Valpo Scholar Uploading Records

Department: Circulation

Procedure: Uploading Records to Valpo Scholar

Purpose: The purpose of the following procedure is to keep Valpo Scholar content accurately updated to ensure access to student and faculty research.

Overview: The following procedure outlines the proper method of creating records in Valpo Scholar including inputting author information, uploading abstracts, and linking the record to full text when available.

Required Knowledge/Skills: Knowledge of Valpo Scholar website layout

Safety Issues/Precautions: N/A

Equipment/Supplies: Computer with internet access, administrative access to Valpo Scholar, access to the S: drive

Note: This set of instructions is only for Valparaiso University Conferences, NOT for faculty presentations, unless they occurred at a Valparaiso University conference.

Required Access Needed: In order to upload to Valpo Scholar, user must be set up as an administrator to the Conference series to which the file belongs. Either the Valpo Scholar Administrator or a Client Services Representative at Bepress can add administrators to specific series.

Procedure

1. Locate the Conference Proceedings folder in the S: / drive.

          a. S:\CCLS\ValpoScholar\Conferences

       2. Open “Permissions_Tracking_CONFERENCES” spreadsheet.

         a. Locate the “Linked” and “Archived” tabs at the bottom of spreadsheet.

      3. Locate any records that have not been Linked or Archived.

         a. Such records will not have a “Staff – 4” or “Date Archived” or “Date Linked” in the last fields on
        spreadsheet (not needed for student conferences).

      4. Locate files in the “Permissions Checked” folder of in the specific conference you are archiving

        a. example: S:\CCLS\ValpoScholar\Conferences\Celebration of Undergraduate Scholarship\Documents\Permissions-Checked\13Spring

      5. Open a web browser and go to the Valpo Scholar site.

        a. The Valpo Scholar website can be found here:[[http://scholar.valpo.edu/]]

      6. Click “My Account” in the upper left hand corner.

        a. If you have already created an account, log in using your Valpo email address and password.

        b. To create an account, click “Sign Up” under “Create New Account” on the right half of the screen.

           i. Complete the sign up form. You must use your Valpo email address.

      7. Once you have logged in, locate the conference series to which you will create/upload records.

        a. Under “Site Administration Tools”, select the appropriate conference from the drop-down menu labeled “Upload document”.

           i. Example: “Celebration of Undergraduate Scholarship”

        b. Click “Upload”.

     8. Using the full-text and abstract of the conference proceeding, fill in as many fields as possible, including non-required fields.

         a. If you do not finish the form for the conference proceeding and wish to save your progress, you must fill
         in at least the required fields

         b. For “Author’s Name”, it is best NOT to use the “Search” field. Instead, fill out fields below that with author
         information. Email address is NOT required.

         c. For “Keywords” field, use author-supplied keywords or use LC classification. These are separated by commas
        and are limited to fifteen (15).

         d. Use the best “Subject Categories,” according to the full-text and to the abstract

         e. Enter entire abstract into the “Abstract” field.

             i. If you copy the abstract from another document, make sure that the formatting (spacing, characters) is
             corrected on the Valpo Scholar field.

             ii. If no abstract exists, copy and paste an introductory paragraph or summary from full-text. Add “(Excerpt)”
             before text of abstract in abstract field.

          f. Enter any restrictions

              i. See “Notes” column of either “Linked” or “Archived” spreadsheet on the Copyright spreadsheet for Conferences
              into the comment field.

          g. If author’s consent has not been given (see Permissions_Tracking spreadsheet), “Full-Text Link is to abstract only”
          should be put into the “Comments” field. This would also be the place to specify if we have an edited version of the
          document or if the full-text is restricted to only Valpo community.

              i. S:\CCLS\ValpoScholar\Conferences\ Permissions_Tracking_CONFERENCES

          h. Upload the file.

               i. If record for Conference is located on the “Archived” spreadsheet, you will select “Upload file from your computer.”

               ii. If record for Conference is located on the “Linked” spreadsheet, you will select “Upload file from your computer”
               UNLESS “Notes” field on Permissions_Tracking spreadsheet indicates an Internet link. If that is the case, you will
              use “Link out to file on remote site.”

           I. You will likely never use “Import file from remote site” for Conferences.

               i. For Restricted Conferences (example: EBPRs), attach full-text, original version as primary file. If there is
              an edited version of the document, select “Additional Files.”

          j. If a Powerpoint or other file supplements the conference proceeding, select “Additional Files”

          k. Click “Submit”.

    9. Update the record (not needed for student conferences)

          a. Once you have completed the upload to ValpoScholar, go back to “Permissions_Tracking_CONFERENCES” spreadsheet

          b. Change “Linked” or “Archived” fields (depending on the type of upload) to “Yes”

          c. Fill in the “Staff – 4” and “Date Archived” or “Date Linked”

          d. Save the document