours || <br />
[http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that the Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre. <br />
|-<br />
| Library Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/>[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br /><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br /><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br /><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building]<br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || <br />
On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || Email inquiries are encouraged. Please use the general reference query form at [https://ask.library.ubc.ca/ Ask Us], see [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by email], or e-mail the contact information of the appropriate subject librarian as per the link below. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
<br />
|-<br />
| Email Address for Reference Questions || [https://about.library.ubc.ca/contact-us/reference-assistance/ Fill in a form] or email the [https://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@lists.ubc.ca via email] - lib-ejhelp@lists.ubc.ca<br />
'''Issues and error messages can be reported at''' https://ask.library.ubc.ca/<br />
Also check the [https://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResources blog] for technical bulletins for Eresource access problems <br>Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|Technical Help<br />
|Use the Ask Us portal at https://ask.library.ubc.ca. <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [https://www.library.ubc.ca/ library homepage], or direct link: https://webcat.library.ubc.ca<br />
|-<br />
| Library Search || Summon is the default "General" search on the [https://www.library.ubc.ca library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [https://www.library.ubc.ca/ https://www.library.ubc.ca], or direct link: https://resources.library.ubc.ca/ <br> Google Scholar https://resources.library.ubc.ca/page.php?id=524<br />
|-<br />
| Database/eResource Authentication || <br />
* View [https://guides.library.ubc.ca/connect/openathens OpenAthens documentation] for all user types, FAQ and troubleshooting. If you cannot resolve the issue or find an answer here, use the [https://services.library.ubc.ca/borrowing-services/library-account/my-library-account-assistance/ Library & OpenAthens Account] form available in the “Report a Problem” section of the [https://ask.library.ubc.ca/ Ask Us] page.<br />
* UBC implemented OpenAthens in June 2021. A login with Campus Wide Login (CWL) required at all times (on and off campus) for current students, staff, faculty. Guest users can obtain OpenAthens Accounts in-person at Koerner and Okanagan library locations (note current library service restrictions). Users with an OpenAthens access account (not CWL) must initiate access for each browser session by logging in at: https://openathens.library.ubc.ca/ <br />
* ''AskAway service providers'' MUST sign in through [https://openathens.library.ubc.ca/ OpenAthens] (OpenAthens Login at bottom, not CWL Login) to access UBC's e-resources.<br />
* The [https://guides.library.ubc.ca/connect/ll Library Access Browser Extenstion](Lean Library) supplements access through the UBC Library website with pro-active browser pop-ups.<br />
* Issues and error messages can be reported at [https://ask.library.ubc.ca/ https://ask.library.ubc.ca/.] <br />
* View licensed resources for [https://services.library.ubc.ca/user-guides/alumni/#fragment-2c2e05bfbeb922f5ac808d8551de1022-3 Alumni]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: https://open.library.ubc.ca/ <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.): https://www.library.ubc.ca/archives/documents.html <br> UBC Archives Photograph Collection: https://open.library.ubc.ca/collections/arphotos<br />
|-<br />
| Subject Guides || <br />
Via the [https://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([https://guides.library.ubc.ca/ direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [https://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [https://guides.library.ubc.ca/howtocite How to Cite] and a list of [https://guides.library.ubc.ca/c.php?g=707463&p=5035495 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
<br />
<br />
| Instruction || [https://libcal.library.ubc.ca/calendar/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage]. Remember to ask which campus (Vancouver or Okanagan) a patron is from and refer appropriately.<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via the Canvas-integrated [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves] system.'''''<br />'''''<br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br /><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br />
<br />
While Library locations are closed, not everything in the storage locations (ASRS and PARC) is available for Request. For more information please see [https://services.library.ubc.ca/borrowing-services/storage/ Access Storage (ASRS/PARC) guide].<br><br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [https://services.library.ubc.ca/borrowing-services/loan-policies-and-fines/ Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [https://services.library.ubc.ca/computers-technology/copy-print-scan/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
|Outdoor Book Returns<br />
|<br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the East Mall entrance doors<br />
*Koerner Library: Slot a few meters to the right of the front doors<br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
*Okanagan Library: Book drop located outside main library entrance<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Vancouver Campus Map: [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
Okanagan Campus Map: https://maps.ok.ubc.ca/ <br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
<br /> You may contact anyone on our coordinator team for scheduling questions:<br /><br />
[mailto:james.bachmann@ubc.ca James Bachmann: 604-822-2396]<br />
<br />
[[Mailto:alex.kuskowski@ubc.ca Alex Kuskowski: 604-822-6915]]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-2883]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway https://writeaway.ca/ <br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away https://writeaway.ca/<br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br />
*Undergrads: Student Learning Hub: https://students.ok.ubc.ca/academic-success/learning-hub/ (tutoring in math, sciences, languages, and writing, as well as help with study skills and learning strategies) <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|-<br />
|<br />
|<br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=617422CIRcle COVID19 Research Recruitment2020-11-06T23:29:14Z<p>PatriciaFoster: added link to SHERPA/RoMEO guide</p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty- or researcher-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. This is a pilot workflow with the aim of enlisting Staff from across Library branches to participate. Request to participate in this initiative or to make changes to the workflow must be reviewed and approved by [mailto:circle.repository@ubc.ca Tara Stephens-Kyte], Digital Repository Librarian at cIRcle. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19 authored by UBC faculty/researchers. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. Maintains clear and consistent communication with the cIRcle Specialist to deliver content and cIRcle licenses for deposit. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster] at Woodward Library. cIRcle is looking for additional partners across the Library to perform this role in other branches. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' SHERPA/RoMEO has a [https://v2.sherpa.ac.uk/romeo/resources/user-guide.pdf user's guide] detailing how to interpret OA pathway policies from their database. Other similar tools include [http://unpaywall.org/user-guides/libraries '''unpaywall.org'''] and [https://shareyourpaper.org/permissions '''shareyourpaper.org'''], and are detailed below. Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|alt=An example of a SHERPA/RoMEO entry - Journal of Substance Abuse|thumb|An example of a SHERPA/RoMEO entry - Journal of Substance Abuse]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=== <big>Using shareyourpaper.org</big> ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== <big>Using unpaywall.org</big> ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall sourced open access articles now appear in UBC Summon as "OpenVersion". This means that any user group (UBC, UBC alumni & community users) may access the article without a CWL (Campus Wide Login). Because of OA permissions for manuscript versions the linked version may not be the final published version.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you. Use the following file naming convention <br />
* LastName_FirstInitial_1-2Identifying_words_from_title_cIRcleLicense_YYYY<br />
* Multiple authors: LastName_FirstInitial_et_al_cIRcleLicense_1-2_Identifying_words_from_title_YYYY<br />
For articles you can apply the cIRcle File Naming convention [https://wiki.ubc.ca/Library:Circle/File_Naming_Conventions here]<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Version: Ideally there is some indication on the document of the version type. In some cases, publishers, such as Wiley, will require a version statement to be included on the title page. Best practice is to encourage authors to add these even if a publisher doesn't require it. You can also do this on behalf of the author if you sense the added step might deter them from submitting. Here's a template for a version statement you can recommend or apply: <br />
<br />
"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]." <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
''Dear [researcher’s name],''<br />
<br />
''I am writing on behalf of cIRcle at the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''<br />
<br />
''The article[s] we are inquiring about are:''<br />
# '''''[Article 1 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])]'''''<br />
# '''''[Article 2 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
# '''''[Article 3 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
''If you are interested in archiving your articles into cIRcle:''<br />
<br />
''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]. [I have included all requested articles in the attached license form]''<br />
* '''''E-mail copies of the appropriate version[s] of your article[s] to me at [your ubc email address] with the filled in license form for the articles.'''''<br />
* '''''Once your content is uploaded to cIRcle, I will send you persistent links for each item.'''''<br />
''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''<br />
<br />
''Regards,''<br />
<br />
''[signature]''<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear [COVID-19 Content Recruiter],'' ''I'm writing to confirm that the submission [title] by [author name] has been archived and is available in cIRcle via Open Collections:'' ''[URI Link].'' ''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' ''Please let me know if you have any questions.'' ''Thank you,'' ''[cIRcle Specialist]''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' FYI, 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. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
<br />
= Assessment Criteria =<br />
[For discussion] Measures of success for this project:<br />
* Rate of return: Number of articles deposited<br />
* Usage Statistics: Amount of view/download traffic for articles deposited<br />
* Relationship-building: Authors submit other work; provide positive feedback<br />
* Scalability: Other Library branches participate and successfully execute the workflow<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=617214CIRcle COVID19 Research Recruitment2020-11-04T03:36:14Z<p>PatriciaFoster: updated image to reflect new user interface</p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty- or researcher-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. This is a pilot workflow with the aim of enlisting Staff from across Library branches to participate. Request to participate in this initiative or to make changes to the workflow must be reviewed and approved by [mailto:circle.repository@ubc.ca Tara Stephens-Kyte], Digital Repository Librarian at cIRcle. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19 authored by UBC faculty/researchers. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. Maintains clear and consistent communication with the cIRcle Specialist to deliver content and cIRcle licenses for deposit. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster] at Woodward Library. cIRcle is looking for additional partners across the Library to perform this role in other branches. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Other similar tools include [http://unpaywall.org/user-guides/libraries '''unpaywall.org'''] and [https://shareyourpaper.org/permissions '''shareyourpaper.org'''], and are detailed below. Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|alt=An example of a SHERPA/RoMEO entry - Journal of Substance Abuse|thumb|An example of a SHERPA/RoMEO entry - Journal of Substance Abuse]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=== <big>Using shareyourpaper.org</big> ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== <big>Using unpaywall.org</big> ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall sourced open access articles now appear in UBC Summon as "OpenVersion". This means that any user group (UBC, UBC alumni & community users) may access the article without a CWL (Campus Wide Login). Because of OA permissions for manuscript versions the linked version may not be the final published version.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you. Use the following file naming convention <br />
* LastName_FirstInitial_1-2Identifying_words_from_title_cIRcleLicense_YYYY<br />
* Multiple authors: LastName_FirstInitial_et_al_cIRcleLicense_1-2_Identifying_words_from_title_YYYY<br />
For articles you can apply the cIRcle File Naming convention [https://wiki.ubc.ca/Library:Circle/File_Naming_Conventions here]<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Version: Ideally there is some indication on the document of the version type. In some cases, publishers, such as Wiley, will require a version statement to be included on the title page. Best practice is to encourage authors to add these even if a publisher doesn't require it. You can also do this on behalf of the author if you sense the added step might deter them from submitting. Here's a template for a version statement you can recommend or apply: <br />
<br />
"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]." <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
''Dear [researcher’s name],''<br />
<br />
''I am writing on behalf of cIRcle at the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''<br />
<br />
''The article[s] we are inquiring about are:''<br />
# '''''[Article 1 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])]'''''<br />
# '''''[Article 2 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
# '''''[Article 3 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
''If you are interested in archiving your articles into cIRcle:''<br />
<br />
''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]. [I have included all requested articles in the attached license form]''<br />
* '''''E-mail copies of the appropriate version[s] of your article[s] to me at [your ubc email address] with the filled in license form for the articles.'''''<br />
* '''''Once your content is uploaded to cIRcle, I will send you persistent links for each item.'''''<br />
''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''<br />
<br />
''Regards,''<br />
<br />
''[signature]''<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear [COVID-19 Content Recruiter],'' ''I'm writing to confirm that the submission [title] by [author name] has been archived and is available in cIRcle via Open Collections:'' ''[URI Link].'' ''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' ''Please let me know if you have any questions.'' ''Thank you,'' ''[cIRcle Specialist]''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' FYI, 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. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
<br />
= Assessment Criteria =<br />
[For discussion] Measures of success for this project:<br />
* Rate of return: Number of articles deposited<br />
* Usage Statistics: Amount of view/download traffic for articles deposited<br />
* Relationship-building: Authors submit other work; provide positive feedback<br />
* Scalability: Other Library branches participate and successfully execute the workflow<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=617213CIRcle COVID19 Research Recruitment2020-11-04T03:33:03Z<p>PatriciaFoster: updated image</p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty- or researcher-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. This is a pilot workflow with the aim of enlisting Staff from across Library branches to participate. Request to participate in this initiative or to make changes to the workflow must be reviewed and approved by [mailto:circle.repository@ubc.ca Tara Stephens-Kyte], Digital Repository Librarian at cIRcle. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19 authored by UBC faculty/researchers. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. Maintains clear and consistent communication with the cIRcle Specialist to deliver content and cIRcle licenses for deposit. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster] at Woodward Library. cIRcle is looking for additional partners across the Library to perform this role in other branches. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Other similar tools include [http://unpaywall.org/user-guides/libraries '''unpaywall.org'''] and [https://shareyourpaper.org/permissions '''shareyourpaper.org'''], and are detailed below. Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|alt=An example of a SHERPA/RoMEO entry - Journal of Substance Abuse|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=== <big>Using shareyourpaper.org</big> ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== <big>Using unpaywall.org</big> ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall sourced open access articles now appear in UBC Summon as "OpenVersion". This means that any user group (UBC, UBC alumni & community users) may access the article without a CWL (Campus Wide Login). Because of OA permissions for manuscript versions the linked version may not be the final published version.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you. Use the following file naming convention <br />
* LastName_FirstInitial_1-2Identifying_words_from_title_cIRcleLicense_YYYY<br />
* Multiple authors: LastName_FirstInitial_et_al_cIRcleLicense_1-2_Identifying_words_from_title_YYYY<br />
For articles you can apply the cIRcle File Naming convention [https://wiki.ubc.ca/Library:Circle/File_Naming_Conventions here]<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Version: Ideally there is some indication on the document of the version type. In some cases, publishers, such as Wiley, will require a version statement to be included on the title page. Best practice is to encourage authors to add these even if a publisher doesn't require it. You can also do this on behalf of the author if you sense the added step might deter them from submitting. Here's a template for a version statement you can recommend or apply: <br />
<br />
"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]." <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
''Dear [researcher’s name],''<br />
<br />
''I am writing on behalf of cIRcle at the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''<br />
<br />
''The article[s] we are inquiring about are:''<br />
# '''''[Article 1 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])]'''''<br />
# '''''[Article 2 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
# '''''[Article 3 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
''If you are interested in archiving your articles into cIRcle:''<br />
<br />
''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]. [I have included all requested articles in the attached license form]''<br />
* '''''E-mail copies of the appropriate version[s] of your article[s] to me at [your ubc email address] with the filled in license form for the articles.'''''<br />
* '''''Once your content is uploaded to cIRcle, I will send you persistent links for each item.'''''<br />
''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''<br />
<br />
''Regards,''<br />
<br />
''[signature]''<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear [COVID-19 Content Recruiter],'' ''I'm writing to confirm that the submission [title] by [author name] has been archived and is available in cIRcle via Open Collections:'' ''[URI Link].'' ''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' ''Please let me know if you have any questions.'' ''Thank you,'' ''[cIRcle Specialist]''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' FYI, 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. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
<br />
= Assessment Criteria =<br />
[For discussion] Measures of success for this project:<br />
* Rate of return: Number of articles deposited<br />
* Usage Statistics: Amount of view/download traffic for articles deposited<br />
* Relationship-building: Authors submit other work; provide positive feedback<br />
* Scalability: Other Library branches participate and successfully execute the workflow<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=File:Sherpa_romeo_permissible_versions.png&diff=617212File:Sherpa romeo permissible versions.png2020-11-04T03:27:08Z<p>PatriciaFoster: PatriciaFoster uploaded a new version of File:Sherpa romeo permissible versions.png</p>
<hr />
<div>=={{int:filedesc}}==<br />
{{Information<br />
|description={{en|1=which article versions are permissible}}<br />
|date=2018-08-23<br />
|source={{own}}<br />
|author=[[User:Idico|idico]]<br />
|permission=<br />
|other versions=<br />
}}<br />
<br />
=={{int:license-header}}==<br />
{{self|cc-by-sa-4.0}}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615762CIRcle COVID19 Research Recruitment2020-10-07T06:21:15Z<p>PatriciaFoster: </p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Other similar tools include [http://unpaywall.org/user-guides/libraries '''unpaywall.org'''] and [https://shareyourpaper.org/permissions '''shareyourpaper.org'''], and are detailed below. Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=== <big>Using shareyourpaper.org</big> ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== <big>Using paywall.org</big> ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall sourced open access articles now appear in UBC Summon as "OpenVersion". This means that any user group (UBC, UBC alumni & community users) may access the article without a CWL (Campus Wide Login). Because of OA permissions for manuscript versions the linked version may not be the final published version.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
''Dear [researcher’s name],''<br />
<br />
''I am writing on behalf of cIRcle at the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''<br />
<br />
''The article[s] we are inquiring about are:''<br />
# '''''[Article 1 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])]'''''<br />
# '''''[Article 2 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
# '''''[Article 3 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
''If you are interested in archiving your articles into cIRcle:''<br />
<br />
''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]. [I have included all requested articles in the attached license form]''<br />
* '''''E-mail copies of the appropriate version[s] of your article[s] to me at [your ubc email address] with the filled in license form for the articles.'''''<br />
* '''''Once your content is uploaded to cIRcle, I will send you persistent links for each item.'''''<br />
''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''<br />
<br />
''Regards,''<br />
<br />
''[signature]''<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear [COVID-19 Content Recruiter],'' ''I'm writing to confirm that the submission [title] by [author name] has been archived and is available in cIRcle via Open Collections:'' ''[URI Link].'' ''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' ''Please let me know if you have any questions.'' ''Thank you,'' ''[cIRcle Specialist]''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615758CIRcle COVID19 Research Recruitment2020-10-06T22:22:48Z<p>PatriciaFoster: /* Checking Copyright Permissions */</p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Other similar tools include [http://unpaywall.org/user-guides/libraries '''unpaywall.org'''] and [https://shareyourpaper.org/permissions '''shareyourpaper.org'''], and are detailed below. Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=== <big>Using shareyourpaper.org</big> ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== <big>Using paywall.org</big> ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
