Changing one year campus access titles to open access in ScholarWorks

A. Preliminary

This procedure applies to recent dissertations and theses entered into ScholarWorks by the authors. As of 2014, each author can opt to make his or her dissertation Campus Access only for a period of one or five years. (Note that some works have both restricted access and an embargo period. Some will become open access before their embargo period is up, and some will remain campus access after the embargo period is lifted.)

Click on the following URL:

ScholarWorks Dissertations and Theses

Click My Account at the top right-hand corner, and log in. NOTE: Managerial permissions are needed for accomplishing this task!

There are two ways to access Manage functions:

First Method

  1. SCROLL DOWN to DOCTORAL DISSERTATIONS (Series dissertations_2/) or to MASTERS THESES (Series masters_theses_2/)
  2. Click Manage Dissertations or Manage Theses underneath these titles.

Second Method

  1. Click on the URLs for: Doctoral Dissertations or Masters Theses
  2. Click Manage Dissertations or Manage Theses in the black bar at the top of the screen.

B. Process

  1. Click Batch revise Excel on left side of window.
  2. Under the window for Batch Revise Go to 1. Generate a spreadsheet of current data etc., click the Generate button. Wait for it to download. NOTE: It will show as pending under Spreadsheet History; screen may need to be refreshed after a while.
  3. When Download instruction appears, click to open spreadsheet.
  4. Click “Enable editing” and copy to personal folder. It will appear with a name similar to the following: “Copy of dissertations_2_1.xls_Fri_Sep_27_13_49_18_2019part_1-2. NOTE: IMPORTANT! Make no changes to this “copy spreadsheet” other than cutting and pasting the necessary revisions! The copy spreadsheet will be used for upload back into ScholarWorks.
  5. Create a working spreadsheet. Copy the downloaded spreadsheet a second time to personal folder, under new name (i.e., Dissertations_Sept2019_openaccess) NOTE: Do all manipulations required for revising and checking on this “working spreadsheet”!
  6. In working spreadsheet, go to DATA/Sort, verify that “my data has headers” is checked, and sort column for document_type found near the beginning, e.g. Column C or D. Insert 1 or more blank rows at the top and bottom of the grouping of entries labeled “campusone” making sure that all rows have an entry in this column.
  7. Highlight top cell of separated section, remove check from “my data has headers” and sort section by degree_year (probably Column G or I).
  8. Highlight all “campusone” titles dated a year or more ago, checking the column for award_month to fine-tune the date range.
  9. Using Find/Replace, replace campusone with openaccess for the highlighted titles.
  10. Remove the blank rows inserted in Step 5, go to Data/Sort and recheck “my data has headers,” and sort by context_key, using Order A-Z; column will be near the far right side of the spreadsheet). This will return the working spreadsheet to its original sorted form. Save.
  11. SAFETY CHECK no.1: Insert a blank column beside the context_key column in the working spreadsheet, highlight the context_key column from the copy spreadsheet, copy it, and paste into the blank column in the working spreadsheet. Use Find&Select/Go to Special…/Row differences to make sure these columns are identical. IMPORTANT: Do not disturb the copy spreadsheet other than copying the context_key column!
  12. If the context_key columns are identical, copy the entire document_type column from the working spreadsheet, into the document_type column of the copy spreadsheet. Save the copy spreadsheet.
  13. SAFETY CHECK no.2: Insert a blank column into the working spreadsheet beside the document_type column, copy the newly-revised document_type information from the copy worksheet into it, and compare with Row differences. If identical, everything is OK. Close the working spreadsheet.

C. Final Step

  1. Return to the ScholarWorks/Batch Revise window and go to 4. Upload revised spreadsheet, click the Browse… button, choose “copy spreadsheet from personal folder,” click Upload.
  2. Troubleshooting errors: If errors are present in the spreadsheet, a message will appear in the Batch Revise window, indicating which row(s) contain the error. Investigate on the working spreadsheet. NOTE: A probable source for erroneous characters will be the Abstract column. Paragraphs are indicated in this column by <p> (start) and </p> (end). Abstracts can contain more than one paragraph! Review entire text for peculiarities.
  3. If something strange is found, correct in the working spreadsheet, copy the cell and paste into the copy spreadsheet. NOTE: The row height may expand when doing this; readjust to match the other rows through Format/Cell Size/Row Height. Save.
  4. Repeat Upload.
  5. Emails will provide notification when the upload is received, and when processing has been completed. After receiving the second email, update the site by clicking Update ir_etd (can also be done through the email link). This completes the job.
  6. Schedule for changing campusone to openaccess: Optimally 3 times/year (approx. May, September, and February) or twice per year (approx. August, February) for ETD's dated a year or more earlier.
  7. When everything is done: Send notification to the Sue Mellin at the graduate school, with cc's to Meghan and Erin Jerome.

Primary contact: Lucy deGozzaldi.

changing_one_year_campus_access_titles_to_open_access.txt · Last modified: 2020/04/27 15:36 by ldegozzaldi
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