Scholar Commons @ USF: Sharing Knowledge Worldwide


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Librarians and faculty members now have the opportunity, through open access publishing, to work together to make faculty-produced scholarly content available to the entire academic community, not just to those scholars or institutions privileged enough to afford it. The University of South Florida Libraries have been working with bepress’ Digital Commons platform to create a substantial institutional repository that includes open access journals, conference proceedings, and data sets, among other materials. Publication of open access journals at USF officially began in 2008 with the launch of Numeracy from the National Numeracy Network. Library staff members are currently involved in a variety of activities, including negotiating memorandum of understandings, loading backfiles, registering DOIs with CrossRef, designing layout, doing final publication steps, and assisting with technical issues. In 2011, our institutional repository, Scholar Commons @ USF, went live, allowing the library to pull fragmented collections previously hosted on other platforms into a single system with improved discoverability. This session will discuss some of these efforts, what is involved, how we have retrained existing and new staff, and plans for future directions.

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  • Founded in 1956 ; High-impact global research university ; over 40,000 headcount but only 30,000 FTE ; ARL aspirations and initiatives ; organizational structure (3, previously 4)
  • Tell staffing story here—when we had cuts, several retirements, refocus of staff skillsPeers selected at university level—similar institutions in various ways (ex: publicly funded large urban university—Rutgers, Ucinci’s org model)--would not necessarily compare our library to theirs, but since university is choosing this model, did so to be consistent—similar institutional goals
  • Footprint on campus of library’s contributionStarted as journals-only platform with bepress (EdiKit); IR option was not availableIT support from bepress was a key factor in selecting them over other options; we did not have the staff to handle the admin setup and designLooked at 3 other systems, but level of our system support needed for the other 3 was too high; bepress could handle that for usPhilosophically committed to looking for hosted solutions, because of our staffing situation—easier to fund than to staff itBrought DC online in 2009, but IR stagnated for a year until it moved to ARThe university pays the faculty to do the research, the faculty write the articles (edit the journals, do the peer review), give it to the publishers to publish, and the university/libraries buy it back. They sell us more and more content, so we/our patrons want more and more, like an addiction. We wanted in on that action.Faculty relationships: Karst Information Portal—forayed into OA publishing first with publication of an OA monograph, Cave Minerals of San Salvador Island, Bahamas, made available via KIP
  • Used a variety of tools to manage digital collections (tools included OCLC Site Search, Luna Insight, Content DM, DigiTool, Fedora, Drupal, bepress journals platform)Difficulty managing metadata, no cohesive taxonomyPoor visibility of ETDs; Google does not crawl ETDs that were in our catalog; also buried in CORAL, which was not compliant with most of user market because it did not work with IEEnd of 2010—started hosting journals on Scholar Commons
  • AR director had co-taught a class with Dr. Vacher in Geology on characteristics of geologic informationFaculty member in Geology is member of NNNHole in the literature for quantitative literacy; no interdisciplinary journal for a highly interdisciplinary fieldPeople in this field tend not to write, but Vacher felt they had something important to say, so it was a kinder, gentler approach to get them to write than they would have gotten from a commercial publisher—peer review level and editor comments; editor uses feedback as a teaching moment for authorsNational Numeracy Network did not have a society journal—3-day NNN meeting on how to make a contributionDirector convinced him to start OA online-only journalNow being indexed by EBSCO
  • How the idea was presented to faculty
  • Now that we were publishing open access journals, and as DC became available, we decided to put everything together into one IR system.Transferred 2,954 ETDs from 2003-2010 into IRSet up Selected Works pages for faculty from selected departmentsSelected departments included Anthropology, Biology, Geology, the School of Information, and the College of Marine Science, which had faculty with whom the library had strong connections. (Karst Information Portal, Gulf Oil Spill Information Center). This created a showcase to woo new faculty into contributing content to IR--bepress helped find low-hanging fruit to get faculty pubs into system using Web of Science as a start point, got a faculty page up with one or two publications, then had faculty send a CV to work with--misperception that we were only partially populating faculty pages and were done, rather than setting it up for faculty to continue adding contentSelected stuff—postcards, some Burgert Brothers photos