''Dear [researcher’s name],''<br />
<br />
''I am writing on behalf of cIRcle at the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''<br />
<br />
''The article[s] we are inquiring about are:''<br />
# '''''[Article 1 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])]'''''<br />
# '''''[Article 2 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
# '''''[Article 3 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
''If you are interested in archiving your articles into cIRcle:''<br />
<br />
''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]. [I have included all requested articles in the attached license form]''<br />
* '''''E-mail copies of the appropriate version[s] of your article[s] to me at [your ubc email address] with the filled in license form for the articles.'''''<br />
* '''''Once your content is uploaded to cIRcle, I will send you persistent links for each item.'''''<br />
''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''<br />
<br />
''Regards,''<br />
<br />
''[signature]''<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear [COVID-19 Content Recruiter],'' ''I'm writing to confirm that the submission [title] by [author name] has been archived and is available in cIRcle via Open Collections:'' ''[URI Link].'' ''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' ''Please let me know if you have any questions.'' ''Thank you,'' ''[cIRcle Specialist]''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615755CIRcle COVID19 Research Recruitment2020-10-06T21:46:48Z<p>PatriciaFoster: /* Author Permission Request E-Mail TemplateI'm not a fan of the… */</p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Other similar tools include [http://unpaywall.org/user-guides/libraries unpaywall.org] and [https://shareyourpaper.org/permissions shareyourpaper.org], and are detailed below. Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=== <big>Using shareyourpaper.org</big> ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== <big>Using paywall.org</big> ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
''Dear [researcher’s name],''<br />
<br />
''I am writing on behalf of cIRcle at the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''<br />
<br />
''The article[s] we are inquiring about are:''<br />
# '''''[Article 1 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])]'''''<br />
# '''''[Article 2 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
# '''''[Article 3 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
''If you are interested in archiving your articles into cIRcle:''<br />
<br />
''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]. [I have included all requested articles in the attached license form]''<br />
* '''''E-mail copies of the appropriate version[s] of your article[s] to me at [your ubc email address] with the filled in license form for the articles.'''''<br />
* '''''Once your content is uploaded to cIRcle, I will send you persistent links for each item.'''''<br />
''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''<br />
<br />
''Regards,''<br />
<br />
''[signature]''<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear [COVID-19 Content Recruiter],'' ''I'm writing to confirm that the submission [title] by [author name] has been archived and is available in cIRcle via Open Collections:'' ''[URI Link].'' ''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' ''Please let me know if you have any questions.'' ''Thank you,'' ''[cIRcle Specialist]''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615754CIRcle COVID19 Research Recruitment2020-10-06T21:30:47Z<p>PatriciaFoster: /* Author Permission Request E-Mail TemplateI'm not a fan of the… */</p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Other similar tools include [http://unpaywall.org/user-guides/libraries unpaywall.org] and [https://shareyourpaper.org/permissions shareyourpaper.org], and are detailed below. Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=== <big>Using shareyourpaper.org</big> ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== <big>Using paywall.org</big> ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
''Dear [researcher’s name],''<br />
<br />
''I am writing on behalf of cIRcle at the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''<br />
<br />
''The article[s] we are inquiring about are:''<br />
# '''''[Article 1 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])]'''''<br />
# '''''[Article 2 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
# '''''[Article 3 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
''If you are interested in archiving your articles into cIRcle:''<br />
<br />
''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]. [I have included all requested articles in the attached license form]''<br />
* '''''E-mail copies of the appropriate version[s] of your article[s] to me at [your ubc email address].'''''<br />
* '''''Once your content is uploaded to cIRcle, I will send you persistent links for each item.'''''<br />
''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''<br />
<br />
''Regards,''<br />
<br />
''[signature]''<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear [COVID-19 Content Recruiter],'' ''I'm writing to confirm that the submission [title] by [author name] has been archived and is available in cIRcle via Open Collections:'' ''[URI Link].'' ''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' ''Please let me know if you have any questions.'' ''Thank you,'' ''[cIRcle Specialist]''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615744CIRcle COVID19 Research Recruitment2020-10-06T21:02:17Z<p>PatriciaFoster: /* Using SHERPA/RoMEO */</p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Other similar tools include [http://unpaywall.org/user-guides/libraries unpaywall.org] and [https://shareyourpaper.org/permissions shareyourpaper.org], and are detailed below. Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=== <big>Using shareyourpaper.org</big> ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== <big>Using paywall.org</big> ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
''Dear [researcher’s name],''<br />
<br />
''I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''<br />
<br />
''The article[s] we are inquiring about are:''<br />
# '''''[Article 1 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])]'''''<br />
# '''''[Article 2 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
# '''''[Article 3 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
''If you are interested in archiving your articles into cIRcle:''<br />
<br />
''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]. [I have included all requested articles in the attached license form]''<br />
* '''''E-mail copies of the appropriate version[s] of your article[s] to me at [your ubc email address].'''''<br />
* '''''Once your content is uploaded to cIRcle, I will send you persistent links for each item.'''''<br />
''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''<br />
<br />
''Regards,''<br />
<br />
''[signature]''<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear [COVID-19 Content Recruiter],'' ''I'm writing to confirm that the submission [title] by [author name] has been archived and is available in cIRcle via Open Collections:'' ''[URI Link].'' ''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' ''Please let me know if you have any questions.'' ''Thank you,'' ''[cIRcle Specialist]''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615742CIRcle COVID19 Research Recruitment2020-10-06T20:48:33Z<p>PatriciaFoster: /* Checking Copyright Permissions */</p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Other similar tools include [http://unpaywall.org/user-guides/libraries unpaywall.org] and [https://shareyourpaper.org/permissions shareyourpaper.org], and are detailed below. Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=== <big>Using shareyourpaper.org</big> ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== <big>Using paywall.org</big> ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
''Dear [researcher’s name],''<br />
<br />
''I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''<br />
<br />
''The article[s] we are inquiring about are:''<br />
# '''''[Article 1 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])]'''''<br />
# '''''[Article 2 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
# '''''[Article 3 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
''If you are interested in archiving your articles into cIRcle:''<br />
<br />
''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]. [I have included all requested articles in the attached license form]''<br />
* '''''E-mail copies of the appropriate version[s] of your article[s] to me at [your ubc email address].'''''<br />
* '''''Once your content is uploaded to cIRcle, I will send you persistent links for each item.'''''<br />
''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''<br />
<br />
''Regards,''<br />
<br />
''[signature]''<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
<br />
::''Please let me know if you have any questions.''<br />
<br />
::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615741CIRcle COVID19 Research Recruitment2020-10-06T20:41:22Z<p>PatriciaFoster: /* Requesting Author Permissions */</p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
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'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
=== '''<big>Using shareyourpaper.org</big>''' ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== '''<big>Using paywall.org</big>''' ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
''Dear [researcher’s name],''<br />
<br />
''I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''<br />
<br />
''The article[s] we are inquiring about are:''<br />
# '''''[Article 1 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])]'''''<br />
# '''''[Article 2 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
# '''''[Article 3 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
''If you are interested in archiving your articles into cIRcle:''<br />
<br />
''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]. [I have included all requested articles in the attached license form]''<br />
* '''''E-mail copies of the appropriate version[s] of your article[s] to me at [your ubc email address].'''''<br />
* '''''Once your content is uploaded to cIRcle, I will send you persistent links for each item.'''''<br />
''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''<br />
<br />
''Regards,''<br />
<br />
''[signature]''<br />
<br />
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'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
<br />
::''Please let me know if you have any questions.''<br />
<br />
::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
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[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
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'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615739CIRcle COVID19 Research Recruitment2020-10-06T20:39:16Z<p>PatriciaFoster: </p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
=== '''<big>Using shareyourpaper.org</big>''' ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== '''<big>Using paywall.org</big>''' ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
''Dear [researcher’s name],''<br />
<br />
''I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''<br />
<br />
''The article[s] we are inquiring about are:''<br />
# '''''[Article 1 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])]'''''<br />
# '''''[Article 2 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
# '''''[Article 3 citation] - [journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'''''<br />
''If you are interested in archiving your articles into cIRcle:''<br />
<br />
''Please take a few minutes to complete the cIRcle non-Exclusive Distribution License form. [I have included all requested articles in the attached license form]''<br />
* '''''E-mail copies of the appropriate version[s] of your article[s] to me at [your ubc email address].'''''<br />
* '''''Once your content is uploaded to cIRcle, I will send you persistent links for each item.'''''<br />
''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''<br />
<br />
''Regards,''<br />
<br />
''[signature]''<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
<br />
::''Please let me know if you have any questions.''<br />
<br />
::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615737CIRcle COVID19 Research Recruitment2020-10-06T20:33:25Z<p>PatriciaFoster: </p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
=== '''<big>Using shareyourpaper.org</big>''' ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== '''<big>Using paywall.org</big>''' ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
<br />
<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
<br />
::''Please let me know if you have any questions.''<br />
<br />
::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615736CIRcle COVID19 Research Recruitment2020-10-06T20:25:35Z<p>PatriciaFoster: /* Author Permission Request E-Mail Template */</p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
=== '''<big>Using shareyourpaper.org</big>''' ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== '''<big>Using paywall.org</big>''' ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
<br />
<blockquote><br />
''Dear [researcher’s name],''<br />
<br />
''I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''<br />
<br />
''The article[s] we are inquiring about are:''<br />
<br />
''# [Article 1 citation]<br />
[journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])]''<br />
<br />
''# [Article 2 citation]</br><br />
[journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''<br />
<br />
''# [Article 3 citation]</br><br />
[journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''<br />
<br />
''If you are interested in archiving your articles into cIRcle:''<br />
<br />
''* Please take a few minutes to complete the cIRcle non-Exclusive Distribution License form. [I have included all requested articles in the license form''<br />
<br />
''* E-mail copies of the appropriate version[s] of your article[s] to me at [your ubc email address].''<br />
<br />
''Once your content is uploaded to cIRcle, I will send you persistent links for each item.''<br />
<br />
''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''<br />
<br />
''Regards,''<br />
''[signature]''</blockquote><br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
<br />
::''Please let me know if you have any questions.''<br />
<br />
::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615735CIRcle COVID19 Research Recruitment2020-10-06T20:23:00Z<p>PatriciaFoster: </p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
=== '''<big>Using shareyourpaper.org</big>''' ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== '''<big>Using paywall.org</big>''' ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
<br />
::<blockquote><br />
''Dear [researcher’s name],<br />
<br />
I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.<br />
<br />
The article[s] we are inquiring about are:<br />
<br />
::# [Article 1 citation]</br><br />
[journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])]<br />
<br />
::# [Article 2 citation]</br><br />
[journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].<br />
<br />
::# [Article 3 citation]</br><br />
[journal name – include link to SHERPA/RoMEO entry] permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].<br />
<br />
If you are interested in archiving your articles into cIRcle:<br />
<br />
::* Please take a few minutes to complete the cIRcle non-Exclusive Distribution License form. [I have included all requested articles in the license form<br />
<br />
::* E-mail copies of the appropriate version[s] of your article[s] to me at [your ubc email address].<br />
<br />
Once your content is uploaded to cIRcle, I will send you persistent links for each item.<br />
<br />
If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.<br />
<br />
Regards,<br />
[signature]''</blockquote><br />
<br />
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|-<br />
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[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
<br />
::''Please let me know if you have any questions.''<br />
<br />
::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615666CIRcle COVID19 Research Recruitment2020-10-06T09:31:45Z<p>PatriciaFoster: </p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
=== '''<big>Using shareyourpaper.org</big>''' ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== '''<big>Using paywall.org</big>''' ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
<br />
::<blockquote>''Dear [researcher’s name],''</blockquote><blockquote>''I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''</blockquote><blockquote>''The article[s] we are inquiring about are:''</blockquote><br />
::# '''''[Article 1 citation][journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])]''<br />
::# '''''[Article 2 citation]''''' '''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'' <br />
::# '''''[Article 3 citation]''''' '''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'' <blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><br />
::* '''''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''. [I have included all requested articles in the license form''<br />
::* '''''E-mail copies of the appropriate version[s]''' '''of your article[s]''' to me at [your ubc email address].'' <blockquote>''Once your content is uploaded to cIRcle, I will send you persistent links for each item.''</blockquote><blockquote>''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''</blockquote><blockquote>''Regards,''</blockquote><br />
::<blockquote>''[signature]''</blockquote><br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
<br />
::''Please let me know if you have any questions.''<br />
<br />
::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615665CIRcle COVID19 Research Recruitment2020-10-06T09:30:03Z<p>PatriciaFoster: </p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
=== '''<big>Using shareyourpaper.org</big>''' ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== '''<big>Using paywall.org</big>''' ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
<br />
::<blockquote>''Dear [researcher’s name],''</blockquote><blockquote>''I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''</blockquote><blockquote>''The article[s] we are inquiring about are:''</blockquote>'''''[Article 1 citation][journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'' '''''[Article 2 citation]''''' '''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'' '''''[Article 3 citation]''''' '''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'' <blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><br />
::* '''''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''. [I have included all requested articles in the license form''<br />
::* '''''E-mail copies of the appropriate version[s]''' '''of your article[s]''' to me at [your ubc email address].'' <blockquote>''Once your content is uploaded to cIRcle, I will send you persistent links for each item.''</blockquote><blockquote>''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''</blockquote><blockquote>''Regards,''</blockquote><br />
::<blockquote>''[signature]''</blockquote><br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
<br />
::''Please let me know if you have any questions.''<br />
<br />
::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615664CIRcle COVID19 Research Recruitment2020-10-06T09:25:27Z<p>PatriciaFoster: </p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
=== '''<big>Using shareyourpaper.org</big>''' ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== '''<big>Using paywall.org</big>''' ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
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Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
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After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
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At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
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Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
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===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
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::<blockquote>''Dear [researcher’s name],''</blockquote><blockquote>''I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''</blockquote><blockquote>''The article[s] we are inquiring about are:''</blockquote><br />
::# '''''[Article 1 citation]''''' '''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''<br />
::# '''''[Article 2 citation]''''' '''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''<br />
::# '''''[Article 3 citation]''''' '''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'' <blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><br />
::# '''''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''. [I have included all requested articles in the license form''<br />
::# '''''E-mail copies of the appropriate version[s]''' '''of your article[s]''' to me at [your ubc email address].'' <blockquote>''Once your content is uploaded to cIRcle, I will send you persistent links for each item.''</blockquote><blockquote>''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''</blockquote><blockquote>''Regards,''</blockquote><br />
::<blockquote>''[signature]''</blockquote><br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
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'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
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::''Please let me know if you have any questions.''<br />
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::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615663CIRcle COVID19 Research Recruitment2020-10-06T09:23:54Z<p>PatriciaFoster: </p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
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[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
=== '''<big>Using shareyourpaper.org</big>''' ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== '''<big>Using paywall.org</big>''' ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
<br />
::<blockquote>''Dear [researcher’s name],''</blockquote><blockquote>''I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''</blockquote><blockquote>''The article[s] we are inquiring about are:''</blockquote><br />
::# '''''[Article 1 citation]''''' '''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''<br />
::# '''''[Article 2 citation]''''' '''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''<br />
::# '''''[Article 3 citation]''''' '''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].'' <blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><br />
::# '''''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''. [I have included all requested articles in the license form''<br />
::# '''''E-mail copies of the appropriate version[s]''' '''of your article[s]''' to me at [your ubc email address].'' <blockquote>''Once your content is uploaded to cIRcle, I will send you persistent links for each item.''</blockquote><blockquote>''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.''</blockquote><blockquote>''Regards,''</blockquote><br />
::<blockquote>''[signature]''</blockquote><br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
<br />
::''Please let me know if you have any questions.''<br />
<br />
::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615662CIRcle COVID19 Research Recruitment2020-10-06T09:05:09Z<p>PatriciaFoster: </p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster]. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
The COVID-19 Research Content Recruiter uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
=== '''<big>Using shareyourpaper.org</big>''' ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== '''<big>Using paywall.org</big>''' ===<br />
Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.<br />
<br />
Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.<br />
<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
===Using SHERPA/RoMEO===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
<br />
::<blockquote>''Dear [researcher’s name],''</blockquote><br />
<br />
::<blockquote>''I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''</blockquote><br />
<br />
::<blockquote>''The article[s] we are inquiring about are:''</blockquote><br />
<br />
::::<blockquote>'''''1. [Article 1 citation]'''''</blockquote><br />
<br />
::::<blockquote>'''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''</blockquote><br />
<br />
::::<blockquote>'''''2. [Article 2 citation]'''''</blockquote><br />
