KU ScholarWorks

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Forming a KU ScholarWorks Community


This page contains basic information about how KU ScholarWorks communities work and the various roles of community participants. KU ScholarWorks staff will be happy to set up a meeting or presentation for your department to discuss the options available to KU ScholarWorks communities. Please contact kuscholarworks@ku.edu


About KU ScholarWorks Communities

KU ScholarWorks currently requires the creation and customization of communities and collections be performed by a central administrator. While the setup tasks are carried out centrally, each community can make decisions about the appearance of the community and collection pages, as well as access policies, submitter authorizations, and workflow procedures.

A community defines and provides:

  • A Community Administrator to work with KU ScholarWorks staff
  • Community page information and logo*
  • Sub-community information and logo(s)*
  • Collection page(s) and logo*
  • Collection access policies
  • Defaults for metadata submission form*
  • Workflow policies*
  • List of authorized members and their roles in the community
  • Collection Administrator(s)*

*Optional

Based on information provided by a community administrator, KU ScholarWorks provides:

  • Complete Community, Sub-community, and Collection pages
  • Access control
  • Workflow set-up and management

These items are described in more detail below.


Community page information and logo

A community page may contain the following:

  • Name of the community
  • Short description* -- displays on "Communities and Collections" page
  • Introductory text* -- displays on the community landing page; code in HTML format
  • Copyright text*
  • Sidebar text* -- displays in right sidebar under the "recent submissions" section; code in HTML format
  • Logo*

*Optional


Collection access policies

  • Who will have permission to view content in a collection?
    The default is open access; all works available to the public. Access to a community, collection, or item may be limited to a group of registered KU ScholarWorks users. Communities are responsible for establishing access control policies for content in their collections.
  • Who will have permission to submit items and metadata?
    Communities can determine who may submit to a particular collection.

Defaults for metadata submission form

KU ScholarWorks uses a generic metadata submission form for collections. This form can be customized. Default values can be entered through the central administrator interface. For example, a "Presentations" collection could have the resource type default to "presentation" for every submission, or a working paper could automatically include the working paper series name in each item record.


Collection page(s) information and logo

A collection page may contain the following:

  • Name of the collection
  • Short description* --displays on the community landing page
  • Introductory text* -- displays on the collection landing page
  • Copyright text*
  • Sidebar text*
  • Logo* -- the logo for a collection may be different from the community's logo
  • In addition, community administrators may provide:
  • Provenance* -- the origination of the collection, ownership information, etc. This information is available only through the central administrator interface; it does not display on the collection page.

*Optional


Workflow policies

Workflows are set at the collection level. Refer to the "Workflows Roles" section for a complete explanation of the roles associated with workflows.


Workflow Roles in KU ScholarWorks

A collection workflow might include the following roles or actions. All but submitter are optional.

1. Submitter
2. Collection Administrator
3. Reviewer
4. Coordinator
5. Editor

Email is sent to each person at the appropriate step in the workflow. The system will send a message to remind a user to take an action or to acknowledge a user action. For example, a submitter will receive email confirmation stating that an item was successfully submitted and is awaiting reviewer action. A reviewer will receive email notification that an item is awaiting approval.

Keep the number of persons assigned to a particular workflow small; every person assigned to a workflow will receive an email each time there is a submission to the collection, but it only takes the approval of one person to send the submission to the next step in the process.

Submitter

  • Creates and edits metadata for own submission
  • Uploads files for own submission
  • Cannot edit an item once the submission process is complete

Collection Administrator

Collection Administrators manage the administrative tasks and settings for an individual collection. Collection Administrators can to customize the settings and roles to be used during the submission process. Tasks and settings include:

  • Add or remove authorized submitters
  • Edit an item's metadata
  • Withdraw an item

Reviewer

Use to: enforce community/collection content guidelines; establish a review process whereby an individual or a group can approve the submission.

  • Reviews content of all files submitted to a collection
  • Cannot edit metadata or change files
  • Accepts or rejects all submissions to a collection
  • Can send an email message of explanation to a submitter
  • Rejection stops the submission process; item is returned to the submitter
  • Acceptance lets submission pass to next workflow step; if there is no other workflow step, the item becomes part of KU ScholarWorks archive

Coordinator

Use to: enforce community/collection content guidelines; establish a review process whereby an individual or a group can approve each submission; enhance the catalog information for a submission; check the record for accuracy. This is a good workflow choice if you want to assign a central person or group to manage all submissions.

  • Can edit metadata of all submissions to a collection
  • Can accept or reject all submissions to a collection
  • Can send an email of explanation to a submitter
  • Rejection stops the submission process; item is returned to the submitter
  • Acceptance lets submission pass to next workflow step; if there is no other workflow step, the item becomes part of KU ScholarWorks archive

Editor

Use to: enhance catalog record (metadata) for a submission (such as supplying additional keywords); check each record for accuracy.

  • Can edit metadata of all submissions to a collection
  • Submission automatically becomes part of KU ScholarWorks archive
  • No approval/rejection role -- can only edit metadata


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