  • --New staff were supposed to be assigned 50% to IR initiative, but both are spending at least 75% of their time in this area. Advertised positions did not require an MLS, but several were in the pool, including the two final hires. Existing staff had very low tech skills, so the new positions were a big deal for us—designed to handle IR and e-resource responsibilities only.--Previously had a person outsourced for journal layouts, but had quality control issues; bringing this in-house has taken up a tremendous amount of staff time, but has greatly improved quality--once we had new staff hired, they took over batch loading, rather than us paying bepress to do it for us
  • Once we had the new staff, we could start a push for the campus outreach to encourage participation in repository, inc. OA journals(ex.: visit to Institute for the Study of Latin America and the Caribbean resulting in 2012 Hispanic Heritage Conference proceedings)
  • Open Access textbook:Social Science Research: Principles, Methods, and Practices by AnolBhattacherjee from USF’s College of BusinessDownloads: 23,339 as of May 20Now have 5 OA textbooks, have hosted 7 conference proceedings, datasets are linked out to other places, with metadata in repositoryTampa Bay Area Study Group Project
  • This is a very simplified diagram of the process we go through when starting a new open access journal.
  • --Propose an idea for a journal to add to our hosting platform.--Library staff evaluates idea, Director of Academic Resources makes final decision--Decision based on a variety of factors
  • --Once a journal has been accepted, a MOU is drafted. --We have a standard MOU that outlines responsibilities of both parties.--One lesson we learned has led to the addition of a clause in the MOU that editors agree to publish at least one issue within 18 months of the launch. The Library covers the initial design fee charged by bepress. If the journal never gets off the ground, the editors are responsible for reimbursing the Library this fee.
  • --During the Design phase, library staff works in conjunction with the editors and bepress to create a design for the new journal webpage. Logos, colors, banner images, and the general “look” of the journal site is decided upon at this time. Editors will have been given a Design Packet to assist in this process. --It is essential to ask as many questions as possible about the desired design before passing the specifications over to the bepress design team because we only get one design and two iterations of it, per our agreement with bepress. If further changes are required, the editors will be billed directly by bepress.--Once the editors have signed off on the design, bepress will begin building a “demo site.” This is the transition to the Training and Setup phase.
  • --The demo site is a functional version of what the new actual journal website will be, but it is not publicly searchable. Only those with the exact URL can view the demo site. --After the demo site has been built, library staff again works in conjunction with the editor(s) and bepress to schedule a training session. This session lasts about 2 hours and is usually led by a member of the bepress staff. Library staff is also present as this gives us an idea of what to expect regarding the new journal’s and editors needs, how they will be using the system, and so forth. --After the demo site has been built, but usually before the training takes place, library staff populates the text on the site with basic HTML according to the design packet submitted by the authors, i.e. About this Journal, Submission Guidelines, etc.--Sometimes the scheduling proves difficult when arranging a training among several different time zones. We are in Florida in the Eastern time zone, bepress is in California in the Pacific time zone, and editors can be anywhere in the world.--The editors are then given ample time to play around with the demo site while the actual site is being built. Library staff are available during this time to answer any questions from the editors, and raise issues to bepress if necessary.--Library staff also applies for the eISSN from the LOC, if it is needed, at this stage.
  • --Once the actual site is built, the new journal is ready to be launched at any time the editors so choose.--We have found that launching a new journal works best when the editors have a clear plan of action for releasing their first issue. A general call for papers from a unknown journal doesn’t generate many submissions. We recommend to new editors to launch with a conference proceedings, or a special issue perhaps with a special guest editor who is well-known in the field who will garner attention. Editors can also personally request papers from colleagues. Once the journal has been established, a call for papers can sometimes work, but in the very beginning, it’s not advised.--Once the journal is up and running, most of them require minimal upkeep on the part of library staff.
