Institutional Repositories & the Current Research ...pilot groups & early adopters Sept to Nov 2016 Library & Data180: Functioning implementation of the SWORD tool & UI wireframe …Looking

Institutional Repositories & the Current Research Information System (CRIS)

Rosarie Coughlan Scholarly Publishing Librarian

Queen’s University Library

Inbrief

TheUniversityResearchInforma4on

System&theIns4tu4onal

Repository–towardsintegra4on

Ra4onaleforanintegratedapproach

Importantlessonslearned Lookingahead

Approach Enable compliance with funder mandates on open

access through seamless submission of publications into the Institutional Repository via the University’s

Current Research Information System (CRIS).

Queen’sCV&AnnualRepor4ngTool(CRIS)

Ins4tu4onalRepository(DSpace)

Integration workflow – in brief

Faculty180 (CRIS)

STEP 1: Faculty member logs into Faculty180 via Single-sign-on

STEP 2: Update their CV with option: Upload Publication file

STEP 3: Accept QSpace Deposit License

SWORD (Simple Web Service Offering Repository Deposit) protocol

STEP 4: SWORD auto delivery mechanism - packages publications metadata in Faculty 180 in an acceptable format for

the IR (QSpace).

Both the item metadata + file are sent to QSpace (review workflow)

QSpace (IR)

STEP 5: Returns item URI (Handle) to publication entry in F180

STEP 6: Repository staff check item metadata & copyright/embargoes

STEP 7: Item is made public in QSpace

Integration may address some of the barrier to IR submission

Barriers…for faculty (1) Time-cost – duplicate data entry in several places

Barriers…for faculty (2) Administrative burden: both the perception (and the reality, perhaps) that the process of IR deposit is burdensome. Poor user experience of existing interface, deposit workflows and features of the IR

Barriers…forfaculty(3)The incentives for faculty to deposit into the IR (QSpace) may not be apparent or tangible Perceptions around OA and quality: possibilities of reputation damage if they submit their accepted manuscript to a repository.

Provide customized, timely (and regular) ‘impact stories’ Packaged in qualitative & quantitative, easily reusable ways Told to ‘others’ in an appealing, visual way, tailored to address what interests the ‘other’ most.

Bibliometrics

Networkvisualiza4on

Altmetrics

Where reward meets incentive – delivering in the incentives!

Barriers…for repository staff How do we know when new publications have been accepted by a journal? Consider: receive regular reports from URS on grant awardees; follow-up email (templates)

The ‘hard’ truth… Will this additional menu option actually increase the number of submission to the repository? •  Might an ‘option’ become

an opt-in? Consider receiving both the OA compliant version (the accepted manuscript) and/or the final published version (which might be ‘hidden’ but preserved in the IR)? Positive policy incentives/opportunities?

Wherearewealongthisjourney…

URS & Library: A line-entry in the RFP for the CRIS - “include ‘connectivity’ between the CRIS and the IR”

Nov 2014

April 2015 to date

URS: selected vendor & roll-out Faculty180 to pilot groups & early adopters

Sept to Nov 2016

Library & Data180: Functioning implementation of the SWORD tool & UI wireframe

…Looking ahead Building added-value incentives…

URS: ‘University Research Services’

Nov 2016 Library: Upgraded DSpace from 1.6 to 5.5 (QSpace software)

Current Library, Data180 & URS project staff: Review & refine wireframe, supporting UI & all supporting documentation (policies, processes etc.)

Lessons learned so-far…

1.  Seize the moment…and then… 1.  Priorities & perspectives of all parties may differ

1.  Develop a shared vision/goal(s) (Library & University)

2.  Garner the support of all stakeholders at all levels 1.  Define the project objectives, roles, resources (technical, staff-time etc.)

together 2.  Communicate early & often.

Looking ahead: increase the value proposition

•  Need to review the policy framework for the IR at Queen’s •  Building fresh incentives e.g. value-added services to

increase the uptake of the IR service: –  Ex: automatically generate & updating faculty web profiles

via information drawn from the IR / CRIS •  Implement coordinated outreach plan

Embedalltheavailablemetricsandmakethemavailableinhighlyvisual,re-usable,transferableways

Consider:

Ways to streamline metadata capture and population across systems •  Connect local faculty profiles with the

ORCID registry •  Transfer information from Faculty180 & QSpace to the ORCID Registry & viceversa ORCID's mantra is “enter once, re-use often”.

The last word…

•  Need robust, responsive & integrated systems that address the range of faculty needs/incentives • Nurture a consistently joined-up approach: – Currently exploring optional opportunity for subject librarians

to co-train with URS staff in giving workshops to faculty on using Faculty180 (importing pubs. From library databases) – Future opp.: include content in these session on how to maximise reach of publications via deposit to QSpace via Faculty180, the value of ORCID etc. etc. • Build it together.

Institutional Repositories & the Current Research Information System (CRIS) Thank You!

Rosarie Coughlan Scholarly Publishing Librarian

Queen’s University Library