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changing_one_year_campus_access_titles_to_open_access [2016/02/09 16:16]
changing_one_year_campus_access_titles_to_open_access [2020/04/27 15:36] (current)
ldegozzaldi [Changing one year campus access ETDs to open access in ScholarWorks]
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-Changing one year campus access titles to open access 
-Login to ScholarWorks+==== Changing one year campus access titles ​to open access in ScholarWorks ​====
-Click on Doctoral Dissertations May 2014 – current+=== A. Preliminary ===
-Click on manage ​dissertations+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 batch revise excel+Click on the following URL:
-Generate a spreadsheet of current data from Doctoral ​Dissertations ​May 2014 – current+[[https://​scholarworks.umass.edu/​etds/​|ScholarWorks ​Dissertations ​and Theses]] ​
-Wait for it to download ​+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__ 
 +  - SCROLL DOWN to **DOCTORAL DISSERTATIONS** (Series dissertations_2/​) or to **MASTERS THESES** (Series masters_theses_2/​) 
 +  - Click __Manage Dissertations__ or __Manage Theses__ underneath these titles. 
 +__Second Method__ 
 +  - Click on the URLs for: [[https://​scholarworks.umass.edu/​dissertations_2/​|Doctoral Dissertations]] or [[https://​scholarworks.umass.edu/​masters_theses_2/​|Masters Theses]] 
 +  - Click __Manage Dissertations__ or __Manage Theses__ in the black bar at the top of the screen. 
 +=== B. Process === 
 +  - Click **Batch revise Excel** on left side of window. 
 +  - 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.** 
 +  - When Download instruction appears, click to open spreadsheet.  
 +  - 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.** 
 +  - 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"​!** 
 +  - 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. 
 +  - Highlight top cell of separated section, remove check from "my data has headers"​ and sort section by **degree_year** (probably Column G or I). 
 +  - Highlight all "​campusone"​ titles dated a year or more ago, checking the column for **award_month** to fine-tune the date range. 
 +  - Using Find/​Replace,​ replace campusone with openaccess for the highlighted titles. 
 +  - 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. 
 +  - 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!**  
 +  - 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. 
 +  - 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 === 
 +  - 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.**  
 +  - **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. 
 +  - 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. 
 +  - Repeat **Upload.** 
 +  - 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.  
 +  - 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. 
 +  - When everything is done: Send notification to the Sue Mellin at the graduate school, with cc's to Meghan and Erin Jerome. 
 +//​[[lucyd@library.umass.edu|Primary contact: Lucy deGozzaldi]]//​.
-Click on download 
-Sort spreadsheet by publication date 
changing_one_year_campus_access_titles_to_open_access.1455052613.txt.gz · Last modified: 2019/01/07 12:20 (external edit)
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