  • Backup---anything we digitized, we have a local backupBepress is also doing a regularly-scheduled backup, robust continuity plansBacking up metadata
  • Currently doing layouts for IJS; Studia UBB, Geologia; conference proceedings
  • Sinkhole conference layout design—two weeks to lay out 52 articles in InDesignLearning to say no, even if it means we lose a valuable journal
  • Spec Coll stuff imported after laying groundwork to import over 30,000 items from CORALCORAL combined open-source products, like Fedora, and homegrown components to manage the digital collectionsGIS—metadata in repository links out to the data; bepress [maximizes?] the search engine discoverability, so having the metadata in the IR greatly increases the usage--C-IMAGE grant data (Gulf oil spill)
  • Scholar Commons @ USF: Sharing Knowledge Worldwide

    1. 1. Scholar Commons @ USF:Sharing KnowledgeWorldwide2013 NASIG Annual ConferenceBuffalo, NY, June 7, 2013• Carol Ann Borchert• Julie Fielding
    2. 2. About the USF Tampa Library
    3. 3. USF compared to peer/aspirantinstitutionsARL Analytics 2011Prof +SupportStaff Materials Prof Salaries Total EnrollmentPerStudentRatio -Std/LibStaffUSF 2012 82 $5,405,217 $2,471,104 $11,272,191 39,596 $285 483NC State 232 $11,209,938 $8,200,429 $32,002,683 34,767 $920 150Rutgers U. 297 $10,728,264 $7,808,315 $32,212,672 39,950 $806 135SUNY/Buffalo 138 $7,807,515 $6,969,914 $19,272,290 12,204 $1,579 88U of A,Birmingham 156 $8,716,895 $4,572,476 $17,749,255 17,575 $1,010 113UC, Irvine 152 $8,850,255 $4,510,653 $20,547,401 27,189 $756 179U of Cincinnati 138 $10,550,517 $5,825,419 $21,245,742 33,329 $637 242U of I, Chicago 142 $9,003,441 $3,812,760 $20,461,273 28,091 $728 198SUNY/Stony Brook 86 $7,174,016 $4,714,404 $13,815,525 23,920 $578 278
    4. 4. What got us started downthis path?• Dean:– Enhanceimportance oflibrary on campus– Selected bepressas OA journalsplatform• Director:– Cost increases in serials;could libraries just pay topublish this stuffourselves?– Existing relationshipswith faculty, particularlyin geology dept.
    5. 5. What got us started downthis path?• Other factors:– Disjointed digital collections• Multiple isolated systems• Inconsistent metadata and taxonomies– Electronic Theses & Dissertations back to 2003– Numeracy was our first open access journal, born-digital in December 2007
    6. 6. Getting Numeracy on board
    7. 7. • Commitment toimproving access toquality scholarlyinformation• Complements existingdigital collections andresources• Ensure availability ofthe intellectualproperty produced byUSF to our ownconstituents and thelarger academiccommunityCommitment to openaccess
    8. 8. • Content is online and freely available with aprofessional design on USF Scholar Commons• The journal’s visibility increases as appearance insearch results is enhanced• The Digital Commons platform is a professionalpublishing and peer-review tool designed to facilitateeditorial workflows• Content is included in LOCKSS for archiving• Statistical usage is sent to the editors and authorseach month• Authors retain rights under a Creative CommonsLicenseBenefits to editors & authors
    9. 9. Introduction to IR• Chose Digital Commons as platform• Worked with bepress to have thembatch load information into system– ETDs– Faculty publications– Uploaded select digital collections
    10. 10. Hiring and retraining• Hired two new staff members withhigher level of technical skills• Training to do InDesign layouts• DOI registration using XML files• Using admin side of Digital Commons• Batch loading and revisions
    11. 11. Campus outreach• University-wide pressreleases• Council of Deansmeeting• Departmental visits• Existing faculty-libraryrelationships• 2012 Open AccessWeek events
    12. 12. Types of materials• Open access journals• Faculty selected works• Open access textbooks• Open access conferences • Images• Electronic theses &dissertations• Oral histories• Datasets
    13. 13. Lessons learned• Work with what you have– Previous digital collections– Existing library-faculty relationships• Get administrator buy-in– Institution-wide, not just in the library• Set boundaries– What is your capacity?– What can you realistically do?
