About the Repository

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Overview

The Research Database Application (GNU Eprints) has been launched on September 2007.

Only Sabanci University members can login the application using their SU-Net account and deposit items. Everyone can search or browse the repository for only public items from internet.

Determining the new application and making improvment operations have been managed by advisory group including academic/administrative units, which is formed by support of URC(University Research Council).

In this context, the current research database has been migrated to the database of the new application including all archives.The abstract of the main facilities which is supplied by the new application is as below:







Features

  • User friendly interface;
    • Collects entries in a wizard style interface
    • In place help for every entry
    • Auto completion for Creators, Autors, Editors names for Sabanci University members
  • Fulltext / Documents;
    • Supports different file formats (PDF, PostScript, MS Word, MS PowerPoint, HTML)
    • Possible to upload multiple documents for an item
    • Indicating the security level for every document (Who is allowed to download?)
    • For restricted documents, visitors can request a copy within the application
    • Setting embargo expiry date for documents (It will be accessible after date selected)
    • Specifying explicit license for every document (Creative Commons licenses, on Wikipedia(en), on Wikipedia(tr))
  • Supports OAI (Open Archives Initiative is a protocol built on top of HTTP designed to distribute, gather, and federate meta data)
  • PIR (Personal Information Report) can be retrieved from within the application
  • It's possible to continue later to the entry process when you want
  • Researcher decides that the publication information can be accessible to public
  • Sabanci University members can login with their SU-Net account
  • There is workflow support (Editorial review etc.)
  • Subject tree. The item can be addressed in LOC(Library of Congress) Subject Tree
  • Built in search engine.
    • Supports two kind of search; simple and advanced
    • Supports fulltext search
    • Saved search support (Users receive search result within an email message periodically)
  • Browsing archive with different fields (Subjects, Item Types,etc.).







Item Types

The following types of items are collected within this repository;

  • Article *
  • Papers in Conference Proceedings *
  • Conference / Workshop / Seminar Item
  • Working Paper / Technical Report *
  • Book *
  • Book Section / Chapter *
  • Monograph *
  • Volumes Edited / Special Issues *
  • Book Review *
  • Thesis / Masters' Projects Supervision
  • Patent
  • Exhibition / Displays
  • Awards, Honors, Felollowships, Grants
  • Editorial Board Membership
  • Inclusions in Journals, Books, Encyclopedias, Catalogues
  • Projects
* Only these types can be searchable or browsable depends on security settings. The others cannot be accessible by any way.







Actions

The following actions can be performed for items within this repository;

  • New Item: Begin a new deposit (item).
  • Import Item: Import records into your workarea.
  • Deposit Item: Send item to editorial review.
  • New Version: Use this to submit a new version of this item. It will create an exact copy which you can then make changes to. This item and the new version will be linked. Please use this action to update existing items in the archive.
  • Use As Template: Create a new item using this item as a template. There will be no connection between the two items.
  • Edit Item: Edit item.
  • Destroy Item: Remove this item from the system forever.
  • Return Item (with notification): Return this item from to the user workarea and send an email to the user who deposited it to explain why it cannot yet be accepted.
  • Destroy Item (with notification): Remove this item from the system forever, but send an email to the user who deposited it to inform them why.
  • Move To Repository: Move item to repository.
  • Return Workarea: Return back the item to user workarea.
  • Move To Review: Move item to editorial review.
  • Retire Item: Removes the item from the archive. Not deletes, just hides.







Roles

In the application there is tree kind of roles. These roles are described below;

  • User
  • All faculty members and administrative staff are have this role. People with this role can perform these actions;

    • Adding new own item
    • Updating existing own items
    • Can send the item to editorial review
    • Can return back the item from editorial review to user workarea
    • Can request deletion for item in the archive
    • Can see own PIR (Personal Information Report)

  • Editor
  • The items deposited by users goes to the archive after an editorial review. Only editors can send items to archive. Editors change depends on item types, divisions and item status. People with this role can perform these actions;

    • Adding new own item
    • Updating existing own items
    • Can send the own item to editorial review
    • Can return back the own item from editorial review to user workarea
    • Can request deletion for own item in the archive
    • Can see own PIR (Personal Information Report)
    • For items that matches editorial criteria;
      • Edits the item for only spell errors
      • Sends the item to the archive
      • Returns back the item to user workarea with an email notification

    You can see the editors depends on item types on the table below.

