1. Training by the Office of Library and Information Services Contact for more information: karen.gardner- athey@suny.edu or laura.murray@suny.edukaren.gardner- athey@suny.edu Office of Library and Information Services Created by Victoria Ossenfort

2. What is the SUNY Digital Repository?SUNY Digital Repository ▫ A digital archive used to collect, manage, maintain and disseminate the intellectual output associated with SUNY. Introduction

3. Lesson 1: Getting Started ▫ Creating an account ▫ Logging in ▫ Updating your profile ▫ Navigating the site Lesson 2: User Overview ▫ Uploading/Submitting an Item ▫ Editing an Item ▫ Viewing Submissions Lesson 3: Administrator Overview ▫ Administrating a Submission Workflow Lesson 4: Getting Help ▫ SUNY Digital Repository Support SUNY Digital Repository Support ▫ Submit a Help RequestHelp Request Training Outline

4. At the end of this lesson, you will be able to: Create an account Log into the SUNY Digital RepositorySUNY Digital Repository Update your profile Navigate the site Lesson 1: Getting Started

5. Creating an account Lesson 1: Getting Started

6. Go to dspace.sunyconnect.suny.edudspace.sunyconnect.suny.edu Click ‘Login’ (top-right corner) Under Register New User, below the Sign in button, click ‘Click here to register.’ Creating an Account

7. Lesson 1: Getting Started Enter your Email Address in the space provided Please Note: the email address that you enter will be used as your login name Click the ‘Register’ button You will see a message stating that a Verification Email has been sent to the email address that you provided. Creating an Account Continued

8. Lesson 1: Getting Started The verification email that you will receive will contain a link. To complete the registration process, please click the link. This action will bring you to a ‘New user registration’ page in the SUNY Digital Repository where you will create your user profile. Creating an Account Continued

9. Lesson 1: Getting Started The ‘New user registration’ page allows you to create your user profile. Please enter: Your first name Your last name Your telephone number Your language preference A password restriction: 6 characters minimum Confirm the password Once all fields have been filled out, please click the ‘Complete Registration’ button at the bottom. Creating an Account Continued

10. Logging in Lesson 1: Getting Started

11. Go to dspace.sunyconnect.suny.edudspace.sunyconnect.suny.edu Click ‘Login’ (top-right corner) Enter the email address that you provided when you registered for an account. Enter your password Click the ‘Sign in” button” Logging In

12. Updating your profile Lesson 1: Getting Started

13. To edit/update your profile, from the Homepage please click ‘Profile’ under ‘My Account’. Updating Your Profile

14. Lesson 1: Getting Started Once you have made changes to your profile, click ‘Update Profile’. Here, you may also subscribe to collections to receive daily e- mail alerts of new items added. You can subscribe to as many collections as you wish. Select the collection from the drop-down menu and then click Add. Do this for each collection that you want to subscribe to, individually Updating Your Profile

15. Lesson 1: Getting Started Here is an example of an email that you would receive from being subscribed to a collection. The title of the email will be ‘DSpace Subscription’ and it will be sent from dspace-noreply@sunyconnect.suny.edudspace-noreply@sunyconnect.suny.edu Updating Your Profile

16. Navigating the site Lesson 1: Getting Started

17. Navigating the Site: What is a Community? ▫ The SUNY Digital Repository is comprised of Communities – the highest level of the content hierarchy. ▫ Each community contains descriptive metadata about itself and the collections contained within it. What is a Collection? ▫ Each community in turn have collections which contain items or files. ▫ Collections can belong to a single community or multiple communities ▫ As with communities, each collection contains descriptive metadata about itself and the items contained within it

18. Lesson 1: Getting Started How to browse items: On the homepage you can: Search by keyword View the list of Communities & select one to browse Click ‘Communities & Collections’ to view a comprehensive list of the communities & collections hierarchy Browse the repository by Issue Date Browse the repository by Authors Browse the repository by Titles Browse the repository by Subjects Navigating the Site:

19. At the end of this lesson, you will be able to: ▫ Upload/Submit an Item ▫ Edit an Item ▫ View Submissions ▫ Please note: your account must have submitter privileges in order to submit an item to a collection. Lesson 2: User Overview

20. Upload/Submit an Item Lesson 2: User Overview

21. Navigate to the SUNY System Administration community from the homepage. Click on the SUNY Educator Preparation Network sub- community. The direct link to this sub-community is: https://dspace.sunyconnect.suny.edu/handle/1951/65102 Locate a collection from the list that you would like to submit an item to. Upload/Submit an Item

22. Lesson 2: User Overview Please note: your account will need permission to upload/submit items to a collection. Click the ‘Submit a new item to this collection’ button Upload/Submit an Item

23. Lesson 2: User Overview Describe the item that you are submitting by providing information about: The author/s Add each author individually by clicking the ‘Add’ button The title/s Add each title individually by clicking the ‘Add” button The date of issue Upload/Submit an Item

