Skip to main content
ExLibris

 

  • Subscribe by RSS
  • Ex Libris Knowledge Center

    Adding Staff-Mediated Research Deposits - External ETD

    External ETD

    This page describes the assset details for staff mediated research deposits for external ETDs. For details on local ETDs, see Adding Staff-Mediated Research Deposits - ETD. For details on adding research deposits, see Working with Research Deposits.

    new_external_deposit_etd_page_2.png
    New Deposit Page 2: External ETD

    Enter or configure the following information.

    Deposit Section

    Enter general information about the thesis or dissertation in this section. Fields are:

    • ETD author (mandatory) – Prefilled from the previous page.
    • Degree grantor – Department that awarded the degree.
    • Awarding academic unit – Department under which the asset was produced. Enter or select one or more organizational units from the institution.
    • Degree in – Select a degree program. You can configure this list; see Configuring ETD Degree Programs.
    • Title (mandatory)
    • Subtitle
    • Translated title – For a deposit in a language other than the original.
    • Degree awarded – Select a degree from the pre-configured list. To configure this list, see Configuring ETD Degrees.
    • Project type – Select a type from the pre-configured list. To configure this list, see Configuring ETD Project Types.
    • Pages
    • Language
    • Format – The electronic format(s) in which the work is stored and/or delivered.
    • Coverage – The extent or scope of the content of the resource. Used for time periods or spatial regions.
    • Bibliography
    • Illustrations
    • Publisher
    • Provenance
    • DOI – If the asset has a DOI, enter it here. If the asset does not yet have a DOI, and the asset category has an associated DOI agency (see Configuring DOI Agencies), the action Reserve DOI appears beside the DOI field. Select this action to generate a DOI for the asset. To register the DOI, see Managing Research Deposits Using the Research Deposits Page.
    Files Section

    Add any additional files, as required. You can assign access rights and/or licenses of one or more files. Note that it is also possible to assign access rights and/or licenses at the asset level, instead of for each file; for more information about this option and about access rights and licenses, see the Access Rights and Licenses section.

    To configure access rights and licenses, see Configuring Esploro Access Rights and Configuring Esploro Licenses.

    To add a license to one or more files:

    Select the files, select Manage license, select the relevant access license to apply to the selected files, and select Set License. You can also manage the license when editing the file information.

    To edit file information:
    1. Select Edit File Information in the row actions list for a file. A pane to edit the file information appears.

      file_information.png

      File Information Pane
    2. Enter a display name if you want the name of the file displayed on the research portal to be different than the file name.
    3. Select the access rights policy for the file. See below for additional options that may appear.
    4. Select the license for the file.
    5. Optionally select the content type of the file's contents in Content Type. To configure these options, see Configuring Research Asset File and Link Types.
    6. Enter an optional description.
    7. Select the Supplemental checkbox to indicate that the file is supplemental, which prevents these files from being taken into consideration when determining the open access status of the asset. When this checkbox is selected, an icon supplemental_icon_image.png appears next to the file.
    8. Select Save.
    To add an access rights policy to one or more files:
    1. Select the files and select Manage access rights in the table actions list.
    2. Select the relevant access right policy to apply to the selected files. After selecting the policy, you may see additional fields to complete:
      • Open – The file is immediately available.
      • Open with Embargo – The file will be available after an embargo period. Select the end date for the embargo, or select a relative time period for the embargo, starting from the publication date. The date that the embargo expires is displayed in the Embargo Expiry Date column to help calculate the open access indicator and to help you determine until when the embargo is in force.
      • Restricted – The file is visible to associated researchers but not available, except by request. Enter a reason for the restriction.
      • Closed – The file is not available to researchers. Enter a reason for the restriction.
      • Locally defined – Select a local access policy and enter a reason.
    3. Select Set Access Rights.

    You can also manage the access rights when editing the file information.

    Repository managers can generate a temporary link to an access-restricted file, which will grant access to the file for a certain period of time to the requester. 

    To create a temporary link, in the Asset Details > Files tab, select a file(s) and click Generate Temporary Link, or click on the ellipsis menu of an individual file and select Generate Temporary Link. Then choose an expiry date and click Generate.

    Generate Temporary Link_1.png

    Generate Temporary Link

    Choose Expiry Date.png

    Choose expiry date

    When the link is generated, it appears in a pop-up. If more than one file was selected, the link will be to a zip file containing the links to the individual files.

    Temporary Link Pop-Up.png

    Temporary link
    Contributors Section

    Add additional contributors in the Contributors section.

    To add a locally defined or external research academic unit or any other group as a contributor:

    1. Select Add group contributor. A pane appears.
    2. Enter the organization in Affiliation.
    3. Select the type of contribution. This list can be configured by an administrator; see Configuring Contributor Types.
    4. Select Add and close.

    To add a locally defined researcher as a contributor:

    1. Select Add contributor. A pane appears.
    2. Select Search existing.
    3. Enter or select the researcher in Choose researcher.
    4. To add and use a name variant for the researcher, select Update researcher name on asset and enter at least the last name.
    5. Select the type of contribution.
    6. Select Add and close.