    Entry Type

    Editing Department

    Editor


    • Article
    • Papers in Conference Proceedings
    • Book
    • Book Section / Chapter
    • Monograph
    • Volumes Edited / Special Issues
    • Book Review
    • Working Paper / Technical Report
    • Inclusions in Journals, Books, Encyclopedias, Catalogues,
    • Editorial Board Membership
    • Awards, Honors, Felollowships, Grants
    • Exhibition / Displays,
    • Thesis / Masters' Projects Supervision
    • Conference / Workshop / Seminar Item











    Information Center (IC)










    Information Center Editor: 
    Burcu Ersoy
    cataloging@sabanciuniv.edu

     

    • Patent

     

    Research & Graduate Policies (RGP)

    Zeynep Birsel
    zeynepbirsel@sabanciuniv.edu

    Anıl Durmuş
    anildurmus@sabanciuniv.edu

     

    • Projects

     

    Research & Graduate Policies (RGP)

    For Active, Pending, Cancelled or Completed Projects

    Aslıhan Eran
    aslihan@sabanciuniv.edu

    Gamze Ersan
    gamzec@sabanciuniv.edu

    Çiğdem Geylan
    cgeylan@sabanciuniv.edu

     

    For Proposed, Accepted or Rejected Projects (Grant)

    Didem Kılıçoğlu
    kilicoglu@sabanciuniv.edu

     

    For Proposed, Accepted or Rejected Projects (Contract)

    İclal Arguç
    iclal@sabanciuniv.edu

    Tuğba Öztürk
    tugbao@sabanciuniv.edu


  • Administrator
  • Person with this role retires the items requested for deletion.
    Important: The items in archive cannot be deleted, can be hided for searching, browsing and accessing. (Preservation feature of repositories)







Status of Items

There are four kind of status for items. In any time an item has one of the these status. Description of status given below;

  • User Workarea
  • All new created items have this status. Owner of the item can change, update, delete or send to editorial review when status of the item is that.

    • User can update the item,
    • User can delete the item,
    • User can deposit item (send to editor review),
    • Item with this status cannot be searchable
    • Item with this status cannot be accessable by other users or anonymously

  • Under Review
  • All items with this status wait for editorial review.

    • User can return back the item to user workarea
    • Editor can edit the item for obly spell errors
    • Editor can send the item to archive
    • Editor can return back the to user workarea with an email message
    • Item with this status cannot be searchable
    • Item with this status cannot be accessable by other users or anonymously

  • Live Archive
  • All items with this status can be searchable depends on item type and security level depositer specified. Description of status given below;

    • User cannot update the item,
    • User cannot delete the item,
    • Editor can return back the item to under review
    • Administrator can retire the item
    • Item with this status can be searchable
    • Item with this status can be accessable by other users or anonymously

  • Retired
  • This status means the item with this status removed from archive, and this item cannot be searchable, browsable and accessible.

    • User can create a new version of the item with this status
    • Item with this status cannot be searchable
    • Item with this status cannot be accessable by other users or anonymously







Submission Flow

There is a workflow on this repository. This provides us a true and preserved repository. This workflow works with this way;

  • Researcher adds a new item (You may check the demonstration videos)
    • Selects item type
    • Uploads document(s)
    • Enters details (Bibliographic information)
    • Selects subjects
    • Deposits the item (sends to editorial review)
  • Editor checks the item. If everything is OK, sends it to Live Archive if not returns back to user workarea of researcher with an email notification
  • Administrator retires the item in archive if requested
  • Researcher creates a new version of the item if the item needs to be updated. With this new item workflow begins from first step.
    • The items in the archive cannot be updated by researchers.
    • After the new version goes to live archive status, previous version of the item is hided from searches