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    Adding Staff-Mediated Research Deposits - ETD

    This page describes the asset details for staff mediated research deposits for ETDs. This page displays stage 2 of of the new deposit wizard (see Adding Electronic Theses and Dissertations (ETD) Deposits).

    Header of asset details page for ETD - second stage of the new deposit wizard.

    Asset Details: ETD

    For external ETDs, see Adding Staff-Mediated Research Deposits - External ETD. For details on adding generic research deposits, see Working with Research Deposits. For a video showing how to deposit new research assets see here.

    The various sections on the asset details page for ETD staff mediated research deposits are described below.

    Deposit Section

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

    • ETD depositor – Prefilled from the previous page.
    • Degree grantor (mandatory) – Department that awarded the degree.
    • Awarding academic unit (mandatory) – 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 (mandatory) – 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.
    • Handle - Add a handle identification number to the asset. You can add one manually or select the Generate Handle PID button to add an identifier automatically. For more information, see also Configuring Handle Server Integration.

    Files

    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:
    1. Select the file/s.
      License file checkbox is selected.
    2. Select Manage license.
    3. 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 from the row actions menu.
    To edit file information:
    1. Select Edit File Information from the row actions menu for a file. A pane to edit the file information appears.

      File information pane with the focus on the Save button.

      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.
    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.

    Generate Temporary Link to a File

    This option only appears after saving the deposit and then going back into the asset to view/edit it.

    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 option selected in the row actions menu.
    Generate Temporary Link
    Choose expiry date in URL Expiry Date field.

    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 message that appears after link is generated.
    Temporary Link Message

    Links for Remote Access

    Add 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.

    To add a link:
    1. Select Add Link.
    2. Enter the information. The following list describes the options:
    • 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 – Select an output status. To configure these types, see Configuring Research Asset File and Link Types.
    • Description – 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 that appears next to the link. appears next to the link.

    Link Information dialog box with URL as compulsory field.

    Link Information

    Authors

    Adding Authors

    To add an author:
    1. Select Add author. A lookup list displays.
    2. Select the author from the list of existing users or select the Add author not in user list button. Added authors that are not in the existing user list are added as metadata and not as unaffiliated researchers.
    3. If required, update the author name that will appear on the asset by selecting the Update author name on asset button. The Edit name for asset pane displays where you can enter the information. 
    4. Select Add to add the author to the asset and then select another author, or Add and close to add the author and close the pane.
      The "Edit name for asset" pane with the options to "Add" or "Add and Close".
    A researcher with the same role can be associated only once with the asset.

    You can only add (or link to) a researcher in the authors list once. In addition, you cannot add a researcher who is already a contributor to this asset.

    Linking/Unlinking Authors to Researchers

    From the row actions menu you can link the author to a researcher, meaning that this asset will appear in the list of researcher's assets, can appear in their profile, etc. This is useful for example for an author who was not a researcher at the time of writing, but later became a researcher.

    Editing and Deleting Authors

    You can edit authors by selecting Edit from the row actions menu.
    Edit Author pane with Save selected by default.

    You can delete authors and contributors by selecting Delete from the row actions menu. Owners cannot be deleted. The email is only editable for authors that are not researchers.

    Reordering Authors

    You can reorder the position of authors by dragging them up or down.
    Drag researcher to a different location.

    Drag Author to New Position

    Contributors

    Adding Contributors

    To add a researcher as a contributor:
    1. Select Add contributor. A pane appears.
      Search existing option selected in pane that appears after selecting "Add contributor".
    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 to add the researcher and then enter another researcher, or Add and close to add the researcher and close the pane.
    If the researcher is not found via "Choose researcher":
    1. Select Add contributor.
    2. Select Create non-affiliated.
      Create non affiliated researcher pane with "Add and close" button selected.
    3. Enter the contributor's details. The last name is mandatory. Optionally add a first and 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 Contributor role. 
    7. Select Add to add the contributor and then enter another contributor, or Add and close to add the contributor and close the pane.
    To add a group/organization as a contributor: 

    You can add a group or organization as a contributor.

    1. Select Add group contributor. A pane appears.
    2. Enter the organization/group name.
    3. Select the Contributor role from the list. This list can be configured by an administrator; see Configuring Contributor Types.
    4. Select Add to add the group and then enter another group, or Add and close to add the group and close the pane.

    Editing and Deleting Contributors

    You can edit contributors by selecting Edit from the row actions menu. 
    Edit Group Contributor pane with Save selected by default.

    Edit Group Contributors

    You can delete contributors by selecting Delete from the row actions menu.

    You cannot add a researcher who is already an author for this asset.

    Reordering Contributors

    You can reorder the position of contributors by dragging them up or down.
    Drag contributor to a different location.

    Drag Contributor to New Position

    You can also move a contributor to a new position by selecting the contributor and then selecting Move selected.

    Match Status for Contributors

    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 OR Review column.
    • To match all contributors, select Approve all contributor matches.

    Statuses and Dates

    Add any relevant dates: approval date, availability date, date manuscript completed, date of defense, degree award date, or submitted.

    When registering an ETD in CrossRef, if no approved date is provided, Esploro automatically fills out the degree date in the Approved Date field.

    Description and Research Topics

    Add an abstract, as required.

    You can select one primary, one secondary and multiple research topics to associate with the deposit in the Description and Research Topics section. 

    For Additional subjects, you can enter multiple values, separating each value with a comma.

    Access Rights and Licenses

    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 restricted - Metadata and files are closed.
    • Locally defined – Select a local access policy and enter a reason.

    Access Rights and License (Asset Level)

    Select the license and set the access rights policy for the asset.

    Access rights and license options at the asset level.

    Access Rights and License (Asset Level)
    In general the access rights at the asset level override the access rights at the file and link level. However if the file access rights are closed or restricted, then the file access rights overrides the asset access rights.

    Asset Grants and Funders

    Select existing grants or add a new grant or funder to associate with this asset.

    To select an existing grant, select Add Grant or Funder, select Select Grant, enter or select the grant in Researcher Grants (if the owner of the asset is not listed on a grant, there are no suggestions; see Managing Grant Information), or in All grants, and select Add and close.

    If a grant does not exist, you can create a new one and associate it with the asset. Select Add Grant or Funder, select Create Grant, enter the grant ID (mandatory) and grant name (optional), enter or select the funder (mandatory), and select Add and close.
    The "Create grant" option is selected and the message informing that fields were auto populated is displayed.
    Create Grant

    If you do not have specific grant information, you can associate the asset only to a funder. Select Add Grant or Funder, select Funder Only, select the funder (mandatory), and select Add and close.

    Asset Grants and Funders dialog box: Funder  only" selected after selecting "Add grant or funder".

    Funder Only

    You can also optionally add a note relevant to all grants in Grant Note.

    Relationships

    Select Add Relationship to add a relationship to the asset. 

    Add relationship dialog box with Choose Asset and Relationship Type options.

    Add Relationship

    Select the asset and type of relationship.

    Comment

    Add an additional comment.

    Local Fields

    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.

    Researcher Acceptance of Deposit Policy

    Ensure that the student agrees to the deposit policy and select this field when creating the deposit.

    When selected, additional fields appear.

    • Policy accepted – The name of the policy that the student accepted.
    • Date policy accepted – The date that the student accepted the policy.
    • Note – After selecting a date, you can enter any additional notes in this field.
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