Tapir Documentation
Current Version: 0.3
Introduction
This documentation describes the behaviour of an implementation of the current
release of The Tapir. The descriptions below do not conform to
a particular type of user: some of the information will be useful to submitters,
some to administrators, others to software engineers and implementers of DSpace.
The main objectives of this documentation are to provide all the information that
might be needed to run an installation of The Tapir and also to
give potential users the opportunity to see what might be of use to them prior
to installation.
Submission Interfaces
When choosing to "Start a New Submission" from My DSpace you
will be given the option to select a submission type. The default options
available are Thesis or Dissertation and Other
Research Material. Selecting Thesis or Dissertation
will forward you to the interface which collects the relevant metadata for an
E-thesis as recommended by the projects from the
JISC
FAIR programme who are working in this sector. Selecting Other
Research Material will forward you to the interface compliant with
other institutions collecting content for the
SHERPA project, which
covers primarily E-prints, although is relevant to a number of different
submission types.
Note: If you choose only to install one submission interface,
as per the installation instructions, you will only be using the interface
defined under Thesis Submission Interface. This
installation method is deprecated
Thesis Submission Interface
This section describes the process of submitting a thesis using the thesis
submission system that comes with The Tapir.
Initially the submitter is presented with a list of all Collections to which
they have the permission to submit. If they do not have the permission to submit
to any collections within the system then they are given an error and the
contact details of the system administrators. If they do have permission to
submit to one or more collections they can choose which and move directly onto
the next stage.
At the next stage the submitter chooses whether the item has more than one title
or not and whether the item consists of more than one file. This affects the
appearance of the first metadata page and the file upload pages later on in
the submission. We assume for the remainder of this documentation that both
boxes are selected.
The submitter is required on the first metadata page to enter the requested
information. Some of the fields are compulsory, some are repeatable and so forth.
The following table describes the behaviour of each field:
|
Field
|
Repeatable
|
Required
|
Comments
|
|
Title
|
No
|
Yes
|
The main title of the item
|
|
Other Titles
|
Yes
|
No
|
Alternative titles for the item
|
|
Author
|
No
|
Yes
|
The student author of the item
|
|
Supervisor/Advisor
|
Yes
|
No
|
The supervisors and advisors of the thesis
|
|
Institution, College, School
|
Yes
|
Yes
|
There is at least one authority controlled entry in this field
plus the option for the student to add other instution, college,
scool sets. Authority controlled content appears as non-editable
text on the screen, preceeded by bullet points, whilst student
entered values appear in editable text boxes. See
Notes for Administrators below for information
regarding authority control.
|
|
Qualification Type
|
No
|
Yes
|
The qualification the submission is for. This is selected from
an authority controlled list. See
Notes for Administrators below for information
regarding authority control.
|
|
Date of Award
|
No
|
Yes
|
The date that the student will receive their award
|
|
Citation
|
Yes
|
No
|
Citations to any parts of the work that have been published before
|
|
Included/Quoted Work
|
Yes
|
No
|
Citation to any work that is included in a large way in the
thesis or dissertation
|
|
Sponsors
|
N/A
|
No
|
Any sponsors or funding codes associated with the submission
|
|
Language
|
No
|
Yes
|
The primary language of the thesis, selected from an authority
controlled list. See Notes for Administrators
below for information regarding authority control.
|
Notes for Administrators:
- To insert the authority controlled value(s) for Institution,
College, School log in as a DSpace Administrator and go to
Communities/Collections. Select the collection
into which you wish to submit the department's theses, then
select Edit from the Admin Tools on the right.
From next to Item template select Create (if you have not
used this before) or Edit (if you have already set up default
values). Next select from the pull-down list the element
publisher and enter your institution, college and school into
the text box in the form "<Institution>; <College>; <School>".
Finally click "Add" and then "Update" to confirm the values.
This will now appear in the submission interface for that collection.