<br />
::::<blockquote>'''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''</blockquote><br />
<br />
::<blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><br />
<br />
::::<blockquote>''1. '''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''. [I have included all requested articles in the license form]''</blockquote><br />
::::<blockquote>''2. '''E-mail copies of the appropriate version[s]''' '''of your article[s]''' to me at [your ubc email address].''</blockquote><br />
<br />
::<blockquote>''Once your content is uploaded to cIRcle, I will send you persistent links for each item.''</blockquote><br />
<br />
::<blockquote>''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.'' </blockquote><br />
<br />
::<blockquote>''Regards,''</blockquote><br />
::<blockquote>''[signature]''</blockquote><br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Best,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=== Archived Submission Notification to Authors ===<br />
<blockquote>''Dear [Researcher]'' </blockquote><blockquote>''Thank you for submitting your publication[s] to cIRcle.'' </blockquote><blockquote>''The submission[s] has/ve been archived in cIRcle and has/ve been assigned the following persistent link[s].''</blockquote><blockquote>''<nowiki>Title : [Submission Title[s]]</nowiki>''</blockquote><blockquote>''Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]''</blockquote><blockquote>''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.'' </blockquote><blockquote>''Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests.'' </blockquote><blockquote></blockquote><blockquote> ''Best,''</blockquote> ''[signature]''<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
<br />
::''Please let me know if you have any questions.''<br />
<br />
::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615266CIRcle COVID19 Research Recruitment2020-09-23T21:30:39Z<p>PatriciaFoster: </p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here]. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
MRAi uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
=== '''<big>Using shareyourpaper.org</big>''' ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== '''<big>Using paywall.org</big>''' ===<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
===Using SHERPA/RoMEO<!-- Patricia, here would be a good place to add details re: using unpaywall.org -->===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
<br />
::<blockquote>''Dear [researcher’s name],''</blockquote><br />
<br />
::<blockquote>''I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''</blockquote><br />
<br />
::<blockquote>''The article[s] we are inquiring about are:''</blockquote><br />
<br />
::::<blockquote>'''''1. [Article 1 citation]'''''</blockquote><br />
<br />
::::<blockquote>'''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''</blockquote><br />
<br />
::::<blockquote>'''''2. [Article 2 citation]'''''</blockquote><br />
<br />
::::<blockquote>'''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''</blockquote><br />
<br />
::<blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><br />
<br />
::::<blockquote>''1. '''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''. [I have included all requested articles in the license form]''</blockquote><br />
::::<blockquote>''2. '''E-mail copies of the appropriate version[s]''' '''of your article[s]''' to me at [your ubc email address].''</blockquote><br />
<br />
::<blockquote>''Once your content is uploaded to cIRcle, I will send you persistent links for each item.''</blockquote><br />
<br />
::<blockquote>''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.'' </blockquote><br />
<br />
::<blockquote>''Regards,''</blockquote><br />
::<blockquote>''[signature]''</blockquote><br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Regards,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
<br />
::''Please let me know if you have any questions.''<br />
<br />
::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615191CIRcle COVID19 Research Recruitment2020-09-22T19:06:50Z<p>PatriciaFoster: </p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
MRAi uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
=== '''<big>Using shareyourpaper.org</big>''' ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== '''<big>Using paywall.org</big>''' ===<br />
The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
===Using SHERPA/RoMEO<!-- Patricia, here would be a good place to add details re: using unpaywall.org -->===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
<br />
::<blockquote>''Dear [researcher’s name],''</blockquote><br />
<br />
::<blockquote>''I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''</blockquote><br />
<br />
::<blockquote>''The article[s] we are inquiring about are:''</blockquote><br />
<br />
::::<blockquote>'''''1. [Article 1 citation]'''''</blockquote><br />
<br />
::::<blockquote>'''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''</blockquote><br />
<br />
::::<blockquote>'''''2. [Article 2 citation]'''''</blockquote><br />
<br />
::::<blockquote>'''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''</blockquote><br />
<br />
::<blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><br />
<br />
::::<blockquote>''1. '''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''. [I have included all requested articles in the license form]''</blockquote><br />
::::<blockquote>''2. '''E-mail copies of the appropriate version[s]''' '''of your article[s]''' to me at [your ubc email address].''</blockquote><br />
<br />
::<blockquote>''Once your content is uploaded to cIRcle, I will send you persistent links for each item.''</blockquote><br />
<br />
::<blockquote>''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.'' </blockquote><br />
<br />
::<blockquote>''Regards,''</blockquote><br />
::<blockquote>''[signature]''</blockquote><br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Regards,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
<br />
::''Please let me know if you have any questions.''<br />
<br />
::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=615189CIRcle COVID19 Research Recruitment2020-09-22T18:25:36Z<p>PatriciaFoster: </p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
MRAi uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
=== '''<big>Using shareyourpaper.org</big>''' ===<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
=== '''<big>Using paywall.org</big>''' ===<br />
The paywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
===Using SHERPA/RoMEO<!-- Patricia, here would be a good place to add details re: using unpaywall.org -->===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
<br />
::<blockquote>''Dear [researcher’s name],''</blockquote><br />
<br />
::<blockquote>''I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''</blockquote><br />
<br />
::<blockquote>''The article[s] we are inquiring about are:''</blockquote><br />
<br />
::::<blockquote>'''''1. [Article 1 citation]'''''</blockquote><br />
<br />
::::<blockquote>'''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''</blockquote><br />
<br />
::::<blockquote>'''''2. [Article 2 citation]'''''</blockquote><br />
<br />
::::<blockquote>'''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''</blockquote><br />
<br />
::<blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><br />
<br />
::::<blockquote>''1. '''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''. [I have included all requested articles in the license form]''</blockquote><br />
::::<blockquote>''2. '''E-mail copies of the appropriate version[s]''' '''of your article[s]''' to me at [your ubc email address].''</blockquote><br />
<br />
::<blockquote>''Once your content is uploaded to cIRcle, I will send you persistent links for each item.''</blockquote><br />
<br />
::<blockquote>''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.'' </blockquote><br />
<br />
::<blockquote>''Regards,''</blockquote><br />
::<blockquote>''[signature]''</blockquote><br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Regards,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
<br />
::''Please let me know if you have any questions.''<br />
<br />
::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=614836CIRcle COVID19 Research Recruitment2020-09-08T20:02:54Z<p>PatriciaFoster: </p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
MRAi uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
'''<big>Using shareyourpaper.org</big>'''<br />
<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
Upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a google spreadsheet. You will need to create a google account, if you don't already have one. You should use your UBC email staff account. <br />
<br />
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)<br />
<br />
'''<big>Using paywall.org</big>''' <br />
<br />
The paywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)." <br />
<br />
===Using SHERPA/RoMEO<!-- Patricia, here would be a good place to add details re: using unpaywall.org -->===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
<br />
::<blockquote>''Dear [researcher’s name],''</blockquote><br />
<br />
::<blockquote>''I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''</blockquote><br />
<br />
::<blockquote>''The article[s] we are inquiring about are:''</blockquote><br />
<br />
::::<blockquote>'''''1. [Article 1 citation]'''''</blockquote><br />
<br />
::::<blockquote>'''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''</blockquote><br />
<br />
::::<blockquote>'''''2. [Article 2 citation]'''''</blockquote><br />
<br />
::::<blockquote>'''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''</blockquote><br />
<br />
::<blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><br />
<br />
::::<blockquote>''1. '''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''. [I have included all requested articles in the license form]''</blockquote><br />
::::<blockquote>''2. '''E-mail copies of the appropriate version[s]''' '''of your article[s]''' to me at [your ubc email address].''</blockquote><br />
<br />
::<blockquote>''Once your content is uploaded to cIRcle, I will send you persistent links for each item.''</blockquote><br />
<br />
::<blockquote>''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.'' </blockquote><br />
<br />
::<blockquote>''Regards,''</blockquote><br />
::<blockquote>''[signature]''</blockquote><br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Regards,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
<br />
::''Please let me know if you have any questions.''<br />
<br />
::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=CIRcle_COVID19_Research_Recruitment&diff=614833CIRcle COVID19 Research Recruitment2020-09-08T18:10:32Z<p>PatriciaFoster: </p>
<hr />
<div>{{DISPLAYTITLE:MRAi cIRcle Submissions Workflow}}<br />
<br />
=COVID-19 Research cIRcle Submissions Workflow=<br />
<br />
<div align="left"><br />
This is a user guide to help UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. Changes to the workflow must be reviewed and approved by the cIRcle Office at circle.repository[at]ubc.ca ATTN: Tara Stephens-Kyte. <br />
<br />
Questions regarding permissions, metadata, and deposit in cIRcle should be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].<br />
</div><br />
<br />
===How to Use This Wiki===<br />
<br />
This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19. <br />
<br />
Follow the steps to: <br />
# Select materials for COVID-19 according to the listed criteria;<br />
# Set up an automatic search alert notification for new content;<br />
# Check copyright permissions; <br />
# Request author permissions; <br />
# Submit the article and completed cIRcle Non-exclusive Distribution License to the cIRcle Specialist for Deposit;<br />
# Send notifications to author when submission is complete;<br />
# Maintain COVID-19 Research cIRcle Content Recruitment tracking spreadsheet.<br />
<br />
=Roles and Responsibilities=<br />
<br />
===cIRcle Project Lead===<br />
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, 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.<br />
<br />
===COVID-19 Content Recruiter ===<br />
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions from content authors and sends notifications of archived content, and ensures self-archiving conditions are met. Works closely with the cIRcle Project Lead to coordinate deposit of materials and maintains cIRcle COVID-19 workflow documentation in consultation with the cIRcle Project Lead. <br />
<br />
===cIRcle License Management Coordinator===<br />
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist at circle.specialist[at]ubc.ca. <br />
<br />
The COVID-19 Content Recruiter sends completed cIRcle licenses and content to the cIRcle Specialist for deposit. The cIRcle office archives licenses for materials in DSpace.<br />
<br />
=Selecting COVID-19 Scholarly Materials for Deposit in cIRcle: Our Criteria=<br />
<br />
===Representational Output===<br />
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project. <br />
* '''A significant portion of the item must be “about” COVID-19:''' To begin, focus on Researchers and topics identified by UBC <nowiki>https://covid19.research.ubc.ca/</nowiki> It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). Focus your requests on faculty in liaison areas supported by your Library to avoid overlap with other branch libraries undertaking similar work. <br />
<br />
* '''Eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf pre-print, post-print, or publisher’s version]) is acceptable for archiving in university repositories. If no version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. <br />
<br />
===Timeliness===<br />
* '''Scope content recruitment to materials published in 2020:''' Most COVID19 related research will have been published in 2020. If requesting articles in COVID-19 related research areas, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from authors (see the [[Checking Copyright Permissions]] header below to learn more about post-prints).<br />
<br />
===UBC Affiliations===<br />
* '''Scope to UBC Faculty:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to 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 include this detail in your communications and supply a URI so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications.<br />
<br />
=Setting Up Search Alerts=<br />
<br />
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.<br />
<br />
===Selecting Databases===<br />
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.<br />
<br />
===Crafting a Search String=== <br />
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, "COVID-19" and "coronavirus" 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. <br />
<br />
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.<br />
<br />
===Setting up Alerts=== <br />
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 your UBC 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.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
|style="border-right: hidden; border-width: 1px; width: 7%;"| <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.<br />
|}<br />
<br />
=Saving Citations=<br />
<br />
MRAi uses the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions] to track citations and the status of requested materials. The COVID-19 Content Recruiter saves citations for viable candidate articles using the appropriate columns in the article tracking spreadsheet.<br />
<br />
===Tracking Sheet Citation Fields===<br />
<br />
* 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. (Be sure to turn off any viewing filters you've applied before adding entries.)<br />
* In the '''Status''' column, enter the words '''''Action required'''''. This will color-code the row white, indicating that this entry is pending action.<br />
* In the '''Author''' column:<br />
**Render a single author like this: '''''[Last name], [First name]'''''. <br />
**Render two authors like this: '''''[Last name], [First name] and [Last name], [First name].''''' <br />
**Render more than two author names like this: '''''[First author last name], [First author first name]; [Second author last name], [Second author first name]; [Third author last name], [Third author first name]...''''' and so on.<br />
* In the '''Contact Information''' column, include the first name, last name, and valid e-mail address of an item's author. Sometimes, journal article DOIs will supply a preferred author contact (look for an envelope icon next to their name). <br />
* In the '''Title''' column, supply the complete title of the item.<br />
* In the '''Citation''' column, use the citation method you are comfortable with. (To date, APA style is most frequently used within this spreadsheet.) cIRcle is citation-agnostic, meaning it can work across multiple methods. However, be sure to format correctly according to your selected style's guidelines.<br />
* Supply the digital object identifier for the publisher's version of the article in the '''Publisher DOI''' column.<br />
<br />
Stop there for now. You will use the remaining fields once you are ready to make contact with the item's author.<br />
<br />
=Checking Copyright Permissions=<br />
cIRcle's primary resource for discovering and understanding publisher self-archiving policies is '''[http://www.sherpa.ac.uk/romeo/search.php SHERPA/RoMEO].''' Visit the [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki for detailed instructions on how to identify and interpret these policies. [http://unpaywall.org/ unpaywall.org] is an excellent tool for doing batch permissions checking when you have multiple DOIs. [https://shareyourpaper.org/ shareyourpaper.org] is another emerging tool worth investigating. <br />
<br />
===Understanding Article Versions===<br />
<br />
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the the pre-print version.<br />
* '''Publisher's versions''' are the editions of articles that have undergone final text correction and layout.<br />
* '''Post-prints''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary.<br />
* '''Pre-prints''' are versions initially sent to the journal. These versions have not been subject to peer review.<br />
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]<br />
<br />
===Making Decisions Based on Copyright Permissions===<br />
<br />
It is easiest to target journals that allow archiving of the publisher versions. The publisher version of the article will likely be available for download from a database or the journal's website. The author would only need to complete the [https://circle.ubc.ca/submissions/license-form/ '''cIRcle Non-Exclusive Distribution License form'''] to have their content added to cIRcle. <br />
<br />
However, most academic journals only permit the archiving of a pre-print or post-print version of the article. These versions must be acquired from the author. 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 post-print copies are acceptable.<br />
<br />
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.<br />
<br />
'''<big>Using shareyourpaper.org</big>'''<br />
<br />
One may search bulk search article DOIs for permissions, harvesting paper metadata from cross-ref, [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated dailly). The paper and policy statement will also include embargo length from date of publication, and which format version can be arachivered as per the publisher/institution policy.<br />
<br />
===Using SHERPA/RoMEO<!-- Patricia, here would be a good place to add details re: using unpaywall.org -->===<br />
[[File:Sherpa romeo permissible versions.png|thumb|An example SHERPA/RoMEO entry.]]<br />
Search for the specific journal in SHERPA/RoMEO<!-- SHERPA/RoMEO has recently updated their website. If you have time and are interested, it would be great to update the screenshots --> and read over the table of copyright permissions to determine which article version (author's pre-print, author's post-print or publisher's version/PDF) is permissible for archiving by the author. For example, according to the image at right, the author can archive the pre-print or the post-print (as shown by the green checkmarks) but not the publisher's version/PDF (as shown by the red X).<br />
<br />
Read the '''General Conditions''' section to check for any conditions attached to the permissions. Pay special attention to any conditions mentioning an ''embargo'' or a ''citation''. In this context, a ''citation'' is an acknowledgement of the original publishing journal when its articles are uploaded to a repository. The journal in the screenshot to the right, ''Journal of Substance Use'', requires that the published source be acknowledged and that a link to the publisher version be included. SHERPA/RoMEO also specifies that ''Journal of Substance Use'' has an ''embargo'' period of 12 months. <br />
<br />
Sometimes conditional details (especially embargo periods) are not always clear or up to date on SHERPA/RoMEO. If this is the case, check the guidelines on the journal's webpage. These guidelines can be tricky to find, because publishers call their guidelines different things and put them in different places. For example, the best way to confirm embargo periods for Elsevier journals is to go to the landing page of the journal in question (like [https://www.journals.elsevier.com/international-journal-of-drug-policy/ this one]) and download the "Author Information Pack" PDF under the '''Guide for Authors''' tab. <br />
<br />
If the journal is not available in SHERPA/RoMEO and the journal does not have a self-archiving policy posted, contact the journal editor for more information. If you need assistance with this step, please contact the cIRcle Project Lead.<br />
<br />
=Requesting Author Permissions=<br />
<br />
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. If you are requesting more than one article from the same faculty author, 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 (e.g. the permitted version, embargo period, date of embargo expiry if applicable). <br />
<br />
After listing the articles, provide the corresponding author clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.<br />
<br />
At least one co-author must fill out the license form online for the article to be uploaded to the repository. It is expected that the author signing the cIRcle License will make co-authors aware of their agreement to archive the article in cIRcle. The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. <br />
<br />
Style Guide: For consistency, please use Calibri font, size 11 and Canadian spelling ..<br />
<br />
===Author Permission Request E-Mail Template<!-- I'm not a fan of the formatting of this template. It takes up too much space. If you have time and interest, it would be good to take a crack at fixing this. --> ===<br />
<br />
::<blockquote>''Dear [researcher’s name],''</blockquote><br />
<br />
::<blockquote>''I am writing on behalf of cIRcle at the the University of British Columbia Library to invite you to archive an article of yours to cIRcle, UBC’s open access digital repository. We aim to provide the UBC and global community with easier access to timely, original research about or related to COVID-19. We are also interested in helping make research more accessible to the public for future generations.''</blockquote><br />
<br />
::<blockquote>''The article[s] we are inquiring about are:''</blockquote><br />
<br />
::::<blockquote>'''''1. [Article 1 citation]'''''</blockquote><br />
<br />
::::<blockquote>'''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''</blockquote><br />
<br />
::::<blockquote>'''''2. [Article 2 citation]'''''</blockquote><br />
<br />
::::<blockquote>'''''[journal name – include link to SHERPA/RoMEO entry]''' permits archival of an article’s [version type] version in an institutional repository [after a[n] XX month embargo (your article’s embargo lapsed [date of embargo expiry])].''</blockquote><br />
<br />
::<blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><br />
<br />
::::<blockquote>''1. '''Please take a few minutes to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''. [I have included all requested articles in the license form]''</blockquote><br />
::::<blockquote>''2. '''E-mail copies of the appropriate version[s]''' '''of your article[s]''' to me at [your ubc email address].''</blockquote><br />
<br />
::<blockquote>''Once your content is uploaded to cIRcle, I will send you persistent links for each item.''</blockquote><br />
<br />
::<blockquote>''If you have any other published research that is relevant to COVID-19 or you are interested in archiving, please do not hesitate to contact me. Thank you in advance for helping to share your research with the world via cIRcle.'' </blockquote><br />
<br />
::<blockquote>''Regards,''</blockquote><br />
::<blockquote>''[signature]''</blockquote><br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' If the author does not properly complete the license or sends an incorrect version, you will 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.<br />
|}<br />
<br />