24. Lesson 2: User Overview Continue to describe the item that you are submitting by providing information about: The publisher A citation Series or report number Add multiple numbers individually Identifiers Add multiple identifiers individually Select the type(s) of content of the item. To select more than one value in the list, you may have to hold down the "CTRL" or "Shift" key. Upload/Submit an Item

25. Lesson 2: User Overview Select the language of the main content of the item. Click the ‘Next >’ button Upload/Submit an Item

26. Lesson 2: User Overview Continue to describe the item that you are submitting by providing information such as: Subject Keywords An abstract Sponsors A description Click the ‘Next >’ button Upload/Submit an Item

27. Lesson 2: User Overview Click the ‘Choose File’ button to select a file to upload. Click the ‘Upload file & add another’ if you would like to include more than one file. Add a file description Click the ‘Next >’ button Upload/Submit an Item

28. Lesson 2: User Overview Review Your Submission Click the ‘Correct one of these’ button to make a change if necessary Click the ‘Next >’ button Upload/Submit an Item

29. Lesson 2: User Overview License Your Work If you wish, you may add a Creative Commons License to your item. Creative Commons licenses govern what people who read your work may then do with it.Creative Commons License Types: Public Domain CC0 Creative Commons No Creative Commons license For more information about Creative Commons Licenses: https://creativecommons.org/licenses/ Click the ‘Next >’ button Upload/Submit an Item

30. Lesson 2: User Overview There is one last step: In order for DSpace to reproduce, translate and distribute your submission worldwide, you must agree to the terms of our distribution license. Select the checkbox next to ‘I Grant the License’ Click the ‘Complete Submission >’ button Upload/Submit an Item

31. Lesson 2: User Overview Now that your submission is complete, you can go to the submissions page to see a list of your submissions or submit another item. Upload/Submit an Item

32. Edit an Item Lesson 2: User Overview

33. Locate the item that you wish to edit Click the ‘Edit this item button’ Edit an Item

34. Lesson 2: User Overview Click the ‘Item Metadata’ tab to edit the information provided when submitting the item. Edit an Item

35. Lesson 2: User Overview Edit the item as needed. Please note: you must scroll to the bottom and click the ‘Update’ button to save your changes. You can only edit items that you submitted or were granted permission to edit. Edit an Item

36. Lesson 2: User Overview Click the ‘Item Bitstreams’ tab to edit the file/s associated with the item. Here you can add additional files to the item & you can also delete files associated with an item. You should only be making edits to the file/s listed under Bundle: ORIGINAL Edit an Item

37. View Submissions Lesson 2: User Overview

38. Under ‘My Account’ (left navigational menu) Click the ‘Submissions’ link View Submissions

39. Lesson 2: User Overview Here you can view all of your submissions. View Submissions

40. At the end of this lesson, you will be able to: ▫ Setup and administer a Submission Workflow  Add submitters to a collection  Create an accept/reject/edit metadata workflow by adding administrators  Claim a task for review  Accept an item submission  Reject an item submission  Edit the Metadata of an item submission Please note: your account must have administrative privileges in order to setup a workflow. Lesson 3: Administrator Overview

41. ▫ Setup and administer a Submission Workflow  Add submitters to a collection Lesson 3: Administrator Overview

42. Navigate to the SUNY System Administration community from the homepage. Click on the SUNY Educator Preparation Network sub- community. The direct link to this sub-community is: https://dspace.sunyconnect.suny.edu/handle/1951/65102 Locate a collection from the list that you would like to setup a submission workflow for. Setup/administer a Submission Workflow

43. Lesson 3: Administrator Overview Once you have located the collection that you would like to work with, click the ‘Edit Collection’ link. Setup/administer a Submission Workflow

44. Lesson 3: Administrator Overview In the Assign Roles tab, next to ‘Submitters’, click the ‘Create’ button. This will allow you to add users to the submitter group for this collection. Setup/administer a Submission Workflow

45. Lesson 3: Administrator Overview On this page you can search for members to add by email address in the space provided. Alternatively, you can search ‘E-People’ or ‘Groups’ if you do not know the email address of the member you would like to add. Setup/administer a Submission Workflow

46. Lesson 3: Administrator Overview Once you have successfully located a member to add, the ID, Name and Email should be displayed above ‘Members’. Click the ‘Add’ button to the add the member to the list of submitters. Add as many members as needed, individually. Setup/administer a Submission Workflow

47. Lesson 3: Administrator Overview Once all members have been added to this list, click the ‘Save’ button to save your changes. Setup/administer a Submission Workflow

48. Lesson 3: Administrator Overview You can edit the list of submitters anytime by clicking the link next to ‘Submitters’ Setup/administer a Submission Workflow

49. Setup and administer a Submission Workflow ▫ Create an accept/reject/edit metadata workflow by adding administrators Lesson 3: Administrator Overview

50. Now you can add users responsible for editing the metadata of incoming submissions, and accepting or rejecting items. Click the ‘Create’ button next to the Accept/Reject/Edit Metadata Step section. Setup/administer a Submission Workflow