- To set the list of Qualification Levels and Qualification Names it is
necessary to modify the file:
edit-metadata-1.jsp which
is located in the directory [your dspace installation]/jsp/theses-submit
once you have installed The Tapir, or in the directory
[EUL-DSpace Add-On]/jsp/new/submission/theses-submit before
you have installed it. Go to lines 670 and 674 where you will find the
variables firstTypes and secondTypes. These
are the lists which will appear in the first and second boxes respectively:
simply change them to represent your institution's requirements and load
into the relevant live jsp directory as per the installation instructions
- To set the list of Languages it is
necessary to modify the file:
edit-metadata-1.jsp which
is located in the directory [your dspace installation]/jsp/theses-submit
once you have installed The Tapir, or in the directory
[EUL-DSpace Add-On]/jsp/new/submission/theses-submit before
you have installed it. Go to line 1053 where you will find the
variable defLanguages. This is the list which will appear
in the Language box: simply change it to represent your institution's
requirements and load into the relevant live jsp directory as per the
installation instructions
On submission this page will check that all the required fields have been filled
in and if not return the user to the page with the relevant error messages. If
the metadata is correctly completed then the user moves on to the next metadata
page.
The second metadata page requests more information about the submission. In
addition there are additional fields that appear on this page when the submission
is in the workflow stage of submission and are thus only visible to submission
reviewers. The fields reqested are detailed below:
|
Field
|
Repeatable
|
Required
|
Comments
|
|
Abstract
|
Yes
|
Yes
|
The abstract for the submission. Multiple abstracts are permitted
if it is necessary to have, for example, abstracts in multiple
languages.
|
|
Subject Keywords
|
Yes
|
No
|
Free text keywords to be filled in by the submitter
|
|
Fields only visible to submission reviewers
|
|
Dewey Decimal Classification
|
Yes
|
No
|
|
|
Library of Congress Classification
|
Yes
|
No
|
|
|
Library of Congress Subject Headings
|
Yes
|
No
|
|
|
Medical Subject Headings
|
Yes
|
No
|
|
|
Universal Decimal Classification
|
Yes
|
No
|
|
On submission this page will check that all the required fields have been filled
in and if not return the user to the page with the relevant error messages. If
the metadata is correctly completed then the user moves on to the next page.
The file upload procedure is identical to that in DSpace, and you may also use
the Creative Commons licence stage if you desire. The custom licence system
that comes with The Tapir builds a multi-part licence which provides a licence
for the site to accept the item, a licence that the users of the site will
abide by when they use the item, and a licence that deals with how the item
will be licenced if it is restricted access. There are also six restriction
levels that the user can select from at this stage:
- No Restrictions (default)
- Domain Restricted for 1 year
- Domain Restricted for 2 years
- Restricted for 1 year
- Restricted for 2 years
- Permanently Restricted
The Restriction Domain is taken from the setting provided in the dspace.cfg
file once The Tapir has been installed.
Note: The restrictions must still be applied by your local administrators, as
these restrictions currently refer only to the licence structure.
Other Research Material Submission Interface
This section describes the process of submitting a thesis using the other
research material submission system that comes with The Tapir.
Initially the submitter is presented with a list of all Collections to which
they have the permission to submit. If they do not have the permission to submit
to any collections within the system then they are given an error and the
contact details of the system administrators. If they do have permission to
submit to one or more collections they can choose which and move directly onto
the next stage.
At the next stage the submitter chooses whether the item has more than one title
or not, whether the item has been published or publicly distributed before and
whether the item consists of more than one file. This affects the appearance
of the first metadata page and the file upload pages later on in the submission.
We assume for the remainder of this documentation that all three boxes are
selected.
The submitter is required on the first metadata page to enter the requested
information. Some of the fields are compulsory, some are repeatable and so forth.
The following table describes the behaviour of each field:
|
Field
|
Repeatable
|
Required
|
Comments
|
|
Title
|
No
|
Yes
|
The main title of the item
|
|
Other titles
|
Yes
|
No
|
Alternative titles for the item
|
|
Commentary On
|
Yes
|
No
|
Citation to a work the item draws heavily on
|
|
Authors
|
Yes
|
No
|
Author(s) of the item
|
|
Editor/Reviewer
|
Yes
|
No
|
The reviewer of the item if they exist and are known
|
|
Date of Issue
|
No
|
Yes
|
Publication date of the item if it has been previously published.