===Updating the Tracking Document to Reflect a New Permission Request<!-- All to be set up as you choose. I actually didn't know you could use conditional formatting for terms and colours! That would be useful for the COVID spreadsheet. -->===<br />
* For a given article entry, change the text in the '''Status''' column (Column A) to read "In Progress." Per the document's conditional formatting, the row should turn yellow.<br />
* In the '''Embargo''' column (Column I), record whether or not the article has an embargo date with "Y" or "N." (Use "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This 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, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).<br />
* In the '''Permitted Version''' column (Column J), record the most preferred version available to us for archival. Generally, the publisher's version > post-print version > pre-print version.<br />
* In the '''Date Contacted''' column (Column K), note the date you first contacted the author. Use DD/MM/YYYY format.<br />
* In the '''Communication Notes''' column (Column L), include a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (CTRL+Enter makes a new line inside the cell.)<br />
* In the '''License Received''' column (Column M), note whether or not you have received a license form from the author with a "Yes" or a "No." It is likely that you will start out with a "No" and change it to a "Yes" after the license comes in.<br />
<br />
=== Following Up With Authors ===<br />
If the author does not respond to the initial e-mail after 2-3 weeks, the COVID-19 Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:<blockquote>''Dear [researcher name],''</blockquote><blockquote>''Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article[s] on COVID-19 in cIRcle. I've included my original message with the requested article[s] below.'' </blockquote><blockquote>''If you are interested in archiving your articles into cIRcle:''</blockquote><blockquote>''1. '''Please take a few minutes to complete the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''.'' </blockquote><blockquote>''2. '''E-mail copies of the appropriate version[s] of your article[s]''' to [your email address].''</blockquote><blockquote>''As always, please do not hesitate to contact me if you wish to contribute more research to this initiative, or if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.'' </blockquote><blockquote>''Regards,''</blockquote><blockquote>''[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 COVID-19 Content Recruiter received no response.<br />
<br />
=Submitting Content to cIRcle= <br />
<br />
===The Submission Process===<br />
* The COVID-19 Content Recruiter forwards the correct version of the article content and a completed cIRcle license to the cIRcle Digital Library Specialist at circle.repository[at]ubc.ca . COVID-19 Content Recruiter ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). <br />
* 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]. <br />
* The cIRcle Specialist notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the persistent link (URI) for the content. <br />
* The COVID-19 Content Recruiter notifies the content creator that the work is available in cIRcle and updates the article tracking spreadsheet. <br />
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.<br />
<br />
===Submission Confirmation E-mail Template===<br />
<br />
::''Dear '''[COVID-19 Content Recruiter]''','' <br />
<br />
::''I'm writing to confirm that the submission '''[title]''' by '''[author name]''' has been archived and is available in cIRcle via Open Collections: '''[URI Link]'''.'' <br />
<br />
::''[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]'' <br />
<br />
::''Please let me know if you have any questions.''<br />
<br />
::''Thank you,''<br />
<br />
::'''''[cIRcle Specialist]'''''<br />
<br />
===Updating the Tracking Spreadsheet===<br />
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet: <br />
* Change the article's '''Status''' (Column A) to "Archived."<br />
* In the '''Communication Notes''' field (Column L), make a final dated entry confirming the article has been archived in cIRcle.<br />
* Copy and paste the '''cIRcle URI''' to Column N.<br />
<br />
{| class="wikitable" style="width: 100%;"<br />
|-<br />
| style="border-right: hidden; border-width: 1px; width: 7%;" | <br />
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]<br />
||<br />
'''Tip:''' Faculty articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. Please note that the MRAi (Making Research Accessible) project permits deposit of Non UBC authored articles related to the Downtown Eastside to be added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection. The cIRcle Operations Assistant is responsible for uploading content to the correct collection. <br />
|}<br />
<br />
=Checklist=<br />
[[Category:Circle]]<br />
{| border="1" cellspacing="0" cellpadding="2"<br />
|-<br />
! colspan="2" scope="row" | Checklist<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article meet repository [[#Selecting Materials for MRAi: Our Criteria | Material Criteria]]?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<br />
|Which version of the article is permissible to submit?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Do you have access to it?<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Does the article version require any special permissions? <br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;<br />
|&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)<br />
|-<br />
! scope="row”" |&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|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? <br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|Have you forwarded a copy of the article to the cIRcle Specialist at circle.repository[at]ubc.ca?<br />
|-<br />
!&nbsp;&nbsp;&nbsp;Yes/No&nbsp;&nbsp;&nbsp;<br />
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?<br />
|}<br />
{{DEFAULTSORT:MRAi cIRcle Submissions Workflow}}<br />
[[Category:COVID-19]]</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=599393Library:UBC Library AskAway Policy Page2020-05-29T21:20:06Z<p>PatriciaFoster: corrections</p>
<hr />
<div>{| class="wikitable"<br />
|-<br />
| style="width: 20%" | '''Library Homepage''' || UBC - Vancouver COVID - 19 Updates: https://services.library.ubc.ca/covid-19-response/<br />
'''Due to the quickly evolving situation with COVID-19, UBC Library branches across the Vancouver and Okanagan campuses will remain closed until further notice. The library continues to provide access to electronic resources and librarian support for research, teaching and learning. Please see the website for updates'''. <br />
<br />
For updates for the UBC-O Library please see: https://library.ok.ubc.ca/covid-19/<br />
|-<br />
| Mobile Site || [http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/ http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/] <br />[https://m.ubc.ca/default/libraries/ https://m.ubc.ca/default/libraries/]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches || Note that due to COVID-19 the physical locations of the UBC Vancouver & Okanagan libraries are closed until further notice.<br />
[http://hours.library.ubc.ca/ Hours and Locations] <br /><br />
<br />
|-<br />
| Service Hours || Note that due to COVID-19 the physical locations of the UBC Vancouver & Okanagan libraries are closed until further notice.<br />
[http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that Irving K. Barber Learning Centre <br />
<br />
building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre.<br />
|-<br />
| Library Policies || [http://services.library.ubc.ca/borrowing-services/loan-policies-regulations/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/> <br />
[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br/><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br/><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br/><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building] <br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || Note that due to COVID-19 the physical locations of the UBC Vancouver & Okanagan libraries are closed until further notice. <br />
On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by phone] - Due to the physical space closure of the library please email using the general reference query form at [https://www.library.ubc.ca/help/ask-colorbox.html AskMe!]<br />
or reference assistance or e-mail contact the appropriate subject librarian as per the link below. <br />
<br />
|-<br />
| Email Address for Reference Questions || [http://www.library.ubc.ca/home/forms/reference-form.html Fill in a form] or email the [http://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@lists.ubc.ca<br />
Also check the [https://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResources blog] for technical bulletins for Eresource access problems <br> Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|Technical Help<br />
|Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [http://www.library.ubc.ca library home page], or direct link: [http://webcat.library.ubc.ca http://webcat.library.ubc.ca]<br />
|-<br />
| Library Search || Summon is the default "General" search on [http://www.library.ubc.ca the library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [http://www.library.ubc.ca http://www.library.ubc.ca], or direct link: [http://resources.library.ubc.ca/ http://resources.library.ubc.ca/] <br> Google Scholar [http://resources.library.ubc.ca/page.php?id=524 http://resources.library.ubc.ca/page.php?id=524]<br />
|-<br />
| Database/eResource Authentication || <br />
Access to licensed materials is via EZproxy only. Most users will log in with their CWL (Campus Wide Login). <br> Off-campus access [http://services.library.ubc.ca/off-campus-access/connect-from-home/ezproxy-vpn-faq/ FAQ] <br />
<br /> Electronic resources [http://www.library.ubc.ca/home/forms/ejournalhelp.html troubleshooting form] <br />
<br /> For UBC Alumni access, see UBC Library [http://services.library.ubc.ca/user-guides/alumni/ Alumni Guide]'s ''Online Access'' tab. <br />
<br /> For information about the EBSCO Academic Search and Business Source alumni editions see [https://www.alumni.ubc.ca/journals/ Alumni Edition] Note that this service is run by the [https://www.alumni.ubc.ca/ UBC Alumni Association]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: [http://digitalcollections.library.ubc.ca/ http://digitalcollections.library.ubc.ca/] <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.. ): [http://www.library.ubc.ca/archives/documents.html http://www.library.ubc.ca/archives/documents.html] <br> UBC Historical Photograph Collection: [http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos]<br />
|-<br />
| Subject Guides || <br />
Via the [http://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([http://guides.library.ubc.ca direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [http://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/ How to Cite] and a list of [https://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/#MajorStyles-3 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian.<br />
|-<br />
<br />
<br />
| Instruction || [http://elred.library.ubc.ca/libs/dashboard/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage].<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves], UBC's installation of Canvas (course content management system.<br />
'''***Note that due to COVID-19 the physical locations of the UBC Vancouver & Okanagan libraries are closed until further notice.''' <br /><br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br/><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br>ASRS [http://services.library.ubc.ca/borrowing-services/asrs/ step by step guide].<br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [http://services.library.ubc.ca/borrowing-services/fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [http://services.library.ubc.ca/computers-technology/scanning/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Searchable Campus Map: (UBCV Only) [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
[mailto:veronika.kollbrand@ubc.ca Veronika Kollbrand: 604-822-4203]<br /><br />
[mailto:vanessa.kitchin@ubc.ca Vanessa Kitchin: 604-822-3393]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-5585]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | How do I Log In?||<br />
'''to Licensed Materials'''<br /><br />
'''Please Note: VPN authentication ended Jan, 2013.<br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" |Refworks || [http://resources.library.ubc.ca/901 Direct to Refworks]<br /> [http://help.library.ubc.ca/evaluating-and-citing-sources/refworks-write-n-cite/ Refworks account information and Group Code] <br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] Closed May-August.<br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] <br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br /><br />
*Undergrads: Language and Writing Centre [http://library.ok.ubc.ca/wrs/wrc/ http://library.ok.ubc.ca/wrs/wrc/] <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=example>Borrower Services</div><br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Outdoor Book Returns || <br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the [http://www.students.ubc.ca/classroomservices/buildings-and-classrooms/?code=IBLC East Mall entrance doors]<br />
*Koerner Library: Slot a few meters to the right of the front doors <br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
|- <br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=599392Library:UBC Library AskAway Policy Page2020-05-29T21:04:17Z<p>PatriciaFoster: added link to library eResources blog</p>
<hr />
<div>{| class="wikitable"<br />
|-<br />
| style="width: 20%" | '''Library Homepage''' || UBC - Vancouver COVID - 19 Updates: https://services.library.ubc.ca/covid-19-response/<br />
Due to the quickly evolving situation with COVID-19, UBC Library branches across the Vancouver and Okanagan campuses will remain closed until further notice. The library continues to provide access to electronic resources and librarian support for research, teaching and learning. Please see the website for updates. <br />
<br />
For updates for the UBC-O Library please see: https://library.ok.ubc.ca/covid-19/<br />
|-<br />
| Mobile Site || [http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/ http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/] <br />[https://m.ubc.ca/default/libraries/ https://m.ubc.ca/default/libraries/]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches || Note that due to COVID-19 the physical locations of the UBC Vancouver & Okanagan libraries are closed until further notice.<br />
[http://hours.library.ubc.ca/ Hours and Locations] <br /><br />
<br />
|-<br />
| Service Hours || Note that due to COVID-19 the physical locations of the UBC Vancouver & Okanagan libraries are closed until further notice.<br />
[http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that Irving K. Barber Learning Centre <br />
<br />
building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre.<br />
|-<br />
| Library Policies || [http://services.library.ubc.ca/borrowing-services/loan-policies-regulations/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/> <br />
[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br/><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br/><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br/><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building] <br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || Note that due to COVID-19 the physical locations of the UBC Vancouver & Okanagan libraries are closed until further notice. <br />
On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by phone] - Due to the physical space closure of the library please email using the general reference query form at [https://www.library.ubc.ca/help/ask-colorbox.html AskMe!]<br />
or reference assistance or e-mail contact the appropriate subject librarian as per the link below. <br />
<br />
|-<br />
| Email Address for Reference Questions || [http://www.library.ubc.ca/home/forms/reference-form.html Fill in a form] or email the [http://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@lists.ubc.ca<br />
Also check the [https://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResources blog] for technical bulletins for Eresource access problems <br> Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|Technical Help<br />
|Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [http://www.library.ubc.ca library home page], or direct link: [http://webcat.library.ubc.ca http://webcat.library.ubc.ca]<br />
|-<br />
| Library Search || Summon is the default "General" search on [http://www.library.ubc.ca the library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [http://www.library.ubc.ca http://www.library.ubc.ca], or direct link: [http://resources.library.ubc.ca/ http://resources.library.ubc.ca/] <br> Google Scholar [http://resources.library.ubc.ca/page.php?id=524 http://resources.library.ubc.ca/page.php?id=524]<br />
|-<br />
| Database/eResource Authentication || <br />
Access to licensed materials is via EZproxy only. Most users will log in with their CWL (Campus Wide Login). <br> Off-campus access [http://services.library.ubc.ca/off-campus-access/connect-from-home/ezproxy-vpn-faq/ FAQ] <br />
<br /> Electronic resources [http://www.library.ubc.ca/home/forms/ejournalhelp.html troubleshooting form] <br />
<br /> For UBC Alumni access, see UBC Library [http://services.library.ubc.ca/user-guides/alumni/ Alumni Guide]'s ''Online Access'' tab. <br />
<br /> For information about the EBSCO Academic Search and Business Source alumni editions see [https://www.alumni.ubc.ca/journals/ Alumni Edition] Note that this service is run by the [https://www.alumni.ubc.ca/ UBC Alumni Association]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: [http://digitalcollections.library.ubc.ca/ http://digitalcollections.library.ubc.ca/] <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.. ): [http://www.library.ubc.ca/archives/documents.html http://www.library.ubc.ca/archives/documents.html] <br> UBC Historical Photograph Collection: [http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos]<br />
|-<br />
| Subject Guides || <br />
Via the [http://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([http://guides.library.ubc.ca direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [http://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/ How to Cite] and a list of [https://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/#MajorStyles-3 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian.<br />
|-<br />
<br />
<br />
| Instruction || [http://elred.library.ubc.ca/libs/dashboard/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage].<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves], UBC's installation of Canvas (course content management system. <br /><br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br/><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br>ASRS [http://services.library.ubc.ca/borrowing-services/asrs/ step by step guide].<br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [http://services.library.ubc.ca/borrowing-services/fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [http://services.library.ubc.ca/computers-technology/scanning/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Searchable Campus Map: (UBCV Only) [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
[mailto:veronika.kollbrand@ubc.ca Veronika Kollbrand: 604-822-4203]<br /><br />
[mailto:vanessa.kitchin@ubc.ca Vanessa Kitchin: 604-822-3393]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-5585]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | How do I Log In?||<br />
'''to Licensed Materials'''<br /><br />
'''Please Note: VPN authentication ended Jan, 2013.<br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" |Refworks || [http://resources.library.ubc.ca/901 Direct to Refworks]<br /> [http://help.library.ubc.ca/evaluating-and-citing-sources/refworks-write-n-cite/ Refworks account information and Group Code] <br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] Closed May-August.<br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] <br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br /><br />
*Undergrads: Language and Writing Centre [http://library.ok.ubc.ca/wrs/wrc/ http://library.ok.ubc.ca/wrs/wrc/] <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=example>Borrower Services</div><br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Outdoor Book Returns || <br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the [http://www.students.ubc.ca/classroomservices/buildings-and-classrooms/?code=IBLC East Mall entrance doors]<br />
*Koerner Library: Slot a few meters to the right of the front doors <br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
|- <br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=599391Library:UBC Library AskAway Policy Page2020-05-29T20:58:20Z<p>PatriciaFoster: COVID-19 Closures</p>
<hr />
<div>{| class="wikitable"<br />
|-<br />
| style="width: 20%" | '''Library Homepage''' || UBC - Vancouver COVID - 19 Updates: https://services.library.ubc.ca/covid-19-response/<br />
Due to the quickly evolving situation with COVID-19, UBC Library branches across the Vancouver and Okanagan campuses will remain closed until further notice. The library continues to provide access to electronic resources and librarian support for research, teaching and learning. Please see the website for updates. <br />
<br />
For updates for the UBC-O Library please see: https://library.ok.ubc.ca/covid-19/<br />
|-<br />
| Mobile Site || [http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/ http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/] <br />[https://m.ubc.ca/default/libraries/ https://m.ubc.ca/default/libraries/]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches || Note that due to COVID-19 the physical locations of the UBC Vancouver & Okanagan libraries are closed until further notice.<br />
[http://hours.library.ubc.ca/ Hours and Locations] <br /><br />
<br />
|-<br />
| Service Hours || Note that due to COVID-19 the physical locations of the UBC Vancouver & Okanagan libraries are closed until further notice.<br />
[http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre.<br />
|-<br />
| Library Policies || [http://services.library.ubc.ca/borrowing-services/loan-policies-regulations/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/> <br />
[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br/><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br/><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br/><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building] <br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || Note that due to COVID-19 the physical locations of the UBC Vancouver & Okanagan libraries are closed until further notice. <br />
On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by phone] - Due to the physical space closure of the library please email using the general reference query form at [https://www.library.ubc.ca/help/ask-colorbox.html AskMe!]<br />
or reference assistance or e-mail contact the appropriate subject librarian as per the link below. <br />
<br />
|-<br />
| Email Address for Reference Questions || [http://www.library.ubc.ca/home/forms/reference-form.html Fill in a form] or email the [http://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@lists.ubc.ca <br> Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|Technical Help<br />
|Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [http://www.library.ubc.ca library home page], or direct link: [http://webcat.library.ubc.ca http://webcat.library.ubc.ca]<br />
|-<br />
| Library Search || Summon is the default "General" search on [http://www.library.ubc.ca the library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [http://www.library.ubc.ca http://www.library.ubc.ca], or direct link: [http://resources.library.ubc.ca/ http://resources.library.ubc.ca/] <br> Google Scholar [http://resources.library.ubc.ca/page.php?id=524 http://resources.library.ubc.ca/page.php?id=524]<br />
|-<br />
| Database/eResource Authentication || <br />
Access to licensed materials is via EZproxy only. Most users will log in with their CWL (Campus Wide Login). <br> Off-campus access [http://services.library.ubc.ca/off-campus-access/connect-from-home/ezproxy-vpn-faq/ FAQ] <br />
<br /> Electronic resources [http://www.library.ubc.ca/home/forms/ejournalhelp.html troubleshooting form] <br />
<br /> For UBC Alumni access, see UBC Library [http://services.library.ubc.ca/user-guides/alumni/ Alumni Guide]'s ''Online Access'' tab. <br />
<br /> For information about the EBSCO Academic Search and Business Source alumni editions see [https://www.alumni.ubc.ca/journals/ Alumni Edition] Note that this service is run by the [https://www.alumni.ubc.ca/ UBC Alumni Association]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: [http://digitalcollections.library.ubc.ca/ http://digitalcollections.library.ubc.ca/] <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.. ): [http://www.library.ubc.ca/archives/documents.html http://www.library.ubc.ca/archives/documents.html] <br> UBC Historical Photograph Collection: [http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos]<br />
