A Sample Online Journal

Spring, 2013

COMMUNITY OUTLINE & GUIDELINES A Sample Online Journal

What follows is a version of the submission guidelines and background information relating to the archiving of the A Sample Online Journal in ScholarSpace. This document was created during the Spring 2013 semester by Beth Tillinghast.

These guidelines are intended for ScholarSpace staff and interns at the University of Hawai’i at Mānoa (UHM) Library who supervise and participate in the creation of and manage the storage and provision of the open access journal articles for the Sample Program at the University of Hawai’i at Mānoa. The editor of this journal approves and supports efforts to permanently archive the articles the UHM digital repository, ScholarSpace.

The articles to be archived consist of manuscripts that include an array of disciplines concerned particularly with theoretical questions that lead to practical applications. Articles can also be based on the perspectives of cultural practitioners, poets and others with insights into plants, people and applied research. Photo essays, methodology reviews, and theoretical discussions are also published.

Contributors to A Sample Online Journal include both UHM and non-UHM faculty and researchers. The current journal editor is a faculty member in the Sample Department at UHM.

Contact Information:

Editor (or Director):

Dr. Name Associate Professor Editor: A Sample Online Journal University of Hawaii at Mānoa 0000 Maile Way Honolulu, Hawaii 96822, USA Email: [email protected] Office 808-956-0000 Spring, 2007

Agreements:

A Memorandum of Understanding (MOU) between the University of Hawai’i at Mānoa Library and the Example Department was signed in August, 2007 by Name, the Associate University Librarian for Administration and Public Services and Name, Example Department at UHM.

The agreement begins in June, 2007 and continues for the life of the Sample Online Journal or until termination is effected by either party.

Data Sets for Submission

The files to be archived include the following: .pdf

Volumes 1-5 were created using Adobe In-Design software.

For archival and preservation purposes, archival copies of these files will be ingested as a bitstreams.

The ScholarSpace staff will encourage the editor to begin using the archival format of PDF, which is PDF/ARCHIVE (PDF/A).

File Name Format

The file name formats for Volumes 1-5 are consistent. They follow this order: I1500-0000-01-005.pdf I = stands for ISSN 1500-0000 = ISSN number for the journal 01 = volume 005= beginning page number

Workflow for Sample Online Journal Submission

In the initial ingestion of Volumes 1-4, the files were downloaded by ScholarSpace staff directly from the Sample Online Journal website. The URL for this website is http://www.sample.hawaii.edu.html.

The editor would like to keep using this website as a contact point for the journal but also use ScholarSpace with the idea of phasing out the sample site over time in favor of ScholarSpace at which time nothing new would be added to the sample site. The editor wants to keep the original site just because there are a lot of links out there pointing to it and he doesn’t want to disrupt them. The editor will slowly point people to the new site through a series of messages, letters, and announcements. Spring, 2007

Once the backfile publications have been ingested into ScholarSpace, new submissions will be added directly to ScholarSpace by the editor or editorial assistant as per the following workflow. Also please see attached workflow diagram.

1. Contributors submit items to Name Here, editor 2. Editor review 3. Editor rejects or accepts the item 4. Editor sends item out for peer review 5. Item is edited by author 6. Editor edits document and converts to pdf 7. Editor or editorial assistant submits item to ScholarSpace 8. Editorial assistant adds initial metadata 9. Name Here, library liaison and metadata editor, checks metadata 10. Item is ingested into repository and assigned a handle 11. Editor or editorial assistant adds handle URI to item sends the updated PDF to ScholarSpace Staff 12. ScholarSpace Staff runs checksum on item, deletes the first bitstream and adds the new bitstream (updated PDF) to the repository. ScholarSpace Staff updates the dc.provenance field to reflect the new checksum value. 13. The bitchecker utility updates the bitstream table with the byte size and checksum of the new bitstream.

Metadata

Metadata will follow qualified Dublin Core.

Title Field Follow format used in original publication: Opogona sacchar (Lepidoptera: Tineidae), a New Pest of Pineapple in Hawaii

Author Field Follow format used in original publication: Jones, Samuel E.

Publisher Field Publisher is listed as the University of Hawai’ i at Mānoa.

Subject Terms The subject terms for each item will be provided by the editor, editorial assistant and metadata editor.

Additional subject terms will be assigned by the metadata editor using the "NAL Thesaurus" by the National Agricultural Library. It is available on the Web at http://agclass.nal.usda.gov/agt/agt.shtml Spring, 2007

There are several additions to the Thesaurus:

1) We are going to add island specific names when appropriate (Oahu, Maui, etc). We will add the following designations: a. Hawaii (island) b. Hawaii with no qualifier refers to the state of Hawaii.

2) Not all scientific names are in the Thesaurus. If an organism isn't listed, the metadata editor will still include the scientific name as a subject term.

The format for the subject terms will involve capitalizing all proper nouns, as well as family and genus names. Following the NAL Thesaurus format, no other subject terms will be capitalized.

Note: The metadata editor will edit the subject terms provided by the contributor to reflect the correct terms found in the NAL Thesaurus. For example if the contributor provides the term “biodiversity”, the editor will change that to “biological diversity” as per the thesaurus.

Citation Format

The metadata editor recommends the 14th Edition of The Chicago Manual of Style which will be used for the record citations.

A quick reference for this style is available at

http://www.chicagomanualofstyle.org/tools_citationguide.html

Following is the bibliographic reference for the book:

The Chicago manual of style, 14th ed. Chicago: University of Chicago Press, 1993. 921p.

It can be found at Hamilton Library using the following Call Number:

Z253 .U69 1993

Rights

Copyright is retained by the authors. Authors sign a Non-exclusive Distribution License, which is retained by the editor.

Access

Submission to the repository will be ongoing beginning Spring Semester, 2007. Spring, 2007

Administration of the repository is limited to the administrative staff responsible for ScholarSpace.

Distribution to the global network will be immediately available.

DSpace Version

DSpace version 3.1 was in use when this Community was created. Spring, 2007

Organizational Structure for the Example Community in ScholarSpace

Example Department (Community)

Sample Online Journal (Sub-Community) 2000 – Vol. 1: (Collection)

2001 – Vol. 2: Article 1 2002 – Vol. 3: (Collection) (Item)Article 2 (Collection) (Item)Article 3 Article 1 (Item) Article 1 (Item)Article 2 (Item)Article 2 (Item)Article 3 (Item) Article 3 (Item) (Item)