Only the year is required, so day and month are optional. This
option is only required when the previously published
option is selected from the previous page.
|
|
Publisher
|
No
|
No
|
The name of the publisher of the item (not the journal title)
|
|
Citation
|
No
|
No
|
Citation to the published version of the work
|
|
Identifiers
|
Yes
|
No
|
Universal identifier to other versions of the item, including
ISSN, ISMN, ISBN and URI.
|
|
Series/Report No.
|
Yes
|
No
|
The series name and number assigned by the community. See
Notes for Administrators below for information
regarding authority control.
|
|
Volume/Chapter
|
Yes
|
No
|
If the submission is part of a larger work this is references
here
|
|
Type
|
No
|
No
|
The submission type from an authority controlled list. See
Notes for Administrators below for information
regarding authority control.
|
|
Language
|
No
|
Yes
|
The primary language of the submission, selected from an authority
controlled list. See Notes for Administrators
below for information regarding authority control.
|
Notes for Administrators:
- To insert the authority controlled value(s) for Series/Report No.
log in as a DSpace Administrator and go to
Communities/Collections. Select the collection
into for which you wish to set a default series or report no, then
select Edit from the Admin Tools on the right.
From next to Item template select Create (if you have not
used this before) or Edit (if you have already set up default
values). Next select from the pull-down list the element
relation.ispartofseries and enter your desired default value into
the text box.
Finally click "Add" and then "Update" to confirm the values.
This will now appear in the submission interface for that collection.
- To insert the authority controlled value(s) for Series/Report
No. go to the DSpace administration area, and in
Communities/Collections select Edit for the collection
in which you wish to set a default series or report no., then select from
next to Item template Create (if you have not
used this before) or Edit (if you have already set up default
values). Next select from the pull-down list the element
relation.ispartofseries and enter your desired default value into
the text box. This will now appear in the submission interface for that
collection.
- To set the list of Submission Types it is
necessary to modify the file:
edit-metadata-1.jsp which
is located in the directory [your dspace installation]/jsp/sherpa-submit
once you have installed The Tapir, or in the directory
[Tapir]/jsp/new/submission/sherpa-submit before
you have installed it. Go to line 911 where you will find the variable
allTypes. This is a list which will appear in the select
box: simply change it to represent your institution's requirements and
load into the relevant live jsp directory as per the installation
instructions
- To set the list of Languages it is
necessary to modify the file:
edit-metadata-1.jsp which
is located in the directory [your dspace installation]/jsp/sherpa-submit
once you have installed The Tapir, or in the directory
[Tapir]/jsp/new/submission/sherpa-submit before
you have installed it. Go to line 989 where you will find the
variable defLanguages. This is the list which will appear
in the Language box: simply change it to represent your institution's
requirements and load into the relevant live jsp directory as per the
installation instructions
On submission this page will check that all the required fields have been filled
in and if not return the user to the page with the relevant error messages. If
the metadata is correctly completed then the user moves on to the next metadata
page.
The second metadata page requests more information about the submission. The
fields reqested are detailed below:
|
Field
|
Repeatable
|
Required
|
Comments
|
|
Abstract
|
No
|
No
|
The abstract for the submission.
|
|
Subject Keywords
|
Yes
|
No
|
Free text keywords to describe the submission
|
|
Number of Pages
|
No
|
No
|
The total number of pages when printed of the item if relevant.
|
On submission this page will check that all the required fields have been filled
in and if not return the user to the page with the relevant error messages. If
the metadata is correctly completed then the user moves on to the next page, from
which point on the submission system is identical to that of the original DSpace
submission system.
The WorkSpace
When you have begun a submission to the archive, but chosen not to complete
the submission in one go, your submission will appear in "MyDSpace" in a
section denoted "WorkSpace". You might use this, for example, to maintain
any number of documents in the process of being written, but which may not
be ready for submission to the archive for some time.
When an item is in the WorkSpace, selecting Open will take you to the
workspace item home page. You will notice that there are a number of
options: Edit, Notes, View and Remove.
The features of these are discussed below:
Edit
This option allows you to continue editing your item. If you are a superviser
with the relevant permissions you may also use this option to edit the item.
Notes
This allows you to add notes to the workspace item. You may want to do this
for a number of reasons, including reminding yourself of work that you still
need to do on the document, or possibly communicating with your document
supervisor, in the case of a Dissertation or Thesis. Anyone with access rights
to the item can add a note to the system.