|-<br />
| Subject Guides || <br />
Via the [http://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([http://guides.library.ubc.ca direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [http://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/ How to Cite] and a list of [https://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/#MajorStyles-3 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian.<br />
|-<br />
<br />
<br />
| Instruction || [http://elred.library.ubc.ca/libs/dashboard/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage].<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves], UBC's installation of Canvas (course content management system. <br /><br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br/><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br>ASRS [http://services.library.ubc.ca/borrowing-services/asrs/ step by step guide].<br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [http://services.library.ubc.ca/borrowing-services/fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [http://services.library.ubc.ca/computers-technology/scanning/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Searchable Campus Map: (UBCV Only) [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
[mailto:veronika.kollbrand@ubc.ca Veronika Kollbrand: 604-822-4203]<br /><br />
[mailto:vanessa.kitchin@ubc.ca Vanessa Kitchin: 604-822-3393]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-5585]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | How do I Log In?||<br />
'''to Licensed Materials'''<br /><br />
'''Please Note: VPN authentication ended Jan, 2013.<br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" |Refworks || [http://resources.library.ubc.ca/901 Direct to Refworks]<br /> [http://help.library.ubc.ca/evaluating-and-citing-sources/refworks-write-n-cite/ Refworks account information and Group Code] <br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] Closed May-August.<br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] <br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br /><br />
*Undergrads: Language and Writing Centre [http://library.ok.ubc.ca/wrs/wrc/ http://library.ok.ubc.ca/wrs/wrc/] <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=example>Borrower Services</div><br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Outdoor Book Returns || <br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the [http://www.students.ubc.ca/classroomservices/buildings-and-classrooms/?code=IBLC East Mall entrance doors]<br />
*Koerner Library: Slot a few meters to the right of the front doors <br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
|- <br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=599390Library:UBC Library AskAway Policy Page2020-05-29T20:51:58Z<p>PatriciaFoster: corrected typo</p>
<hr />
<div>{| class="wikitable"<br />
|-<br />
| style="width: 20%" | '''Library Homepage''' || UBC - Vancouver COVID - 19 Updates: https://services.library.ubc.ca/covid-19-response/<br />
Due to the quickly evolving situation with COVID-19, UBC Library branches across the Vancouver and Okanagan campuses will remain closed until further notice. The library continues to provide access to electronic resources and librarian support for research, teaching and learning. Please see the website for updates. <br />
<br />
For updates for the UBC-O Library please see: https://library.ok.ubc.ca/covid-19/<br />
|-<br />
| Mobile Site || [http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/ http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/] <br />[https://m.ubc.ca/default/libraries/ https://m.ubc.ca/default/libraries/]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches || [http://hours.library.ubc.ca/ Hours and Locations] <br /><br />
<br />
|-<br />
| Service Hours || [http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre.<br />
|-<br />
| Library Policies || [http://services.library.ubc.ca/borrowing-services/loan-policies-regulations/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/> <br />
[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br/><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br/><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br/><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building] <br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by phone]<br />
|-<br />
| Email Address for Reference Questions || [http://www.library.ubc.ca/home/forms/reference-form.html Fill in a form] or email the [http://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@lists.ubc.ca <br> Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|Technical Help<br />
|Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [http://www.library.ubc.ca library home page], or direct link: [http://webcat.library.ubc.ca http://webcat.library.ubc.ca]<br />
|-<br />
| Library Search || Summon is the default "General" search on [http://www.library.ubc.ca the library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [http://www.library.ubc.ca http://www.library.ubc.ca], or direct link: [http://resources.library.ubc.ca/ http://resources.library.ubc.ca/] <br> Google Scholar [http://resources.library.ubc.ca/page.php?id=524 http://resources.library.ubc.ca/page.php?id=524]<br />
|-<br />
| Database/eResource Authentication || <br />
Access to licensed materials is via EZproxy only. Most users will log in with their CWL (Campus Wide Login). <br> Off-campus access [http://services.library.ubc.ca/off-campus-access/connect-from-home/ezproxy-vpn-faq/ FAQ] <br />
<br /> Electronic resources [http://www.library.ubc.ca/home/forms/ejournalhelp.html troubleshooting form] <br />
<br /> For UBC Alumni access, see UBC Library [http://services.library.ubc.ca/user-guides/alumni/ Alumni Guide]'s ''Online Access'' tab. <br />
<br /> For information about the EBSCO Academic Search and Business Source alumni editions see [https://www.alumni.ubc.ca/journals/ Alumni Edition] Note that this service is run by the [https://www.alumni.ubc.ca/ UBC Alumni Association]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: [http://digitalcollections.library.ubc.ca/ http://digitalcollections.library.ubc.ca/] <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.. ): [http://www.library.ubc.ca/archives/documents.html http://www.library.ubc.ca/archives/documents.html] <br> UBC Historical Photograph Collection: [http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos]<br />
|-<br />
| Subject Guides || <br />
Via the [http://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([http://guides.library.ubc.ca direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [http://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/ How to Cite] and a list of [https://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/#MajorStyles-3 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian.<br />
|-<br />
<br />
<br />
| Instruction || [http://elred.library.ubc.ca/libs/dashboard/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage].<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves], UBC's installation of Canvas (course content management system. <br /><br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br/><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br>ASRS [http://services.library.ubc.ca/borrowing-services/asrs/ step by step guide].<br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [http://services.library.ubc.ca/borrowing-services/fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [http://services.library.ubc.ca/computers-technology/scanning/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Searchable Campus Map: (UBCV Only) [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
[mailto:veronika.kollbrand@ubc.ca Veronika Kollbrand: 604-822-4203]<br /><br />
[mailto:vanessa.kitchin@ubc.ca Vanessa Kitchin: 604-822-3393]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-5585]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | How do I Log In?||<br />
'''to Licensed Materials'''<br /><br />
'''Please Note: VPN authentication ended Jan, 2013.<br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" |Refworks || [http://resources.library.ubc.ca/901 Direct to Refworks]<br /> [http://help.library.ubc.ca/evaluating-and-citing-sources/refworks-write-n-cite/ Refworks account information and Group Code] <br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] Closed May-August.<br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] <br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br /><br />
*Undergrads: Language and Writing Centre [http://library.ok.ubc.ca/wrs/wrc/ http://library.ok.ubc.ca/wrs/wrc/] <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=example>Borrower Services</div><br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Outdoor Book Returns || <br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the [http://www.students.ubc.ca/classroomservices/buildings-and-classrooms/?code=IBLC East Mall entrance doors]<br />
*Koerner Library: Slot a few meters to the right of the front doors <br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
|- <br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=599389Library:UBC Library AskAway Policy Page2020-05-29T20:49:30Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
|-<br />
| style="width: 20%" | '''Library Homepage''' || UBC - Vancouver COVID - 19 Updates: https://services.library.ubc.ca/covid-19-response/<br />
Due to the quickly evolving situation with COVID-19, UBC Library branches across the Vancouver and Okanagan campuses will remain closed until further notice. The library continues to provide access to electronic resources and librarian support for research, teaching and learning. Please see the website for updates. <br />
<br />
For updates for the UBC-O Library please see: https://library.ok.ubc.ca/covid-19/<br />
|-<br />
| Mobile Site || [http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/ http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/] <br />[https://m.ubc.ca/default/libraries/ https://m.ubc.ca/default/libraries/]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches || [http://hours.library.ubc.ca/ Hours and Locations] <br /><br />
<br />
|-<br />
| Service Hours || [http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre.<br />
|-<br />
| Library Policies || [http://services.library.ubc.ca/borrowing-services/loan-policies-regulations/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/> <br />
[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br/><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br/><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br/><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building] <br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by phone]<br />
|-<br />
| Email Address for Reference Questions || [http://www.library.ubc.ca/home/forms/reference-form.html Fill in a form] or email the [http://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@lists.ubc.ca <br> Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|chnical Help e<br />
|Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [http://www.library.ubc.ca library home page], or direct link: [http://webcat.library.ubc.ca http://webcat.library.ubc.ca]<br />
|-<br />
| Library Search || Summon is the default "General" search on [http://www.library.ubc.ca the library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [http://www.library.ubc.ca http://www.library.ubc.ca], or direct link: [http://resources.library.ubc.ca/ http://resources.library.ubc.ca/] <br> Google Scholar [http://resources.library.ubc.ca/page.php?id=524 http://resources.library.ubc.ca/page.php?id=524]<br />
|-<br />
| Database/eResource Authentication || <br />
Access to licensed materials is via EZproxy only. Most users will log in with their CWL (Campus Wide Login). <br> Off-campus access [http://services.library.ubc.ca/off-campus-access/connect-from-home/ezproxy-vpn-faq/ FAQ] <br />
<br /> Electronic resources [http://www.library.ubc.ca/home/forms/ejournalhelp.html troubleshooting form] <br />
<br /> For UBC Alumni access, see UBC Library [http://services.library.ubc.ca/user-guides/alumni/ Alumni Guide]'s ''Online Access'' tab. <br />
<br /> For information about the EBSCO Academic Search and Business Source alumni editions see [https://www.alumni.ubc.ca/journals/ Alumni Edition] Note that this service is run by the [https://www.alumni.ubc.ca/ UBC Alumni Association]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: [http://digitalcollections.library.ubc.ca/ http://digitalcollections.library.ubc.ca/] <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.. ): [http://www.library.ubc.ca/archives/documents.html http://www.library.ubc.ca/archives/documents.html] <br> UBC Historical Photograph Collection: [http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos]<br />
|-<br />
| Subject Guides || <br />
Via the [http://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([http://guides.library.ubc.ca direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [http://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/ How to Cite] and a list of [https://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/#MajorStyles-3 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian.<br />
|-<br />
<br />
<br />
| Instruction || [http://elred.library.ubc.ca/libs/dashboard/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage].<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves], UBC's installation of Canvas (course content management system. <br /><br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br/><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br>ASRS [http://services.library.ubc.ca/borrowing-services/asrs/ step by step guide].<br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [http://services.library.ubc.ca/borrowing-services/fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [http://services.library.ubc.ca/computers-technology/scanning/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Searchable Campus Map: (UBCV Only) [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
[mailto:veronika.kollbrand@ubc.ca Veronika Kollbrand: 604-822-4203]<br /><br />
[mailto:vanessa.kitchin@ubc.ca Vanessa Kitchin: 604-822-3393]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-5585]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | How do I Log In?||<br />
'''to Licensed Materials'''<br /><br />
'''Please Note: VPN authentication ended Jan, 2013.<br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" |Refworks || [http://resources.library.ubc.ca/901 Direct to Refworks]<br /> [http://help.library.ubc.ca/evaluating-and-citing-sources/refworks-write-n-cite/ Refworks account information and Group Code] <br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] Closed May-August.<br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] <br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br /><br />
*Undergrads: Language and Writing Centre [http://library.ok.ubc.ca/wrs/wrc/ http://library.ok.ubc.ca/wrs/wrc/] <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=example>Borrower Services</div><br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Outdoor Book Returns || <br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the [http://www.students.ubc.ca/classroomservices/buildings-and-classrooms/?code=IBLC East Mall entrance doors]<br />
*Koerner Library: Slot a few meters to the right of the front doors <br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
|- <br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=599387Library:UBC Library AskAway Policy Page2020-05-29T20:48:52Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
|-<br />
| style="width: 20%" | '''Library Homepage''' || UBC - Vancouver COVID - 19 Updates: https://services.library.ubc.ca/covid-19-response/<br />
Due to the quickly evolving situation with COVID-19, UBC Library branches across the Vancouver and Okanagan campuses will remain closed until further notice. The library continues to provide access to electronic resources and librarian support for research, teaching and learning. Please see the website for updates. <br />
<br />
For updates for the UBC-O Library please see: https://library.ok.ubc.ca/covid-19/<br />
|-<br />
| Mobile Site || [http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/ http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/] <br />[https://m.ubc.ca/default/libraries/ https://m.ubc.ca/default/libraries/]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches || [http://hours.library.ubc.ca/ Hours and Locations] <br /><br />
<br />
|-<br />
| Service Hours || [http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre.<br />
|-<br />
| Library Policies || [http://services.library.ubc.ca/borrowing-services/loan-policies-regulations/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/> <br />
[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br/><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br/><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br/><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building] <br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by phone]<br />
|-<br />
| Email Address for Reference Questions || [http://www.library.ubc.ca/home/forms/reference-form.html Fill in a form] or email the [http://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@lists.ubc.ca <br> Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|Technical Helpl<br />
|Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [http://www.library.ubc.ca library home page], or direct link: [http://webcat.library.ubc.ca http://webcat.library.ubc.ca]<br />
|-<br />
| Library Search || Summon is the default "General" search on [http://www.library.ubc.ca the library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [http://www.library.ubc.ca http://www.library.ubc.ca], or direct link: [http://resources.library.ubc.ca/ http://resources.library.ubc.ca/] <br> Google Scholar [http://resources.library.ubc.ca/page.php?id=524 http://resources.library.ubc.ca/page.php?id=524]<br />
|-<br />
| Database/eResource Authentication || <br />
Access to licensed materials is via EZproxy only. Most users will log in with their CWL (Campus Wide Login). <br> Off-campus access [http://services.library.ubc.ca/off-campus-access/connect-from-home/ezproxy-vpn-faq/ FAQ] <br />
<br /> Electronic resources [http://www.library.ubc.ca/home/forms/ejournalhelp.html troubleshooting form] <br />
<br /> For UBC Alumni access, see UBC Library [http://services.library.ubc.ca/user-guides/alumni/ Alumni Guide]'s ''Online Access'' tab. <br />
<br /> For information about the EBSCO Academic Search and Business Source alumni editions see [https://www.alumni.ubc.ca/journals/ Alumni Edition] Note that this service is run by the [https://www.alumni.ubc.ca/ UBC Alumni Association]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: [http://digitalcollections.library.ubc.ca/ http://digitalcollections.library.ubc.ca/] <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.. ): [http://www.library.ubc.ca/archives/documents.html http://www.library.ubc.ca/archives/documents.html] <br> UBC Historical Photograph Collection: [http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos]<br />
|-<br />
| Subject Guides || <br />
Via the [http://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([http://guides.library.ubc.ca direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [http://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/ How to Cite] and a list of [https://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/#MajorStyles-3 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian.<br />
|-<br />
<br />
<br />
| Instruction || [http://elred.library.ubc.ca/libs/dashboard/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage].<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves], UBC's installation of Canvas (course content management system. <br /><br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br/><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br>ASRS [http://services.library.ubc.ca/borrowing-services/asrs/ step by step guide].<br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [http://services.library.ubc.ca/borrowing-services/fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [http://services.library.ubc.ca/computers-technology/scanning/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Searchable Campus Map: (UBCV Only) [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
[mailto:veronika.kollbrand@ubc.ca Veronika Kollbrand: 604-822-4203]<br /><br />
[mailto:vanessa.kitchin@ubc.ca Vanessa Kitchin: 604-822-3393]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-5585]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | How do I Log In?||<br />
'''to Licensed Materials'''<br /><br />
'''Please Note: VPN authentication ended Jan, 2013.<br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" |Refworks || [http://resources.library.ubc.ca/901 Direct to Refworks]<br /> [http://help.library.ubc.ca/evaluating-and-citing-sources/refworks-write-n-cite/ Refworks account information and Group Code] <br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] Closed May-August.<br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] <br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br /><br />
*Undergrads: Language and Writing Centre [http://library.ok.ubc.ca/wrs/wrc/ http://library.ok.ubc.ca/wrs/wrc/] <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=example>Borrower Services</div><br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Outdoor Book Returns || <br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the [http://www.students.ubc.ca/classroomservices/buildings-and-classrooms/?code=IBLC East Mall entrance doors]<br />
*Koerner Library: Slot a few meters to the right of the front doors <br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
|- <br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=599386Library:UBC Library AskAway Policy Page2020-05-29T20:46:46Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
|-<br />
| style="width: 20%" | '''Library Homepage''' || UBC - Vancouver COVID - 19 Updates: https://services.library.ubc.ca/covid-19-response/<br />
Due to the quickly evolving situation with COVID-19, UBC Library branches across the Vancouver and Okanagan campuses will remain closed until further notice. The library continues to provide access to electronic resources and librarian support for research, teaching and learning. Please see the website for updates. <br />
<br />
For updates for the UBC-O Library please see: https://library.ok.ubc.ca/covid-19/<br />
|-<br />
| Mobile Site || [http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/ http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/] <br />[https://m.ubc.ca/default/libraries/ https://m.ubc.ca/default/libraries/]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches || [http://hours.library.ubc.ca/ Hours and Locations] <br /><br />
<br />
|-<br />
| Service Hours || [http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre.<br />
|-<br />
| Library Policies || [http://services.library.ubc.ca/borrowing-services/loan-policies-regulations/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/> <br />
[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br/><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br/><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br/><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building] <br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by phone]<br />
|-<br />
| Email Address for Reference Questions || [http://www.library.ubc.ca/home/forms/reference-form.html Fill in a form] or email the [http://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
|E-Resources Emergency Contact<br />
|(604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@lists.ubc.ca <br> Trouble-shooting with patron: https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage<br />
|-<br />
|chnical Helpe<br />
|Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [http://www.library.ubc.ca library home page], or direct link: [http://webcat.library.ubc.ca http://webcat.library.ubc.ca]<br />
|-<br />
| Library Search || Summon is the default "General" search on [http://www.library.ubc.ca the library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [http://www.library.ubc.ca http://www.library.ubc.ca], or direct link: [http://resources.library.ubc.ca/ http://resources.library.ubc.ca/] <br> Google Scholar [http://resources.library.ubc.ca/page.php?id=524 http://resources.library.ubc.ca/page.php?id=524]<br />
|-<br />
| Database/eResource Authentication || <br />
Access to licensed materials is via EZproxy only. Most users will log in with their CWL (Campus Wide Login). <br> Off-campus access [http://services.library.ubc.ca/off-campus-access/connect-from-home/ezproxy-vpn-faq/ FAQ] <br />
<br /> Electronic resources [http://www.library.ubc.ca/home/forms/ejournalhelp.html troubleshooting form] <br />
<br /> For UBC Alumni access, see UBC Library [http://services.library.ubc.ca/user-guides/alumni/ Alumni Guide]'s ''Online Access'' tab. <br />