    To add any other person as a contributor:

    1. Select Add contributing. A pane appears.
    2. Select Create non-affiliated.
    3. Enter the user's first and last name (mandatory). Optionally add a middle name and/or a name suffix.
    4. Optionally select an external research organization in Affiliation.
    5. Optionally enter the person's ORCID number.
    6. Select the type of contribution.
    7. Select Add and close.

    To edit a creator or contributor:

    1. Select Edit in the row actions list of the person. The Edit creator / Edit contributor pane appears.

      edit_creator.png

      Edit Creator Pane
    2. Optionally select from an existing name variant, or add a new name variant, to display in the asset instead of the primary name. When adding a name variant, last name is mandatory.
    3. Optionally select a new role.
    4. Optionally select another internal or external affiliation, to display in the asset instead of the primary affiliation.
    5. Select Done.

    Once you have one row in the table, you can replace a researcher by selecting Replace in the row actions list for that researcher.

    Once you have more than one row in a table, you can move one or more of them. Either drag and drop a row by selecting and dragging the drag and drop icon, or perform the following steps:

    1. Select one or ore rows in the table
    2. Select Move selected. A pane appears.
    3. Select whether to move the selected rows to the top or bottom of the table, or before a specific other row in the table.
    4. Select Move Selected.

    If this asset was imported, some of the contributors may have been matched by the import process. In this case, these people are considered only tentatively matched until you approve them. Two columns related to this feature appear for each person: Match status, indicating the certainty of the match, and Approve match.

    • To approve a single contributor match, indicate this in the Approve match column.
    • To match all contributors, select Approve all contributor matches.
    Links for Remote Access Section

    Add any links, as required. When adding a link, you can select a type for the link. To configure these options, see Configuring Research Asset File and Link Types.

    When adding or editing a link, enter the following fields:

    • URL – The link to the output.
    • Link title – The text to display for the link.
    • Ownership – Select Institution for a link to a local resource or External for a link to an external resource.
    • Content type – Optionally select an output status. To configure these types, see Configuring Research Asset File and Link Types.
    • Description – Optionally enter a description.
    • Choose access right policy – Apply an asset right to the link.
      • Open – The file is immediately available.
      • Embargo – The file will be available after an embargo period. Select the end date for the embargo, or select a relative time period for the embargo, starting from the publication date. The date that the embargo expires is displayed in the Embargo Expiry Date column to help calculate the open access indicator and to help you determine until when the embargo is in force.
      • Restricted – The file is visible to associated researchers but not available, except by request. Enter a reason for the restriction.
      • Closed – The file is not available to researchers. Enter a reason for the restriction.
      • Locally defined – Select a local access policy and enter a reason.
      See Configuring Esploro Access Rights.
    • Select license – Apply a license to the link. See Configuring Esploro Licenses.
    • Display in Viewer – opens the link in a viewer. If cleared, the link displays in the browser.
    • Supplemental – select to indicate that the link is supplemental, which prevents these links from being taken into consideration when determining the open access status of the asset. When this checkbox is selected, an icon supplemental_icon_image.png appears next to the link.

    link_information.png

    Link Information
    Statuses and Dates Section

    Add any relevant dates. Some of these dates are not available for certain categories and/or types.

    The list of types includes: accepted for publishing, availability date, copyright date, date collected, date created, date issued, date presented, date valid, first online publication, other, posted to a pre-print archive site, published (calendar date or season), submitted, or updated.

    Description and Research Topics Section

    Add an abstract, as required.

    Select one or more predefined primary and secondary topics to associate with the deposit in Description and research topics. If any of your topics is not predefined, enter a comma-separated list of topics in Additional subjects.

    For Additional subjects, you can enter multiple values, separating each value with a comma.
    Access Rights and Licenses Section

    Select a predefined access rights policy and/or attach a predefined license. The access rights policy you select determines when the asset's files are available to view when a specific file does not have its own access rights policy defined. To select the access rights policies and/or licenses for individual files associated with the asset, see the Files section.

    The license type informs the reader of any license requirements attached to the asset (but does not have any other effect). To configure these options, see Configuring Esploro Access Rights and Configuring Esploro Licenses.

    To add a license:

    In Select license, select the relevant access license to apply to the selected files.

    To add an access rights policy:

    In Choose Access Rights Policy, select the relevant access right policy to apply to the selected files. After selecting the policy, you may see additional fields to complete:

    • Open – The asset is immediately available.
    • Open with Embargo – The asset will be available after an embargo period. Select the end date for the embargo, or select a relative time period for the embargo, starting from the publication date.
    • Restricted – The asset is visible to associated researchers but not available, except by request. Enter a reason for the restriction.
    • Closed – The asset is not available to researchers. Enter a reason for the restriction.
    • Metadata and files are closed – TBD
    • Locally defined – Select a local access policy and enter a reason.

     

    Comment Section

    Add an optional comment.

    Local Field Names Section

    When defined by your library, you can enter 1-15 fields of free text information relevant to the asset. Use these fields to enter additional information not available in any of the other sections.

    To configure these fields, see Configuring Local Asset Fields.

    • Was this article helpful?