Using the notes system is straightforward. Simply click the "Notes" button in
"MyDSpace", and you will be presented with a list of all the notes attached to
your item, in descending date order. You may then add a note yourself by
clicking "Add a New Note". This provides you with a simple form, into which you
place your comments. To submit to the system, click "Add Note".
Note: Once a note has been submitted it cannot be removed (for the purposes of
maintaining a permanent record of events).
View
This allows you to view the item record as it might appear when it eventually
reaches the archive. This is particularly useful for supervisors who do not
have editing rights on the item, as they can still view the full record.
To use, simply click "View" in "MyDSpace" and you will be presented with the
"Simple" item record. To view the full item record with full Dublin Core fields
click "Show full item record", and to move back from full to simple view, click
"Show simple item record".
Remove
This option will remove the item from the workspace. This action is performable
only by the item author or a supervisor with the relevant permissions. This
action cannot be undone.
Notes for Supervisors
If you are a supervisor, you will notice a number of things that are different
between your WorkSpace and a non-supervisor's workspace. First, you will have
other people's work appear in your workspace if you are supervising the
submission of their document. Depending on the permissions granted to you when
your supervision settings were created, you will be able to perform any of the
actions that you could perform on your own submission.
You will also notice that if you also have submissions of your own in progress
your workspace will be split into two sections: Authoring and Supervising.
Under "Authoring", your own items will appear, and under "Supervising", and
items you are supervising will appear. Note that these headings only come into
effect if you are supervising at least one item, otherwise no headings will
appear since you only have your own items in the WorkSpace.
Administering Supervision
The administration area for supervision is located in the dspace admin area
under the heading "Supervisors". On this page you will see three options:
"Add a Supervision Order", "View Current Supervision Orders",
and "Clean Supervision Order Database". The features of these are discussed below.
Add a Supervision Order
This feature allows you to link an EPerson Group with a WorkSpace Item. The
members of the selected group will be able to see the selected item in their
own WorkSpaces. Simply select the group and check the radio button next to the
item to link the two.
At this stage, you also have the option to apply default policies for the group
on the item. The defaults are: None, Editor, Observer.
These are now explained:
- None - No policies will be applied. For the supervisor to be able to see
the item, it will be necessary for the DSpace administrator to use the DSpace
Authorization tool to manually apply the desired policies.
- Editor - The supervising group will have the same policies as the author
(except for REMOVE). This will allow any of the supervisors in that group to
do nearly everything that the author can do.
- Observer - The supervising group will only have permission to view the item
record (using "View" in "MyDSpace").
If you require custom policies it is necessary, then, to select "None" (default)
from the select box, and to manually apply the policies to the item. To do this
use the "Policies" button in "View Current Supervision Orders" (discussed below).
Note: Default policies are applied only to the item, and not any associated bundles
or bitstreams. Hence, if there are any bundles or bitstreams present in the
item when this process is carried out, they will not have policies applied to them.
These policies must therefore be applied manually. If there are no bundles or bitstreams
at this time, the policies from the item will be applied to them when they are created,
thus requiring no maintenance.
Click "Submit Supervision Order" to confirm.
View Current Supervision Orders
This displays a list of all the supervisory settings currently in place, detailing
the EPerson Group and the Author and Title of the item being supervised. There
are two options here: Policies and Remove. These functions are detailed below:
- Policies - This is a quick link directly to the policy settings for the item.
It is simply to aid finding the item policies, since it has not yet been assigned
a handle, and must therefore be identified via its Internal ID. Use this to add
new policies for cases where the default policies are not ideal.
- Remove - This removes the link between the EPerson Group and the WorkSpace
item. Neither the group nor the item will be affected. This operation also
removes all the policies the group has regarding the item (hence, care should be
used when making this group a workflow group also).
Clean Supervision Order Database
This option performs maintenance operations on the database. This is necessary
due to the "Add-On" nature of the EUL-DSpace Add-On, requiring operations that
could be integrated into the main DSpace code be performed manually to avoid
the requirement to modify DSpace's own source files. It is recommended that you
use this option from time to time, but it is not an essential daily requirement.
Last updated: Wed, 01 September, 2004
|