    14. 14. • 2007:– Numeracy• 2008:– Studia UBB, Geologia• 2010:– Journal of StrategicSecurity• 2011:– International Journal ofSpeleology– Suburban Sustainability– Statistics in Volcanology• 2012:– Alambique– Journal of African Conflicts &Peace Studies– Peace and ConflictManagement Review– Revista Surco Sur• 2013:– ABO: Interactive Journal forWomen in the Arts, 1640-1830– Undergraduate Journal ofMathematical Modeling:One + TwoStartup dates for USFOA journals
    15. 15. Setting up a new OA journal
    16. 16. Submit idea• Faculty propose an idea– Brand new journal– Existing print or electronic journal• Idea is evaluated– Strength of idea, strength and organization ofeditorial board, professional society affiliation,and commitment of editors
    17. 17. MOU negotiation• Start with a standard MOU which outlinesthe responsibilities of both parties• Negotiation is possible• Added clause that at least one issue mustbe published within 18 months of launch• Must be signed by both parties beforemoving on to next phase
    18. 18. Journal design• Editors given a Design Packet– Logos, colors, banner images, & generallook of the journal site• Library staff works with bepress andeditors throughout process• Only get 2 iterations of 1 design– Beyond this, editors are billed directly bybepress
    19. 19. Training and setup• Demo site– Functional, not publicly searchable• Library staff populates site text (HTML)• Training session– Editors, bepress, and library staff– Approximately 2 hours– Telephone/internet call, web-based meetingsoftware• Apply for eISSN
    20. 20. Launch• Good ideas– Conference proceedings– Special issue with a well-known guesteditor– Editors actively seek out and requestpapers from colleagues• Not-so-good ideas– General call for papers– “Build it and they will come” mentality
    21. 21. • Notify ISSN office of newcontent• Serve as liaison betweeneditors and bepress• Manage minor technicalissues• Deposit DOIs with CrossRef• Submit content to LOCKSS forinclusion in their archive• Backup of contentPost-launch activity
    22. 22. • Create layouts using InDesign software• Deposit metadata into DOAJ for full indexingof journal• Do final steps for publication on behalf of editors• Search for and add DOIs to references• Upload back content and register DOIs• Notify indexing services when new content isavailableSpecial services thatvary by title
    23. 23. Challenges• Overpromising– Printing– Layout design• Staff levels– We are at (or beyond) capacity• Demand for services– More new journal ideas than we can accommodate– Desire for more layout and copy-editing services– Limits of current system
    24. 24. Item counts by journal
    25. 25. Usage by journal 2007-April 2013
    26. 26. Fun FactsOne article downloaded 5,167times*Last year saw a usageincrease of 89.2%More than 39K total downloadsof only 95 articlesLatest impact factor 2011: 2.000Journal ofStrategicSecurityStudia UBBGeologiaNumeracyInternationalJournal ofSpeleology*Redefining Terrorism: Why Mexican Drug Trafficking is More than Just Organized Crime.S.M. Longmire & Lt. J.P. Longmire. 2008In Journal of Citation Reports®, Thomson Reuters 2012
    27. 27. Who’s involved?Carol Ann BorchertJulie FieldingRebel Cummings-SaulsBrenna MathiasenAura PerezMusa OlakaMatt KnightTodd Chavez
    28. 28. Where we are now• Two new journals in thedevelopment phase• Importing restructured SpecialCollections content• National Cave and KarstManagement Symposium• GIS data sets and projects
    29. 29. Questions?• Carol Ann BorchertCoordinator for• Julie FieldingLibrary Operations