51. Lesson 3: Administrator Overview On this page you can search for members to add as collection administrators by email address in the space provided. Alternatively, you can search ‘E-People’ or ‘Groups’ if you do not know the email address of the member you would like to add. Setup/administer a Submission Workflow

52. Lesson 3: Administrator Overview Once you have successfully located a member to add, the ID, Name and Email should be displayed above ‘Members’. Click the ‘Add’ button to add the member to the list of collection administrators for the submission workflow. Add as many members as needed, individually. Setup/administer a Submission Workflow

53. Lesson 3: Administrator Overview Once all members have been added to this list, click the ‘Save’ button to save your changes. Setup/administer a Submission Workflow

54. Lesson 3: Administrator Overview You can edit the list of collection workflow administrators anytime by clicking the link next to ‘Accept/Reject/Edit Metadata Step’ Setup/administer a Submission Workflow

55. ▫ Setup and administer a Submission Workflow  Claim a task for review Lesson 3: Administrator Overview

56. As a collection administrator, you will receive email notifications when new items have been submitted and are pending review. Click the link in the email to view the pending submission/s. Setup/administer a Submission Workflow

57. Lesson 3: Administrator Overview Alternatively, you can navigate to pending submissions by clicking ‘Submissions’ under ‘My Account’. Setup/administer a Submission Workflow

58. Lesson 3: Administrator Overview As a collection administrator, you will see a section dedicated to workflow tasks at the bottom of the submissions page. ‘Tasks in the pool’ are items that need to be reviewed. You must claim the task to eliminate duplicate efforts and prevent other collection administrators from reviewing the item. Click the checkbox to select the item/s that you wish to claim. Then click the ‘Take selected tasks’ button. Setup/administer a Submission Workflow

59. ▫ Setup and administer a Submission Workflow  Accept an item submission Lesson 3: Administrator Overview

60. Once you have claimed a task you will see it listed under ‘Tasks you own’ Click on the task link to review the item. Setup/administer a Submission Workflow

61. Lesson 3: Administrator Overview If you have reviewed the item and it is suitable for inclusion in the collection, click the ‘Approve item’ button. Setup/administer a Submission Workflow

62. ▫ Setup and administer a Submission Workflow  Reject an item submission Lesson 3: Administrator Overview

63. If you have reviewed the item and it is not suitable for inclusion in the collection, click the ‘Reject item’ button. Setup/administer a Submission Workflow

64. ▫ Setup and administer a Submission Workflow  Edit the Metadata of an item submission Lesson 3: Administrator Overview

65. If you have reviewed the item and would like to edit the metadata associated with the item prior to submission approval, click the ‘Edit metadata’ button. Setup/administer a Submission Workflow

66. At the end of this lesson, you will be able to: ▫ Locate the SUNY Digital Repository Support siteSUNY Digital Repository Support ▫ Submit a Help RequestHelp Request Lesson 4: Getting Help

67. ▫ Locate the SUNY Digital Repository Support siteSUNY Digital Repository Support Lesson 4: Getting Help

68. The SUNY Digital Repository Support site is located here: http://www.sunyconnect.suny.edu/dspace/ http://www.sunyconnect.suny.edu/dspace/ On this site, you can: Find out more about the SUNY Digital Repository in the ‘About’ sectionSUNY Digital Repository Find useful information for getting started in the repository in the ‘Get Started’ section ‘Get Help’ ‘Contact Us’ to provide feedback Also, clicking the SUNY Digital Repository logo on this site will bring you directly to the repository.SUNY Digital Repository Locate the SUNY Digital Repository Support site

69. ▫ Submit a Help RequestHelp Request Lesson 4: Getting Help

70. Click the ‘Get Help’ link on the top-right of the site Submit a Help Request

71. Lesson 4: Getting Help Click the ‘Help Request’ button to submit a help request. Submit a Help Request

72. Lesson 4: Getting Help Clicking the ‘Help Request’ button will bring you to the SUNY Connect FootPrints ticketing system. Please enter your Email Address and press Enter. Submit a Help Request

73. Lesson 4: Getting Help Please Click ‘New Request’ and then fill out the information as needed to submit a ticket. Submit a Help Request

74. Lesson 4: Getting Help Please fill out the information as needed. Be sure to click the ‘Save’ button when complete. Submit a Help Request

75. ▫ Presentation:  http://www.sunyconnect.suny.edu/dspace/training/SDR.pdf http://www.sunyconnect.suny.edu/dspace/training/SDR.pdf ▫ SUNY Digital Repository:  https://dspace.sunyconnect.suny.edu/ https://dspace.sunyconnect.suny.edu/ ▫ SUNY Digital Repository Support site:  http://www.sunyconnect.suny.edu/dspace/ http://www.sunyconnect.suny.edu/dspace/ ▫ Help Request site:  https://service.sunyconnect.suny.edu/footprints/help.html https://service.sunyconnect.suny.edu/footprints/help.html Resources