UPSpace Policy - Library - University of Pretoria

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• Who can see the items once deposited • What metadata fields should be included on the Submission User Interface for specific Collections Will it be the default DSpace Submission user interface, or a customised interface for that specific Collection 15.1 UPSpace Roles The system has the notion of e-people who have roles in the workflow of a particular Community in the context of a given collection. Individuals from the Community are automatically registered with UPSpace via the UP Portal (after authentication against the LDAP Server), then manually assigned to appropriate roles. There are three possible roles in UPSpace as part of the workflow process: submitter, reviewer, and metadata editor. An e-mail message is sent to each person at the appropriate step in the workflow, with authorizations set up in advance for each role. We are committed towards processing items within a period of six working days. UPSpace responsibilities are formally part of the role descriptions of all Cataloguers (Metadata Editors) and Information Specialists (Collection Administrators) at UP libraries. Submitter permissions - Can edit metadata for own submission - Can upload files for own submission - Cannot do anything once item is submitted Reviewer permissions (optional) (Accept/ Reject/ Edit Metadata) Metadata Editor permissions (optional) (Edit Metadata) Collection Administrator permissions - Can review content of all files submitted to collection - Can edit baseline metadata of all items - Can accept or reject all submissions to collection - Can send a message explaining decision - Rejection will stop submission. Possible reasons: duplicates, item does not adhere to UPSpace policy/ collection policy, incorrect version of file/ file naming, formatting incorrect, etc. - Acceptance will let submission go to next step - Can edit metadata of all submissions to collection (Cannot change files) - Can edit metadata of all submissions to collection - Add LCSH to each item submitted - Submission automatically becomes part of DSpace after this step - (Any approval would have happened before) - Primary responsibility to communicate to departments - Identify opportunities - Monitor activities within Collections - Create Item Template in collaboration with Metadata Editor - Update Collection Home Page University of Pretoria UPSpace User Policy Version 3.2 Updated by Hettie Groenewald and Kataila Ramalibana on 6/20/2013 18
15.2 Workflow Below a demonstration of the UPSpace automated workflow: Copyright clearance Research articles: openUP All other: UP Copyright Officer Digital format Prepare document & digitize if not born digital Submitter submits Information Specialists/ Research Assistants/ Researchers/Other Reject if it doesn’t adhere to policy Reviewer Collection Administrator/ Subject Expert Metadata Editor Library Cataloguer Available on UPSpace UPSpace Manager, Collection Manager = Faculty Library Manager; Collection Administrator = Information Specialist Digitisation & Metadata Specialists play an advisory role in Digitisation & Metadata Editing processes University of Pretoria UPSpace User Policy Version 3.2 Updated by Hettie Groenewald and Kataila Ramalibana on 6/20/2013 19
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UPSpace Policy - Library - University of Pretoria

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