<br /> For information about the EBSCO Academic Search and Business Source alumni editions see [https://www.alumni.ubc.ca/journals/ Alumni Edition] Note that this service is run by the [https://www.alumni.ubc.ca/ UBC Alumni Association]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: [http://digitalcollections.library.ubc.ca/ http://digitalcollections.library.ubc.ca/] <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.. ): [http://www.library.ubc.ca/archives/documents.html http://www.library.ubc.ca/archives/documents.html] <br> UBC Historical Photograph Collection: [http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos]<br />
|-<br />
| Subject Guides || <br />
Via the [http://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([http://guides.library.ubc.ca direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [http://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/ How to Cite] and a list of [https://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/#MajorStyles-3 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian.<br />
|-<br />
<br />
<br />
| Instruction || [http://elred.library.ubc.ca/libs/dashboard/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage].<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves], UBC's installation of Canvas (course content management system. <br /><br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br/><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| Technical Help || Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| E-Resources Emergency Contact || (604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@interchange.ubc . <br> Trouble-shooting with patron: [https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br>ASRS [http://services.library.ubc.ca/borrowing-services/asrs/ step by step guide].<br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [http://services.library.ubc.ca/borrowing-services/fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [http://services.library.ubc.ca/computers-technology/scanning/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Searchable Campus Map: (UBCV Only) [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
[mailto:veronika.kollbrand@ubc.ca Veronika Kollbrand: 604-822-4203]<br /><br />
[mailto:vanessa.kitchin@ubc.ca Vanessa Kitchin: 604-822-3393]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-5585]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | How do I Log In?||<br />
'''to Licensed Materials'''<br /><br />
'''Please Note: VPN authentication ended Jan, 2013.<br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" |Refworks || [http://resources.library.ubc.ca/901 Direct to Refworks]<br /> [http://help.library.ubc.ca/evaluating-and-citing-sources/refworks-write-n-cite/ Refworks account information and Group Code] <br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] Closed May-August.<br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] <br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br /><br />
*Undergrads: Language and Writing Centre [http://library.ok.ubc.ca/wrs/wrc/ http://library.ok.ubc.ca/wrs/wrc/] <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=example>Borrower Services</div><br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Outdoor Book Returns || <br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the [http://www.students.ubc.ca/classroomservices/buildings-and-classrooms/?code=IBLC East Mall entrance doors]<br />
*Koerner Library: Slot a few meters to the right of the front doors <br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
|- <br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=587784Library:UBC Library AskAway Policy Page2020-03-20T16:36:35Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
|-<br />
| style="width: 20%" | '''Library Homepage''' || [http://www.library.ubc.ca/ http://www.library.ubc.ca/]<br />
<br />
COVID - 19: <br />
<br />
Effective Friday, March 20 at 5:00 pm, all UBC Library branches will be closed until at least April 6, 2020 at 9 am, after which point the situation will be reviewed. This includes libraries at both the Vancouver and Okanagan campuses.<br />
<br />
This information will appear on the library website and via social media posts today<br />
<br />
For updates for the UBC-O Library please see: https://library.ok.ubc.ca/covid-19/<br />
|-<br />
| Mobile Site || [http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/ http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/] <br />[https://m.ubc.ca/default/libraries/ https://m.ubc.ca/default/libraries/]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches || [http://hours.library.ubc.ca/ Hours and Locations] <br /><br />
<br />
|-<br />
| Service Hours || [http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre.<br />
|-<br />
| Library Policies || [http://services.library.ubc.ca/borrowing-services/loan-policies-regulations/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/> <br />
[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br/><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br/><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br/><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building] <br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by phone]<br />
|-<br />
| Email Address for Reference Questions || [http://www.library.ubc.ca/home/forms/reference-form.html Fill in a form] or email the [http://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [http://www.library.ubc.ca library home page], or direct link: [http://webcat.library.ubc.ca http://webcat.library.ubc.ca]<br />
|-<br />
| Library Search || Summon is the default "General" search on [http://www.library.ubc.ca the library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [http://www.library.ubc.ca http://www.library.ubc.ca], or direct link: [http://resources.library.ubc.ca/ http://resources.library.ubc.ca/] <br> Google Scholar [http://resources.library.ubc.ca/page.php?id=524 http://resources.library.ubc.ca/page.php?id=524]<br />
|-<br />
| Database/eResource Authentication || <br />
Access to licensed materials is via EZproxy only. Most users will log in with their CWL (Campus Wide Login). <br> Off-campus access [http://services.library.ubc.ca/off-campus-access/connect-from-home/ezproxy-vpn-faq/ FAQ] <br />
<br /> Electronic resources [http://www.library.ubc.ca/home/forms/ejournalhelp.html troubleshooting form] <br />
<br /> For UBC Alumni access, see UBC Library [http://services.library.ubc.ca/user-guides/alumni/ Alumni Guide]'s ''Online Access'' tab. <br />
<br /> For information about the EBSCO Academic Search and Business Source alumni editions see [https://www.alumni.ubc.ca/journals/ Alumni Edition] Note that this service is run by the [https://www.alumni.ubc.ca/ UBC Alumni Association]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: [http://digitalcollections.library.ubc.ca/ http://digitalcollections.library.ubc.ca/] <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.. ): [http://www.library.ubc.ca/archives/documents.html http://www.library.ubc.ca/archives/documents.html] <br> UBC Historical Photograph Collection: [http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos]<br />
|-<br />
| Subject Guides || <br />
Via the [http://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([http://guides.library.ubc.ca direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [http://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/ How to Cite] and a list of [https://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/#MajorStyles-3 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian.<br />
|-<br />
<br />
<br />
| Instruction || [http://elred.library.ubc.ca/libs/dashboard/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage].<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves], UBC's installation of Canvas (course content management system. <br /><br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br/><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| Technical Help || Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| E-Resources Emergency Contact || (604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@interchange.ubc . <br> Trouble-shooting with patron: [https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br>ASRS [http://services.library.ubc.ca/borrowing-services/asrs/ step by step guide].<br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [http://services.library.ubc.ca/borrowing-services/fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [http://services.library.ubc.ca/computers-technology/scanning/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Searchable Campus Map: (UBCV Only) [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
[mailto:veronika.kollbrand@ubc.ca Veronika Kollbrand: 604-822-4203]<br /><br />
[mailto:vanessa.kitchin@ubc.ca Vanessa Kitchin: 604-822-3393]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-5585]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | How do I Log In?||<br />
'''to Licensed Materials'''<br /><br />
'''Please Note: VPN authentication ended Jan, 2013.<br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" |Refworks || [http://resources.library.ubc.ca/901 Direct to Refworks]<br /> [http://help.library.ubc.ca/evaluating-and-citing-sources/refworks-write-n-cite/ Refworks account information and Group Code] <br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] Closed May-August.<br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] <br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br /><br />
*Undergrads: Language and Writing Centre [http://library.ok.ubc.ca/wrs/wrc/ http://library.ok.ubc.ca/wrs/wrc/] <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=example>Borrower Services</div><br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Outdoor Book Returns || <br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the [http://www.students.ubc.ca/classroomservices/buildings-and-classrooms/?code=IBLC East Mall entrance doors]<br />
*Koerner Library: Slot a few meters to the right of the front doors <br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
|- <br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=587782Library:UBC Library AskAway Policy Page2020-03-20T16:35:13Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
|-<br />
| style="width: 20%" | '''Library Homepage''' || [http://www.library.ubc.ca/ http://www.library.ubc.ca/]<br />
<br />
COVID - 19: <br />
<br />
Effective Friday, March 20 at 5:00 pm, all UBC Library branches will be closed until at least April 6, 2020 at 9 am, after which point the situation will be reviewed. This includes libraries at both the Vancouver and Okanagan campuses.<br />
<br />
This information will appear on the library website and via social media posts today<br />
<br />
For updates for the UBC-O Library please see: <nowiki>https://library.ok.ubc.ca/covid-19/</nowiki><br />
|-<br />
| Mobile Site || [http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/ http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/] <br />[https://m.ubc.ca/default/libraries/ https://m.ubc.ca/default/libraries/]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches || [http://hours.library.ubc.ca/ Hours and Locations] <br /><br />
<br />
|-<br />
| Service Hours || [http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre.<br />
|-<br />
| Library Policies || [http://services.library.ubc.ca/borrowing-services/loan-policies-regulations/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/> <br />
[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br/><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br/><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br/><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building] <br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by phone]<br />
|-<br />
| Email Address for Reference Questions || [http://www.library.ubc.ca/home/forms/reference-form.html Fill in a form] or email the [http://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [http://www.library.ubc.ca library home page], or direct link: [http://webcat.library.ubc.ca http://webcat.library.ubc.ca]<br />
|-<br />
| Library Search || Summon is the default "General" search on [http://www.library.ubc.ca the library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [http://www.library.ubc.ca http://www.library.ubc.ca], or direct link: [http://resources.library.ubc.ca/ http://resources.library.ubc.ca/] <br> Google Scholar [http://resources.library.ubc.ca/page.php?id=524 http://resources.library.ubc.ca/page.php?id=524]<br />
|-<br />
| Database/eResource Authentication || <br />
Access to licensed materials is via EZproxy only. Most users will log in with their CWL (Campus Wide Login). <br> Off-campus access [http://services.library.ubc.ca/off-campus-access/connect-from-home/ezproxy-vpn-faq/ FAQ] <br />
<br /> Electronic resources [http://www.library.ubc.ca/home/forms/ejournalhelp.html troubleshooting form] <br />
<br /> For UBC Alumni access, see UBC Library [http://services.library.ubc.ca/user-guides/alumni/ Alumni Guide]'s ''Online Access'' tab. <br />
<br /> For information about the EBSCO Academic Search and Business Source alumni editions see [https://www.alumni.ubc.ca/journals/ Alumni Edition] Note that this service is run by the [https://www.alumni.ubc.ca/ UBC Alumni Association]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: [http://digitalcollections.library.ubc.ca/ http://digitalcollections.library.ubc.ca/] <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.. ): [http://www.library.ubc.ca/archives/documents.html http://www.library.ubc.ca/archives/documents.html] <br> UBC Historical Photograph Collection: [http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos]<br />
|-<br />
| Subject Guides || <br />
Via the [http://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([http://guides.library.ubc.ca direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [http://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/ How to Cite] and a list of [https://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/#MajorStyles-3 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian.<br />
|-<br />
<br />
<br />
| Instruction || [http://elred.library.ubc.ca/libs/dashboard/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage].<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves], UBC's installation of Canvas (course content management system. <br /><br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br/><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| Technical Help || Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| E-Resources Emergency Contact || (604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@interchange.ubc . <br> Trouble-shooting with patron: [https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br>ASRS [http://services.library.ubc.ca/borrowing-services/asrs/ step by step guide].<br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [http://services.library.ubc.ca/borrowing-services/fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [http://services.library.ubc.ca/computers-technology/scanning/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Searchable Campus Map: (UBCV Only) [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
[mailto:veronika.kollbrand@ubc.ca Veronika Kollbrand: 604-822-4203]<br /><br />
[mailto:vanessa.kitchin@ubc.ca Vanessa Kitchin: 604-822-3393]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-5585]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | How do I Log In?||<br />
'''to Licensed Materials'''<br /><br />
'''Please Note: VPN authentication ended Jan, 2013.<br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" |Refworks || [http://resources.library.ubc.ca/901 Direct to Refworks]<br /> [http://help.library.ubc.ca/evaluating-and-citing-sources/refworks-write-n-cite/ Refworks account information and Group Code] <br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] Closed May-August.<br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] <br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br /><br />
*Undergrads: Language and Writing Centre [http://library.ok.ubc.ca/wrs/wrc/ http://library.ok.ubc.ca/wrs/wrc/] <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=example>Borrower Services</div><br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Outdoor Book Returns || <br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the [http://www.students.ubc.ca/classroomservices/buildings-and-classrooms/?code=IBLC East Mall entrance doors]<br />
*Koerner Library: Slot a few meters to the right of the front doors <br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
|- <br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=587453Library:UBC Library AskAway Policy Page2020-03-18T20:09:07Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
|-<br />
| style="width: 20%" | '''Library Homepage''' || [http://www.library.ubc.ca/ http://www.library.ubc.ca/]<br />
<br />
COVID - 19: <br />
<br />
Effective Friday, March 20 at 5:00 pm, all UBC Library branches will be closed until at least April 6, 2020 at 9 am, after which point the situation will be reviewed. This includes libraries at both the Vancouver and Okanagan campuses.<br />
<br />
This information will appear on the library website and via social media posts today<br />
|-<br />
| Mobile Site || [http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/ http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/] <br />[https://m.ubc.ca/default/libraries/ https://m.ubc.ca/default/libraries/]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches || [http://hours.library.ubc.ca/ Hours and Locations] <br /><br />
<br />
|-<br />
| Service Hours || [http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre.<br />
|-<br />
| Library Policies || [http://services.library.ubc.ca/borrowing-services/loan-policies-regulations/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/> <br />
[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br/><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br/><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br/><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building] <br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by phone]<br />
|-<br />
| Email Address for Reference Questions || [http://www.library.ubc.ca/home/forms/reference-form.html Fill in a form] or email the [http://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [http://www.library.ubc.ca library home page], or direct link: [http://webcat.library.ubc.ca http://webcat.library.ubc.ca]<br />
|-<br />
| Library Search || Summon is the default "General" search on [http://www.library.ubc.ca the library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [http://www.library.ubc.ca http://www.library.ubc.ca], or direct link: [http://resources.library.ubc.ca/ http://resources.library.ubc.ca/] <br> Google Scholar [http://resources.library.ubc.ca/page.php?id=524 http://resources.library.ubc.ca/page.php?id=524]<br />
|-<br />
| Database/eResource Authentication || <br />
Access to licensed materials is via EZproxy only. Most users will log in with their CWL (Campus Wide Login). <br> Off-campus access [http://services.library.ubc.ca/off-campus-access/connect-from-home/ezproxy-vpn-faq/ FAQ] <br />
<br /> Electronic resources [http://www.library.ubc.ca/home/forms/ejournalhelp.html troubleshooting form] <br />
<br /> For UBC Alumni access, see UBC Library [http://services.library.ubc.ca/user-guides/alumni/ Alumni Guide]'s ''Online Access'' tab. <br />
<br /> For information about the EBSCO Academic Search and Business Source alumni editions see [https://www.alumni.ubc.ca/journals/ Alumni Edition] Note that this service is run by the [https://www.alumni.ubc.ca/ UBC Alumni Association]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: [http://digitalcollections.library.ubc.ca/ http://digitalcollections.library.ubc.ca/] <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.. ): [http://www.library.ubc.ca/archives/documents.html http://www.library.ubc.ca/archives/documents.html] <br> UBC Historical Photograph Collection: [http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos]<br />
|-<br />
| Subject Guides || <br />
Via the [http://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([http://guides.library.ubc.ca direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [http://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/ How to Cite] and a list of [https://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/#MajorStyles-3 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian.<br />
|-<br />
<br />
<br />
| Instruction || [http://elred.library.ubc.ca/libs/dashboard/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage].<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves], UBC's installation of Canvas (course content management system. <br /><br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br/><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| Technical Help || Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| E-Resources Emergency Contact || (604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@interchange.ubc . <br> Trouble-shooting with patron: [https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br>ASRS [http://services.library.ubc.ca/borrowing-services/asrs/ step by step guide].<br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [http://services.library.ubc.ca/borrowing-services/fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [http://services.library.ubc.ca/computers-technology/scanning/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Searchable Campus Map: (UBCV Only) [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
[mailto:veronika.kollbrand@ubc.ca Veronika Kollbrand: 604-822-4203]<br /><br />
[mailto:vanessa.kitchin@ubc.ca Vanessa Kitchin: 604-822-3393]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-5585]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | How do I Log In?||<br />
'''to Licensed Materials'''<br /><br />
'''Please Note: VPN authentication ended Jan, 2013.<br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" |Refworks || [http://resources.library.ubc.ca/901 Direct to Refworks]<br /> [http://help.library.ubc.ca/evaluating-and-citing-sources/refworks-write-n-cite/ Refworks account information and Group Code] <br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] Closed May-August.<br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] <br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br /><br />
*Undergrads: Language and Writing Centre [http://library.ok.ubc.ca/wrs/wrc/ http://library.ok.ubc.ca/wrs/wrc/] <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=example>Borrower Services</div><br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Outdoor Book Returns || <br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the [http://www.students.ubc.ca/classroomservices/buildings-and-classrooms/?code=IBLC East Mall entrance doors]<br />
*Koerner Library: Slot a few meters to the right of the front doors <br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
|- <br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=558004Library:UBC Library AskAway Policy Page2019-05-24T17:07:37Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
|-<br />
| style="width: 20%" | '''Library Homepage''' || [http://www.library.ubc.ca/ http://www.library.ubc.ca/]<br />
|-<br />
| Mobile Site || [http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/ http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/] <br />[https://m.ubc.ca/default/libraries/ https://m.ubc.ca/default/libraries/]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches || [http://hours.library.ubc.ca/ Hours and Locations] <br /><br />
<br />
|-<br />
| Service Hours || [http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre.<br />
|-<br />
| Library Policies || [http://services.library.ubc.ca/borrowing-services/loan-policies-regulations/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/> <br />
[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br/><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br/><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br/><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building] <br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by phone]<br />
|-<br />
| Email Address for Reference Questions || [http://www.library.ubc.ca/home/forms/reference-form.html Fill in a form] or email the [http://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [http://www.library.ubc.ca library home page], or direct link: [http://webcat.library.ubc.ca http://webcat.library.ubc.ca]<br />
|-<br />
| Library Search || Summon is the default "General" search on [http://www.library.ubc.ca the library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [http://www.library.ubc.ca http://www.library.ubc.ca], or direct link: [http://resources.library.ubc.ca/ http://resources.library.ubc.ca/] <br> Google Scholar [http://resources.library.ubc.ca/page.php?id=524 http://resources.library.ubc.ca/page.php?id=524]<br />
|-<br />
| Database/eResource Authentication || <br />
