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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Scholar Commons @ USF: Sharing Knowledge Worldwide
- 1. Scholar Commons @ USF: Sharing Knowledge Worldwide 2013 NASIG Annual Conference Buffalo, NY, June 7, 2013 • Carol Ann Borchert • Julie Fielding
- 2. About the USF Tampa Library
- 3. USF compared to peer/aspirant institutions ARL Analytics 2011 Prof + Support Staff Materials Prof Salaries Total Enrollment Per Student Ratio - Std/Lib Staff USF 2012 82 $5,405,217 $2,471,104 $11,272,191 39,596 $285 483 NC State 232 $11,209,938 $8,200,429 $32,002,683 34,767 $920 150 Rutgers U. 297 $10,728,264 $7,808,315 $32,212,672 39,950 $806 135 SUNY/Buffalo 138 $7,807,515 $6,969,914 $19,272,290 12,204 $1,579 88 U of A, Birmingham 156 $8,716,895 $4,572,476 $17,749,255 17,575 $1,010 113 UC, Irvine 152 $8,850,255 $4,510,653 $20,547,401 27,189 $756 179 U of Cincinnati 138 $10,550,517 $5,825,419 $21,245,742 33,329 $637 242 U of I, Chicago 142 $9,003,441 $3,812,760 $20,461,273 28,091 $728 198 SUNY/Stony Brook 86 $7,174,016 $4,714,404 $13,815,525 23,920 $578 278
- 4. What got us started down this path? • Dean: – Enhance importance of library on campus – Selected bepress as OA journals platform • Director: – Cost increases in serials; could libraries just pay to publish this stuff ourselves? – Existing relationships with faculty, particularly in geology dept.
- 5. What got us started down this 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. Getting Numeracy on board
- 7. • Commitment to improving access to quality scholarly information • Complements existing digital collections and resources • Ensure availability of the intellectual property produced by USF to our own constituents and the larger academic community Commitment to open access
- 8. • Content is online and freely available with a professional design on USF Scholar Commons • The journal’s visibility increases as appearance in search results is enhanced • The Digital Commons platform is a professional publishing and peer-review tool designed to facilitate editorial workflows • Content is included in LOCKSS for archiving • Statistical usage is sent to the editors and authors each month • Authors retain rights under a Creative Commons License Benefits to editors & authors
- 9. Introduction to IR • Chose Digital Commons as platform • Worked with bepress to have them batch load information into system – ETDs – Faculty publications – Uploaded select digital collections
- 10. Hiring and retraining • Hired two new staff members with higher 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. Campus outreach • University-wide press releases • Council of Deans meeting • Departmental visits • Existing faculty-library relationships • 2012 Open Access Week events
- 12. Types of materials • Open access journals • Faculty selected works • Open access textbooks • Open access conferences • Images • Electronic theses & dissertations • Oral histories • Datasets
- 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. • 2007: – Numeracy • 2008: – Studia UBB, Geologia • 2010: – Journal of Strategic Security • 2011: – International Journal of Speleology – Suburban Sustainability – Statistics in Volcanology • 2012: – Alambique – Journal of African Conflicts & Peace Studies – Peace and Conflict Management Review – Revista Surco Sur • 2013: – ABO: Interactive Journal for Women in the Arts, 1640- 1830 – Undergraduate Journal of Mathematical Modeling: One + Two Startup dates for USF OA journals
- 16. Setting up a new OA journal
- 17. Submit idea • Faculty propose an idea – Brand new journal – Existing print or electronic journal • Idea is evaluated – Strength of idea, strength and organization of editorial board, professional society affiliation, and commitment of editors
- 18. MOU negotiation • Start with a standard MOU which outlines the responsibilities of both parties • Negotiation is possible • Added clause that at least one issue must be published within 18 months of launch • Must be signed by both parties before moving on to next phase
- 19. Journal design • Editors given a Design Packet – Logos, colors, banner images, & general look of the journal site • Library staff works with bepress and editors throughout process • Only get 2 iterations of 1 design – Beyond this, editors are billed directly by bepress
- 20. 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 meeting software • Apply for eISSN
- 21. Launch • Good ideas – Conference proceedings – Special issue with a well-known guest editor – Editors actively seek out and request papers from colleagues • Not-so-good ideas – General call for papers – “Build it and they will come” mentality
- 22. • Notify ISSN office of new content • Serve as liaison between editors and bepress • Manage minor technical issues • Deposit DOIs with CrossRef • Submit content to LOCKSS for inclusion in their archive • Backup of content Post-launch activity
- 23. • Create layouts using InDesign software • Deposit metadata into DOAJ for full indexing of 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 is available Special services that vary by title
- 24. 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
- 25. Item counts by journal
- 26. Usage by journal 2007-April 2013
- 27. Fun Facts One article downloaded 5,167 times* Last year saw a usage increase of 89.2% More than 39K total downloads of only 95 articles Latest impact factor 2011: 2.000 Journal of Strategic Security Studia UBB Geologia Numeracy International Journal of Speleology *Redefining Terrorism: Why Mexican Drug Trafficking is More than Just Organized Crime. S.M. Longmire & Lt. J.P. Longmire. 2008 In Journal of Citation Reports®, Thomson Reuters 2012
- 28. Who’s involved? Carol Ann Borchert Julie Fielding Rebel Cummings- Sauls Brenna Mathiasen Aura Perez Musa Olaka Matt Knight Todd Chavez
- 29. Where we are now • Two new journals in the development phase • Importing restructured Special Collections content • National Cave and Karst Management Symposium • GIS data sets and projects
- 30. Questions? • Carol Ann Borchert Coordinator for Serials borchert@usf.edu • Julie Fielding Library Operations Coordinator jfielding@usf.edu
Editor's Notes
- 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)