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changing_one_year_campus_access_titles_to_open_access [2016/05/24 16:12]
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 in ScholarWorks** 
 +==== Changing one year campus access titles to open access in ScholarWorks ====
 +=== A. Preliminary ===
-Login to ScholarWorks +This procedure applies ​to recent dissertations and theses entered into ScholarWorks ​by the authorsAs 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 periodSome will become open access before their embargo period is up, and some will remain campus access after the embargo period is lifted.)
-Go to SW home page +Click on the following URL:
-Click on Dissertations and Theses  +[[https://​scholarworks.umass.edu/​etds/​|ScholarWorks Dissertations and Theses]] ​
-Click on Doctoral Dissertations May 2014 current or Masters Theses May 2014 - current+Click __My Account__ at the top right-hand corner, and log in. **NOTE: ​ Managerial permissions are needed for accomplishing this task!**
-Click on Manage ​Dissertations or Manage Theses at top of page+**There are two ways to access ​Manage ​functions:​**
-Click on Batch Revise Excel+__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.
-Click on the Generate button to get a spreadsheet of all of the current data from the Masters Theses ​May 2014 current series ​+__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.
-Wait for it to download+=== B. Process ===
-Click refresh ​on your browser if it gets stuck and says pending for too long+  - 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.
-Under spreadsheet history click Download spreadsheet+=== C. Final Step ===
-click filter+  - 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.
-click arrow at top of the document type column 
-Select campusone 
-Sort spreadsheet by publication date oldest to newest+//​[[lucyd@library.umass.edu|Primary contact: Lucy deGozzaldi]]//​.
-Delete all of the titles that have a publication date of less than 1 year ago 
-Highlight whole spreadsheet 
-Use control F to find and replace all campusone document types and change to openaccess 
-Save and name spreadsheet February 2015 campusone to open access (in Feb 2016) or May 2015 in May 2016 
-Go back to ScholarWorks and upload revised spreadsheet 
-Change schedule: 
-In February 2016:  
-Change all February 2015 (or earlier) theses and dissertations from campusone to openaccess 
-In May 2016:  
-Change all May 2015 (or earlier) theses and dissertations from campusone to openaccess 
-In September 2016:  
-Change all September 2015 (or earlier) theses and dissertations from campusone to openaccess 
changing_one_year_campus_access_titles_to_open_access.1464120733.txt.gz · Last modified: 2019/01/07 12:20 (external edit)
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