Access to licensed materials is via EZproxy only. Most users will log in with their CWL (Campus Wide Login). <br> Off-campus access [http://services.library.ubc.ca/off-campus-access/connect-from-home/ezproxy-vpn-faq/ FAQ] <br />
<br /> Electronic resources [http://www.library.ubc.ca/home/forms/ejournalhelp.html troubleshooting form] <br />
<br /> For UBC Alumni access, see UBC Library [http://services.library.ubc.ca/user-guides/alumni/ Alumni Guide]'s ''Online Access'' tab. <br />
<br /> For information about the EBSCO Academic Search and Business Source alumni editions see [https://www.alumni.ubc.ca/journals/ Alumni Edition] Note that this service is run by the [https://www.alumni.ubc.ca/ UBC Alumni Association]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: [http://digitalcollections.library.ubc.ca/ http://digitalcollections.library.ubc.ca/] <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.. ): [http://www.library.ubc.ca/archives/documents.html http://www.library.ubc.ca/archives/documents.html] <br> UBC Historical Photograph Collection: [http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos]<br />
|-<br />
| Subject Guides || <br />
Via the [http://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([http://guides.library.ubc.ca direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [http://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/ How to Cite] and a list of [https://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/#MajorStyles-3 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian.<br />
|-<br />
<br />
<br />
| Instruction || [http://elred.library.ubc.ca/libs/dashboard/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage].<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves], UBC's installation of Canvas (course content management system. <br /><br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br/><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| Technical Help || Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| E-Resources Emergency Contact || (604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@interchange.ubc . <br> Trouble-shooting with patron: [https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br>ASRS [http://services.library.ubc.ca/borrowing-services/asrs/ step by step guide].<br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [http://services.library.ubc.ca/borrowing-services/fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [http://services.library.ubc.ca/computers-technology/scanning/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Searchable Campus Map: (UBCV Only) [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
[mailto:veronika.kollbrand@ubc.ca Veronika Kollbrand: 604-822-4203]<br /><br />
[mailto:vanessa.kitchin@ubc.ca Vanessa Kitchin: 604-822-3393]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs: 604-822-5585]<br /><br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | How do I Log In?||<br />
'''to Licensed Materials'''<br /><br />
'''Please Note: VPN authentication ended Jan, 2013.<br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" |Refworks || [http://resources.library.ubc.ca/901 Direct to Refworks]<br /> [http://help.library.ubc.ca/evaluating-and-citing-sources/refworks-write-n-cite/ Refworks account information and Group Code] <br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] Closed May-August.<br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] <br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br /><br />
*Undergrads: Language and Writing Centre [http://library.ok.ubc.ca/wrs/wrc/ http://library.ok.ubc.ca/wrs/wrc/] <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=example>Borrower Services</div><br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Outdoor Book Returns || <br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the [http://www.students.ubc.ca/classroomservices/buildings-and-classrooms/?code=IBLC East Mall entrance doors]<br />
*Koerner Library: Slot a few meters to the right of the front doors <br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
|- <br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=558003Library:UBC Library AskAway Policy Page2019-05-24T17:04:54Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
|-<br />
| style="width: 20%" | '''Library Homepage''' || [http://www.library.ubc.ca/ http://www.library.ubc.ca/]<br />
|-<br />
| Mobile Site || [http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/ http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/] <br />[https://m.ubc.ca/default/libraries/ https://m.ubc.ca/default/libraries/]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches || [http://hours.library.ubc.ca/ Hours and Locations] <br /><br />
<br />
|-<br />
| Service Hours || [http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre.<br />
|-<br />
| Library Policies || [http://services.library.ubc.ca/borrowing-services/loan-policies-regulations/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [https://wiki.ubc.ca/images/8/8a/Irving_K._Barber_Learning_Centre_Map_2013.pdf Irving K. Barber Learning Centre Building Guide]<br/> <br />
[http://barberlibrary.sites.olt.ubc.ca/files/2017/08/stacksmap.pdf Music, Art and Architecture Library]<br/><br />
[https://wiki.ubc.ca/Library:Woodward_Floorplan_MainFLoor Woodward Library] Main Floor <br/><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br/><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building] <br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by phone]<br />
|-<br />
| Email Address for Reference Questions || [http://www.library.ubc.ca/home/forms/reference-form.html Fill in a form] or email the [http://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [http://www.library.ubc.ca library home page], or direct link: [http://webcat.library.ubc.ca http://webcat.library.ubc.ca]<br />
|-<br />
| Library Search || Summon is the default "General" search on [http://www.library.ubc.ca the library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [http://www.library.ubc.ca http://www.library.ubc.ca], or direct link: [http://resources.library.ubc.ca/ http://resources.library.ubc.ca/] <br> Google Scholar [http://resources.library.ubc.ca/page.php?id=524 http://resources.library.ubc.ca/page.php?id=524]<br />
|-<br />
| Database/eResource Authentication || <br />
Access to licensed materials is via EZproxy only. Most users will log in with their CWL (Campus Wide Login). <br> Off-campus access [http://services.library.ubc.ca/off-campus-access/connect-from-home/ezproxy-vpn-faq/ FAQ] <br />
<br /> Electronic resources [http://www.library.ubc.ca/home/forms/ejournalhelp.html troubleshooting form] <br />
<br /> For UBC Alumni access, see UBC Library [http://services.library.ubc.ca/user-guides/alumni/ Alumni Guide]'s ''Online Access'' tab. <br />
<br /> For information about the EBSCO Academic Search and Business Source alumni editions see [https://www.alumni.ubc.ca/journals/ Alumni Edition] Note that this service is run by the [https://www.alumni.ubc.ca/ UBC Alumni Association]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: [http://digitalcollections.library.ubc.ca/ http://digitalcollections.library.ubc.ca/] <br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.. ): [http://www.library.ubc.ca/archives/documents.html http://www.library.ubc.ca/archives/documents.html] <br> UBC Historical Photograph Collection: [http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos]<br />
|-<br />
| Subject Guides || <br />
Via the [http://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([http://guides.library.ubc.ca direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. <br> Some specific [http://guides.library.ubc.ca/?b=p Course Guides] are available<br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/ How to Cite] and a list of [https://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/#MajorStyles-3 Major Style Guides].<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian.<br />
|-<br />
<br />
<br />
| Instruction || [http://elred.library.ubc.ca/libs/dashboard/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask Us" link on the [http://www.library.ubc.ca library homepage].<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via [https://courses.library.ubc.ca/ LOCR(Library Online Course Reserves], UBC's installation of Canvas (course content management system. <br /><br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br/><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| Technical Help || Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| E-Resources Emergency Contact || (604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@interchange.ubc . <br> Trouble-shooting with patron: [https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage https://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br>ASRS [http://services.library.ubc.ca/borrowing-services/asrs/ step by step guide].<br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [http://services.library.ubc.ca/borrowing-services/fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [http://services.library.ubc.ca/computers-technology/scanning/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://guides.library.ubc.ca/gis/labs Data/GIS Lab, Koerner Library 218A]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://guides.library.ubc.ca/gis/labs Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[https://barber.library.ubc.ca/facilities-technology/dmr/ Digital Media Rooms], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.calendar.ubc.ca/vancouver/ http://www.calendar.ubc.ca/vancouver/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [https://students.ubc.ca/enrolment/exams/exam-schedule https://students.ubc.ca/enrolment/exams/exam-schedule]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Searchable Campus Map: (UBCV Only) [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || <br />
[mailto:veronika.kollbrand@ubc.ca Veronika Kollbrand 604-822-4203]<br /><br />
[mailto:vanessa.kitchin@ubc.ca Vanessa Kitchin 604-822-3393]<br /><br />
[mailto:patricia.foster@ubc.ca Patricia Foster - schedules & listservs 604-822-5585]<br />|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | How do I Log In?||<br />
'''to Licensed Materials'''<br /><br />
'''Please Note: VPN authentication ended Jan, 2013.<br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" |Refworks || [http://resources.library.ubc.ca/901 Direct to Refworks]<br /> [http://help.library.ubc.ca/evaluating-and-citing-sources/refworks-write-n-cite/ Refworks account information and Group Code] <br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://guides.library.ubc.ca/library_research_commons/thesis_formatting http://guides.library.ubc.ca/library_research_commons/thesis_formatting]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] Closed May-August.<br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] <br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [https://extendedlearning.ubc.ca/study-topic/writing https://extendedlearning.ubc.ca/study-topic/writing]<br />
*Writing Centre Resources: [https://learningcommons.ubc.ca/improve-your-writing/writing-resources/ https://learningcommons.ubc.ca/improve-your-writing/writing-resources/] <br><br />
* Writing Coaching (for students in the Sauder School of Business): [https://mybcom.sauder.ubc.ca/get-better-grades/communication https://mybcom.sauder.ubc.ca/get-better-grades/communication]<br />
<br />
'''UBC Okanagan''' <br /><br />
*Undergrads: Language and Writing Centre [http://library.ok.ubc.ca/wrs/wrc/ http://library.ok.ubc.ca/wrs/wrc/] <br />
*Graduate Students: Centre for Scholarly Communication [http://library.ok.ubc.ca/wrs/csc/ http://library.ok.ubc.ca/wrs/csc/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=example>Borrower Services</div><br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Outdoor Book Returns || <br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the [http://www.students.ubc.ca/classroomservices/buildings-and-classrooms/?code=IBLC East Mall entrance doors]<br />
*Koerner Library: Slot a few meters to the right of the front doors <br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
|- <br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=500782Library:UBC Library AskAway Policy Page2018-02-28T19:21:59Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
|-<br />
| style="width: 20%" | '''Library Homepage''' || [http://www.library.ubc.ca/ http://www.library.ubc.ca/]<br />
|-<br />
| Mobile Site || [http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/ http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/] <br />[https://m.ubc.ca/default/libraries/ https://m.ubc.ca/default/libraries/]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches || [http://hours.library.ubc.ca/ Hours and Locations] <br /><br />
<br />
|-<br />
| Service Hours || [http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre.<br />
|-<br />
| Library Policies || [http://services.library.ubc.ca/borrowing-services/loan-policies-regulations/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [http://wiki.ubc.ca/images/6/6c/Irving_K._Barber_Learning_Centre_Map.pdf Irving K. Barber Learning Centre Building Guide]<br/> <br />
[http://barber.library.ubc.ca/files/2014/08/stacksmap.pdf Music, Art and Architecture Library]<br/><br />
[http://lgdata.s3-website-us-east-1.amazonaws.com/docs/3018/855178/gtwoodward.pdf Woodward Library] <br/><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br/><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building] <br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by phone]<br />
|-<br />
| Email Address for Reference Questions || [http://www.library.ubc.ca/home/forms/reference-form.html Fill in a form] or email the [http://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [http://www.library.ubc.ca library home page], or direct link: [http://webcat.library.ubc.ca http://webcat.library.ubc.ca]<br />
|-<br />
| Library Search || Summon is the default "General" search on [http://www.library.ubc.ca the library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [http://www.library.ubc.ca http://www.library.ubc.ca], or direct link: [http://resources.library.ubc.ca/ http://resources.library.ubc.ca/]</br> Google Scholar [http://resources.library.ubc.ca/page.php?id=524 http://resources.library.ubc.ca/page.php?id=524]<br />
|-<br />
| Database/eResource Authentication || <br />
Access to licensed materials is via EZproxy only. Most users will log in with their CWL (Campus Wide Login). <br> Off-campus access [http://services.library.ubc.ca/off-campus-access/connect-from-home/ezproxy-vpn-faq/ FAQ] <br />
<br /> Electronic resources [http://www.library.ubc.ca/home/forms/ejournalhelp.html troubleshooting form] <br />
<br /> For UBC Alumni access, see UBC Library [http://services.library.ubc.ca/user-guides/alumni/ Alumni Guide]'s ''Online Access'' tab. <br />
<br /> For information about the EBSCO Academic Search and Business Source alumni editions see [https://www.alumni.ubc.ca/journals/ Alumni Edition] Note that this service is run by the [https://www.alumni.ubc.ca/ UBC Alumni Association]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: [http://digitalcollections.library.ubc.ca/ http://digitalcollections.library.ubc.ca/]</br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.. ): [http://www.library.ubc.ca/archives/documents.html http://www.library.ubc.ca/archives/documents.html]</br>UBC Historical Photograph Collection: [http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos]<br />
|-<br />
| Subject Guides || <br />
Via the [http://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([http://guides.library.ubc.ca direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. Course Guides available via [http://guides.library.ubc.ca Research Guides]: look for the tab. <br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/ http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/]<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian.<br />
|-<br />
<br />
<br />
| Instruction || [http://elred.library.ubc.ca/libs/dashboard/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask an Expert" link on the [http://www.library.ubc.ca library homepage].<br />
|-<br />
| Course Reserves || Access to Course Reserve Materials for all courses is provided via [http://elearning.ubc.ca/connect/login-to-connect/ LOCR(Library Online Course Reserves], UBC's installation of Canvas (course content management system. <br /><br />
General Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via their Canvas course or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add the course reserve module into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br/><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| Technical Help || Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| E-Resources Emergency Contact || (604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@interchange.ubc . </br> Trouble-shooting with patron: [http://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage http://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br>ASRS [http://services.library.ubc.ca/borrowing-services/asrs/ step by step guide].<br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [http://services.library.ubc.ca/borrowing-services/fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [http://services.library.ubc.ca/computers-technology/scanning/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://koerner.library.ubc.ca/services/gis-services/gis-research-data-lab/ Data/GIS Lab, Koerner Library]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://koerner.library.ubc.ca/services/gis-services/koerner-217/ Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[http://services.library.ubc.ca/facilities/technology-spaces/digital-media-commons/ Digital Media Commons], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.students.ubc.ca/calendar/ http://www.students.ubc.ca/calendar/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [http://students.ubc.ca/enrolment/courses-registration/exams http://students.ubc.ca/enrolment/courses-registration/exams]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Searchable Campus Map: (UBCV Only) [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || [mailto:patricia.foster@ubc.ca Patricia]<br />
<br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | How do I Log In?||<br />
'''to Licensed Materials'''<br /><br />
'''Please Note: VPN authentication ended Jan, 2013.<br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 150 [http://guides.library.ubc.ca/content.php?pid=438208 http://guides.library.ubc.ca/content.php?pid=438208]<br />
* APSC 176 [http://guides.library.ubc.ca/content.php?pid=438210 http://guides.library.ubc.ca/content.php?pid=438210]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
* ENGL 112: [http://guides.library.ubc.ca/content.php?pid=515398 http://guides.library.ubc.ca/content.php?pid=515398]<br />
* WRDS 150: [http://guides.library.ubc.ca/content.php?hs=a&pid=513836&gid=3472 http://guides.library.ubc.ca/content.php?hs=a&pid=513836&gid=3472]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" |Refworks || [http://resources.library.ubc.ca/901 Direct to Refworks]<br /> [http://help.library.ubc.ca/evaluating-and-citing-sources/refworks-write-n-cite/ Refworks account information and Group Code] <br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://koerner.library.ubc.ca/services/research-commons/thesis-formatting-info/ http://koerner.library.ubc.ca/services/research-commons/thesis-formatting-info/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] Closed May-August.<br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] <br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [http://cstudies.ubc.ca/writing/academic-writing.html http://cstudies.ubc.ca/writing/academic-writing.html]<br />
*Writing Centre Resources: [http://cstudies.ubc.ca/writing-resources/index.html http://cstudies.ubc.ca/writing-resources/index.html] <br><br />
* Writing Improvement Program at Cannacord Learning Commons (for students in the Sauder School of Business: [http://learningcommons.sauder.ubc.ca/ http://learningcommons.sauder.ubc.ca/]<br />
<br />
'''UBC Okanagan''' <br /><br />
*Undergrads: Language and Writing Centre [http://library.ok.ubc.ca/wrs/wrc/ http://library.ok.ubc.ca/wrs/wrc/] <br />
*Graduate Students: Centre for Scholarly Communication [http://www.ubc.ca/okanagan/csc/welcome.html http://www.ubc.ca/okanagan/csc/welcome.html]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=example>Borrower Services</div><br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Outdoor Book Returns || <br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the [http://www.students.ubc.ca/classroomservices/buildings-and-classrooms/?code=IBLC East Mall entrance doors]<br />
*Koerner Library: Slot a few meters to the right of the front doors <br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
|- <br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=500781Library:UBC Library AskAway Policy Page2018-02-28T19:20:02Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
|-<br />
| style="width: 20%" | '''Library Homepage''' || [http://www.library.ubc.ca/ http://www.library.ubc.ca/]<br />
|-<br />
| Mobile Site || [http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/ http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/] <br />[https://m.ubc.ca/default/libraries/ https://m.ubc.ca/default/libraries/]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches || [http://hours.library.ubc.ca/ Hours and Locations] <br /><br />
<br />
|-<br />
| Service Hours || [http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre.<br />
|-<br />
| Library Policies || [http://services.library.ubc.ca/borrowing-services/loan-policies-regulations/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [http://wiki.ubc.ca/images/6/6c/Irving_K._Barber_Learning_Centre_Map.pdf Irving K. Barber Learning Centre Building Guide]<br/> <br />
[http://barber.library.ubc.ca/files/2014/08/stacksmap.pdf Music, Art and Architecture Library]<br/><br />
[http://lgdata.s3-website-us-east-1.amazonaws.com/docs/3018/855178/gtwoodward.pdf Woodward Library] <br/><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br/><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building] <br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by phone]<br />
|-<br />
| Email Address for Reference Questions || [http://www.library.ubc.ca/home/forms/reference-form.html Fill in a form] or email the [http://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [http://www.library.ubc.ca library home page], or direct link: [http://webcat.library.ubc.ca http://webcat.library.ubc.ca]<br />
|-<br />
| Library Search || Summon is the default "General" search on [http://www.library.ubc.ca the library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [http://www.library.ubc.ca http://www.library.ubc.ca], or direct link: [http://resources.library.ubc.ca/ http://resources.library.ubc.ca/]</br> Google Scholar [http://resources.library.ubc.ca/page.php?id=524 http://resources.library.ubc.ca/page.php?id=524]<br />
|-<br />
| Database/eResource Authentication || <br />
Access to licensed materials is via EZproxy only. Most users will log in with their CWL (Campus Wide Login). <br> Off-campus access [http://services.library.ubc.ca/off-campus-access/connect-from-home/ezproxy-vpn-faq/ FAQ] <br />
<br /> Electronic resources [http://www.library.ubc.ca/home/forms/ejournalhelp.html troubleshooting form] <br />
<br /> For UBC Alumni access, see UBC Library [http://services.library.ubc.ca/user-guides/alumni/ Alumni Guide]'s ''Online Access'' tab. <br />
<br /> For information about the EBSCO Academic Search and Business Source alumni editions see [https://www.alumni.ubc.ca/journals/ Alumni Edition] Note that this service is run by the [https://www.alumni.ubc.ca/ UBC Alumni Association]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: [http://digitalcollections.library.ubc.ca/ http://digitalcollections.library.ubc.ca/]</br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.. ): [http://www.library.ubc.ca/archives/documents.html http://www.library.ubc.ca/archives/documents.html]</br>UBC Historical Photograph Collection: [http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos]<br />
|-<br />
| Subject Guides || <br />
Via the [http://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([http://guides.library.ubc.ca direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. Course Guides available via [http://guides.library.ubc.ca Research Guides]: look for the tab. <br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/ http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/]<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian.<br />
|-<br />
<br />
<br />
| Instruction || [http://elred.library.ubc.ca/libs/dashboard/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask an Expert" link on the [http://www.library.ubc.ca library homepage].<br />
|-<br />
| Reserves || Access to Course Reserve Materials for all courses is provided via [http://elearning.ubc.ca/connect/login-to-connect/ LOCR(Library Online Course Reserves], UBC's installation of Canvas (course content management system. <br /><br />
Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
Students may access their course reading list via Canvas or the [https://courses.library.ubc.ca/ library webpage] by using their CWL (Campus Wide Login).<br /><br />
For faculty and instructors with queries about course reserve please consult the reserve [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#InstructorResources-0 Instructors' Guide], and you may also contact reserve staff directly via the [https://services.library.ubc.ca/borrowing-services/using-course-reserves/#Contacts-3 Contacts] page for your branch library <br /> <br />
For faculty and instructors who wish to add course reserve into their Canvas courses to please consult the [http://lthub.ubc.ca/guides/canvas/library-online-course-reserves-locr-for-canvas/ Canvas user's guide section].<br/><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| Technical Help || Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| E-Resources Emergency Contact || (604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@interchange.ubc . </br> Trouble-shooting with patron: [http://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage http://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br>ASRS [http://services.library.ubc.ca/borrowing-services/asrs/ step by step guide].<br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [http://services.library.ubc.ca/borrowing-services/fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [http://services.library.ubc.ca/computers-technology/scanning/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://koerner.library.ubc.ca/services/gis-services/gis-research-data-lab/ Data/GIS Lab, Koerner Library]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://koerner.library.ubc.ca/services/gis-services/koerner-217/ Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[http://services.library.ubc.ca/facilities/technology-spaces/digital-media-commons/ Digital Media Commons], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.students.ubc.ca/calendar/ http://www.students.ubc.ca/calendar/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [http://students.ubc.ca/enrolment/courses-registration/exams http://students.ubc.ca/enrolment/courses-registration/exams]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Searchable Campus Map: (UBCV Only) [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || [mailto:patricia.foster@ubc.ca Patricia]<br />
<br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | How do I Log In?||<br />
'''to Licensed Materials'''<br /><br />
'''Please Note: VPN authentication ended Jan, 2013.<br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 150 [http://guides.library.ubc.ca/content.php?pid=438208 http://guides.library.ubc.ca/content.php?pid=438208]<br />
* APSC 176 [http://guides.library.ubc.ca/content.php?pid=438210 http://guides.library.ubc.ca/content.php?pid=438210]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
* ENGL 112: [http://guides.library.ubc.ca/content.php?pid=515398 http://guides.library.ubc.ca/content.php?pid=515398]<br />
* WRDS 150: [http://guides.library.ubc.ca/content.php?hs=a&pid=513836&gid=3472 http://guides.library.ubc.ca/content.php?hs=a&pid=513836&gid=3472]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" |Refworks || [http://resources.library.ubc.ca/901 Direct to Refworks]<br /> [http://help.library.ubc.ca/evaluating-and-citing-sources/refworks-write-n-cite/ Refworks account information and Group Code] <br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://koerner.library.ubc.ca/services/research-commons/thesis-formatting-info/ http://koerner.library.ubc.ca/services/research-commons/thesis-formatting-info/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] Closed May-August.<br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] <br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [http://cstudies.ubc.ca/writing/academic-writing.html http://cstudies.ubc.ca/writing/academic-writing.html]<br />
*Writing Centre Resources: [http://cstudies.ubc.ca/writing-resources/index.html http://cstudies.ubc.ca/writing-resources/index.html] <br><br />
* Writing Improvement Program at Cannacord Learning Commons (for students in the Sauder School of Business: [http://learningcommons.sauder.ubc.ca/ http://learningcommons.sauder.ubc.ca/]<br />
<br />
'''UBC Okanagan''' <br /><br />
*Undergrads: Language and Writing Centre [http://library.ok.ubc.ca/wrs/wrc/ http://library.ok.ubc.ca/wrs/wrc/] <br />
*Graduate Students: Centre for Scholarly Communication [http://www.ubc.ca/okanagan/csc/welcome.html http://www.ubc.ca/okanagan/csc/welcome.html]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=example>Borrower Services</div><br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Outdoor Book Returns || <br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the [http://www.students.ubc.ca/classroomservices/buildings-and-classrooms/?code=IBLC East Mall entrance doors]<br />
*Koerner Library: Slot a few meters to the right of the front doors <br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
|- <br />
|}</div>PatriciaFosterhttps://wiki.ubc.ca/index.php?title=Library:UBC_Library_AskAway_Policy_Page&diff=500775Library:UBC Library AskAway Policy Page2018-02-28T19:08:51Z<p>PatriciaFoster: </p>
<hr />
<div>{| class="wikitable"<br />
|-<br />
| style="width: 20%" | '''Library Homepage''' || [http://www.library.ubc.ca/ http://www.library.ubc.ca/]<br />
|-<br />
| Mobile Site || [http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/ http://about.library.ubc.ca/2014/10/29/browse-library-journals-from-your-tablet-or-mobile-phone/] <br />[https://m.ubc.ca/default/libraries/ https://m.ubc.ca/default/libraries/]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''General Information'''<br />
|-<br />
| Library Branches || [http://hours.library.ubc.ca/ Hours and Locations] <br /><br />
<br />
|-<br />
| Service Hours || [http://hours.library.ubc.ca/ Hours and Locations] Click on location name to see building open hours and Reference help hours. Note that Irving K. Barber Learning Centre building is open much longer than Music, Art and Architecture Library or Rare Books and Special Collections which are ''inside'' the Barber Learning Centre.<br />
|-<br />
| Library Policies || [http://services.library.ubc.ca/borrowing-services/loan-policies-regulations/ Loan Policies and Fines] | [http://about.library.ubc.ca/policies/ Copyright, Technology Use, Digital Collections, Collections and Spaces] <br /> [http://about.library.ubc.ca/policies/food-and-drink-policy/ Food and Drink]<br />
|-<br />
| Library Floor Plans || [http://wiki.ubc.ca/images/6/6c/Irving_K._Barber_Learning_Centre_Map.pdf Irving K. Barber Learning Centre Building Guide]<br/> <br />
[http://barber.library.ubc.ca/files/2014/08/stacksmap.pdf Music, Art and Architecture Library]<br/><br />
[http://lgdata.s3-website-us-east-1.amazonaws.com/docs/3018/855178/gtwoodward.pdf Woodward Library] <br/><br />
[http://law-library.sites.olt.ubc.ca/files/2012/06/UBC_Law_Library_Layout.pdf Law Library] <br/><br />
[http://services.library.ubc.ca/facilities/disability-access-by-building/ Disability Access by Building] <br />
|-<br />
| Circulation/ Checkout/ Loans Phone Numbers || On location websites. [http://hours.library.ubc.ca/ Hours and Locations] → Location/Branch Name → Location/Branch Page → Phone/Fax/Email or Contact Us link. <br />
|-<br />
| Reference Desk Phone Numbers || [http://about.library.ubc.ca/contact-us/reference-assistance/#phone Basic reference assistance by phone]<br />
|-<br />
| Email Address for Reference Questions || [http://www.library.ubc.ca/home/forms/reference-form.html Fill in a form] or email the [http://directory.library.ubc.ca/subjectlibrarians/ appropriate subject librarian].<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Resources & Services'''<br />
|-<br />
| Catalogue || "Books & Media" search on the [http://www.library.ubc.ca library home page], or direct link: [http://webcat.library.ubc.ca http://webcat.library.ubc.ca]<br />
|-<br />
| Library Search || Summon is the default "General" search on [http://www.library.ubc.ca the library homepage.]<br />
|-<br />
| Indexes & Databases || "Indexes & Databases" search on [http://www.library.ubc.ca http://www.library.ubc.ca], or direct link: [http://resources.library.ubc.ca/ http://resources.library.ubc.ca/]</br> Google Scholar [http://resources.library.ubc.ca/page.php?id=524 http://resources.library.ubc.ca/page.php?id=524]<br />
|-<br />
| Database/eResource Authentication || <br />
Access to licensed materials is via EZproxy only. Most users will log in with their CWL (Campus Wide Login). <br> Off-campus access [http://services.library.ubc.ca/off-campus-access/connect-from-home/ezproxy-vpn-faq/ FAQ] <br />
<br /> Electronic resources [http://www.library.ubc.ca/home/forms/ejournalhelp.html troubleshooting form] <br />
<br /> For UBC Alumni access, see UBC Library [http://services.library.ubc.ca/user-guides/alumni/ Alumni Guide]'s ''Online Access'' tab. <br />
<br /> For information about the EBSCO Academic Search and Business Source alumni editions see [https://www.alumni.ubc.ca/journals/ Alumni Edition] Note that this service is run by the [https://www.alumni.ubc.ca/ UBC Alumni Association]<br />
|-<br />
| UBC Digital Collections || Main digital collection page: [http://digitalcollections.library.ubc.ca/ http://digitalcollections.library.ubc.ca/]</br> Digital copies of important documents from the University's history (i.e. yearbooks, department handbooks, senate minutes, annual reports etc.. ): [http://www.library.ubc.ca/archives/documents.html http://www.library.ubc.ca/archives/documents.html]</br>UBC Historical Photograph Collection: [http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos http://digitalcollections.library.ubc.ca/cdm/landingpage/collection/arphotos]<br />
|-<br />
| Subject Guides || <br />
Via the [http://help.library.ubc.ca/ Get Research Help]page. Scroll down to '''Finding Resources''' for Research Guides ([http://guides.library.ubc.ca direct link]) for each discipline and department, plus multidisciplinary and format-specific guides. Course Guides available via [http://guides.library.ubc.ca Research Guides]: look for the tab. <br />
<br />
|-<br />
<br />
<br />
| Citation Guides || [http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/ http://help.library.ubc.ca/evaluating-and-citing-sources/how-to-cite/]<br />
|-<br />
|Citation Formatting Help ||Refer to library branch or subject librarian.<br />
|-<br />
<br />
<br />
| Instruction || [http://elred.library.ubc.ca/libs/dashboard/ Instruction Calendar]<br />
|-<br />
| List of Librarians || Search [http://directory.library.ubc.ca/subjectlibrarians/ Subject Librarians] by name or subject area. Available via the "Ask an Expert" link on the [http://www.library.ubc.ca library homepage].<br />
|-<br />
| Reserves || Access to Course Reserve Materials for all courses is provided via [http://elearning.ubc.ca/connect/login-to-connect/ LOCR], UBC's installation of Canvas. <br /><br />
Info at [http://services.library.ubc.ca/borrowing-services/course-reserves/ Course Reserves]. <br /><br />
Course Reserve materials cannot be borrowed by UBC staff, Community Borrower or Alumni cardholders. UBC students and UBC Faculty may sign out course reserve materials on short-term loan.<br /><br />
<br />
|-<br />
| Interlibrary Loans || [http://services.library.ubc.ca/borrowing-services/ill/ Interlibrary Loan]<br />
<br />
|-<br />
| Ejournals and Print Journals || Journal tab on [http://www.library.ubc.ca/ library Home Page]or [http://search.library.ubc.ca/#journals Journal title search]<br /><br />
or [http://webcat1.library.ubc.ca/vwebv/searchBasic Journal title search in catalogue]<br /><br />
Electronic resources link to full text in UBC licensed databases is called <i>UBC eLink</i>.<br />
|-<br />
| Technical Help || Technical Assistance [http://about.library.ubc.ca/contact-us/technical-assistance/ online forms].<br />
|-<br />
| E-Resources Emergency Contact || (604) 822-4192 M-F and [mailto:lib-ejhelp@interchange.ubc.ca via email] - lib-ejhelp@interchange.ubc . </br> Trouble-shooting with patron: [http://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage http://wiki.ubc.ca/Library:EResources%26Access_Documentation_Public_Desk_Triage]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Borrowing Information'''<br />
|-<br />
| Library Cards || [http://services.library.ubc.ca/borrowing-services/library-cards/ How to Get a Library Card] <br /> <br />
|-<br />
| Loan Periods || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Recalls/ Requests, including ASRS || From the [http://webcat1.library.ubc.ca/vwebv/searchBasic catalogue] record for the book, choose "Request this item: Recall/ASRS" from the Actions menu on the right. Log in with CWL/Barcode PIN and choose "Recall" or "ASRS Request" as appropriate.<br />
<br>ASRS [http://services.library.ubc.ca/borrowing-services/asrs/ step by step guide].<br /><br />
Note: Recalls are available '''only''' for books that are currently checked out. <br /><br />
Members of the public (i.e. who do not have a CWL or Barcode/PIN) may request ASRS retrieval in person at the Circulation Desk, Level 3, Irving K. Barber Learning Centre, same open hours as [http://hours.library.ubc.ca/#view-library Music, Art and Architecture Library].<br />
|-<br />
| Transfer book to/from UBCO || [http://services.library.ubc.ca/borrowing-services/docdel/ Borrowing between UBC Campuses (DocDel)]. <br />
|-<br />
| Renewals <br /> Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account].<br />
|-<br />
| Fines/Penalties || [http://services.library.ubc.ca/borrowing-services/fines/ Loan Policies and Fines]<br />
|-<br />
| Borrowing Policies || [http://www.library.ubc.ca/home/about/borrower/loan-reg.html Loan Regulations]<br />
|-<br />
| Library Account Information || Log into [http://www.library.ubc.ca/home/libaccount.html My Library Account]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Equipment & Facilities'''<br />
|-<br />
| Internet/Wireless Access || [http://services.library.ubc.ca/computers-technology/internet-access/ http://services.library.ubc.ca/computers-technology/internet-access/]<br />
|-<br />
| Photocopiers, Printers and PayForPrint || [http://services.library.ubc.ca/library-facilities/copy-print/ Photocopying & Printing] information for UBCV and UBCO. <br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-students-faculty-staff/ UBC Card Pay For Print - Students, Staff and Faculty]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/pay-for-print-visitors-guests/ Pay For Print for Visitors and Guests at UBC-V]<br/><br />
[http://services.library.ubc.ca/computers-technology/copy-print-scan/complete-list-of-public-printers/ Complete list of public printers at UBC-V]<br/><br />
|-<br />
| Scanners || [http://services.library.ubc.ca/computers-technology/scanning/ Scanning]<br />
|-<br />
| Microfilm/Microfiche || All microforms are at at Koerner Library, Level 2, and the collection and equipment is available for use whenever Koerner Library is [http://hours.library.ubc.ca/#view-koerner open]. '''First-time users must visit during [http://koerner.library.ubc.ca/koerner-library/hours/ Research Commons and Reference hours]''' for assistance and instruction on how to use the readers by staff at the [http://koerner.library.ubc.ca/research-help/ Research Commons desk on Koerner Library, Floor 2]. [http://hss.library.ubc.ca/microforms/ Collection description]. <br />
|-<br />
| Meeting/ Study Rooms || [http://services.library.ubc.ca/facilities/group-silent-study-space/ Group and Silent Study Space]<br />
|-<br />
| Computer Labs || General: [http://services.library.ubc.ca/library-facilities/public-computers/ http://services.library.ubc.ca/library-facilities/public-computers/]<br /><br />
[http://koerner.library.ubc.ca/services/gis-services/gis-research-data-lab/ Data/GIS Lab, Koerner Library]: Esri, ArcGIS,R,SPSS,Stata, StatTransfer Note hours.<br /> <br />
[http://koerner.library.ubc.ca/services/gis-services/koerner-217/ Koerner Library Room 217]: SPSS, ArcGIS, etc. Note availability info.<br /><br />
[http://services.library.ubc.ca/facilities/technology-spaces/digital-media-commons/ Digital Media Commons], Irving K. Barber Learning Centre: Includes four high-tech, acoustically buffered multimedia rooms and carrels that house Mac multimedia workstations and various types of listening equipment. Note access requirements.<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Campus Information'''<br />
|-<br />
| Academic Calendar || UBC Vancouver :[http://www.students.ubc.ca/calendar/ http://www.students.ubc.ca/calendar/] <br /> UBC Okanagan: [http://okanagan.students.ubc.ca/calendar/ http://okanagan.students.ubc.ca/calendar/]<br />
|-<br />
| Class Timetable || [https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0 https://courses.students.ubc.ca/cs/main?pname=subjarea&tname=subjareas&req=0]<br />
|-<br />
| Exam Schedules || [http://students.ubc.ca/enrolment/courses-registration/exams http://students.ubc.ca/enrolment/courses-registration/exams]<br />
|-<br />
| Campus Maps || [http://www.maps.ubc.ca/PROD/printMaps.php http://www.maps.ubc.ca/PROD/printMaps.php]<br />
|-<br />
| Campus Web Site Map || Searchable Campus Map: (UBCV Only) [http://www.maps.ubc.ca/PROD/index.php http://www.maps.ubc.ca/PROD/index.php]<br />
|-<br />
| colspan="2" style="background-color: rgb(51, 204, 255); color: black" | '''Other Resources'''<br />
|-<br />
| AskAway Local Administrator(s) || [mailto:patricia.foster@ubc.ca Patricia]<br />
<br />
|}<br />
<br /><br /><br />
== More Info == <br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Closures and Collection Moves</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | Science and Engineering ||<br />
Science and Engineering Collections staff have moved from Irving K. Barber Learning Centre to [http://woodward.library.ubc.ca/ Woodward Library] <br /><br />
'''QA (Math) call numbers remain in the Barber Learning Centre'''.<br /><br />
|-<br />
| style="width: 20%; vertical-align: top;" | St. Paul's and Hamber Libraries ||<br />
Since April 30, 2013, these are no longer UBC Library branch libraries. More [http://woodward.library.ubc.ca/services-at-hospitals/ info]. <br /><br />
'''[http://www.library.ubc.ca/bmb/ BMB Library ] at Vancouver General Hospital continues to be a UBC Library branch'''.<br />
|- <br />
| style="width: 20%; vertical-align: top;" | Music Library ||Collections and services have moved to Irving K. Barber Learning Centre, as part of the [http://barber.library.ubc.ca/ Music, Art and Architecture Library]<br />
|- <br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Most Frequently Asked</div><br />
|- <br />
| style="width: 20%; vertical-align: top;" | How do I Log In?||<br />
'''to Licensed Materials'''<br /><br />
'''Please Note: VPN authentication ended Jan, 2013.<br />
|- <br />
| style="width: 20%; vertical-align:top;" | eResources News and Updates || Current information on Library [http://techserv.library.ubc.ca/divisions/eresources/eresources-blog/ eResource blog], [http://twitter.com/ubceres Twitter feed] and UBC IT Bulletins [http://bulletins.it.ubc.ca http://bulletins.it.ubc.ca/]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=General>General Information</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" | Webpages and Tutorials for Large Courses || <br />
* Science Course Guides: [http://guides.library.ubc.ca/friendly.php?s=scienceguide http://guides.library.ubc.ca/friendly.php?s=scienceguide]<br />
* APSC 150 [http://guides.library.ubc.ca/content.php?pid=438208 http://guides.library.ubc.ca/content.php?pid=438208]<br />
* APSC 176 [http://guides.library.ubc.ca/content.php?pid=438210 http://guides.library.ubc.ca/content.php?pid=438210]<br />
* APSC 201 [http://guides.library.ubc.ca/content.php?pid=417391 http://guides.library.ubc.ca/content.php?pid=417391]<br />
* APSC 263 [http://guides.library.ubc.ca/content.php?pid=431244 http://guides.library.ubc.ca/content.php?pid=431244]<br />
* BIOL 140: [http://guides.library.ubc.ca/content.php?pid=483067 http://guides.library.ubc.ca/content.php?pid=483067]<br />
* ENGL 112: [http://guides.library.ubc.ca/content.php?pid=515398 http://guides.library.ubc.ca/content.php?pid=515398]<br />
* WRDS 150: [http://guides.library.ubc.ca/content.php?hs=a&pid=513836&gid=3472 http://guides.library.ubc.ca/content.php?hs=a&pid=513836&gid=3472]<br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | General Search Video Tutorials || <br />
<br />
* Basic Features of Summon [http://guides.library.ubc.ca/c.php?g=307337 http://guides.library.ubc.ca/c.php?g=307337]<br />
* Using the peer review limiter in Summon [http://guides.library.ubc.ca/c.php?g=307336 http://guides.library.ubc.ca/c.php?g=307336]<br />
* Summon Advanced Searching [https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E https://youtu.be/SfLtlvNj6K0?list=PL6F68B2A91B92697E]<br />
* Books & Media :Introduction to Searching in the UBC Library Catalogue [http://guides.library.ubc.ca/c.php?g=307359 http://guides.library.ubc.ca/c.php?g=307359]<br />
* Advanced Searching in the UBC Library Catalogue [https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E https://youtu.be/u0GKcrXIPfo?list=PL6F68B2A91B92697E]<br />
* Search UBC Collections Portal [https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E https://youtu.be/6yyTJLJFi2w?list=PL6F68B2A91B92697E]<br />
* UBC Library Research Guides [https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E https://youtu.be/JB3DDtWl6Bo?list=PL6F68B2A91B92697E]<br />
* Distinguishing Between a Scholarly and Popular Source [https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E https://youtu.be/STbb7QqY210?list=PL6F68B2A91B92697E]<br />
<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5" width="100%"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=FAQ>Resources and Services</div><br />
|-<br />
| style="width: 20%; vertical-align: top;" |Refworks || [http://resources.library.ubc.ca/901 Direct to Refworks]<br /> [http://help.library.ubc.ca/evaluating-and-citing-sources/refworks-write-n-cite/ Refworks account information and Group Code] <br />
|-<br />
<br />
| style="width: 20%; vertical-align: top;" | Theses & Dissertations || <br />
Finding: [http://guides.library.ubc.ca/theses http://guides.library.ubc.ca/theses]<br /><br />
'''All UBC theses are available in digital format.'''<br />
<br />Thesis formatting help (UBCV): [http://koerner.library.ubc.ca/services/research-commons/thesis-formatting-info/ http://koerner.library.ubc.ca/services/research-commons/thesis-formatting-info/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" |Videomatica Collection || Comprehensive [http://collections.library.ubc.ca/featured-collections/videomatica/faq Videomatica FAQ]<br />
|- <br />
| style="width: 20%; vertical-align: top;" | UBC Calendars || Digitized: [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=5317154 1909-2009]. In print: at [http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=1209095 multiple locations].<br />
|- <br />
| style="width: 20%; vertical-align: top;" |Suggest a book || [http://about.library.ubc.ca/contact-us/suggest-a-book/ http://about.library.ubc.ca/contact-us/suggest-a-book/]<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Writing Help ||<br />
'''Both Campuses'''<br />
*WriteAway [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] Closed May-August.<br />
<br><br />
'''UBC Vancouver'''<br><br />
The Writing Centre<br />
*Write Away [https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage= https://etutoring.bccampus.ca/login.cfm?institutionid=14&returnPage=] <br />
*Drop-in and by-appointment tutoring:[http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/ http://learningcommons.ubc.ca/tutoring-studying/improve-your-writing/]<br />
*Non-credit courses: [http://cstudies.ubc.ca/writing/academic-writing.html http://cstudies.ubc.ca/writing/academic-writing.html]<br />
*Writing Centre Resources: [http://cstudies.ubc.ca/writing-resources/index.html http://cstudies.ubc.ca/writing-resources/index.html] <br><br />
* Writing Improvement Program at Cannacord Learning Commons (for students in the Sauder School of Business: [http://learningcommons.sauder.ubc.ca/ http://learningcommons.sauder.ubc.ca/]<br />
<br />
'''UBC Okanagan''' <br /><br />
*Undergrads: Language and Writing Centre [http://library.ok.ubc.ca/wrs/wrc/ http://library.ok.ubc.ca/wrs/wrc/] <br />
*Graduate Students: Centre for Scholarly Communication [http://www.ubc.ca/okanagan/csc/welcome.html http://www.ubc.ca/okanagan/csc/welcome.html]<br />
|}<br />
<br />
{| style="font-size:12px;" cellspacing="4" cellpadding="5"<br />
! colspan="2" align="left" style="background-color:#33ccff;"| <div id=example>Borrower Services</div><br />
<br />
|-<br />
| style="width: 20%; vertical-align: top;" | Outdoor Book Returns || <br />
*Irving K. Barber Learning Centre: about 10 meters to the right of the [http://www.students.ubc.ca/classroomservices/buildings-and-classrooms/?code=IBLC East Mall entrance doors]<br />
*Koerner Library: Slot a few meters to the right of the front doors <br />
*Education Library: Large bin at the Scarfe building entrance<br />
*Woodward Library: Book drop located in the UBC Instructional Resources Centre, beside the Woodward Library entrance<br />
|- <br />
|}</div>PatriciaFoster