Timeline for librarian communication with faculty at Irvine 

Mitchell Brown, UC Irvine

December 17, 2014

  1. Presentations to Faculty Senate groups
    1. Presentations to UCI faculty on UC Publication Management System  (Oct.-Dec. 2014)
    2. Irvine did three presentations to Faculty groups to introduce the Publication Management System and solicit input to engage selected faculty to be early testers and use the system.
    3. Open Access Week 2013 – Redefining Impact @ UCI, “Upload-A-Thon” – the eScholarship Workflow – October 21, 2013
    4. Council on Research Computing and Libraries (CORCL) – October 13, 2013
       i.    Presentation of the UC OA Policy and introduce the new eScholarship submission process. 
    5. Council on Research Computing and Libraries (CORCL) – October 16, 2014                                         
       i.    Presented on the progress of the first stage of UC OA Policy implementation with article submission to eScholarship and highlighted plans for the Publication Management System
    6. Faculty Advisory Committee to Academic Personnel (MyData) – August 7, 2014
       i.    Faculty advisory group on Academic Personnel system interaction with Symplectic Elements (Publication Management System).  MyData is the software Irvine uses to manage faculty electronic PTR processes.
    7. Chancellor’s Advisory Committee – December 4, 2014 (rescheduled January 11, 2015; presented February 12, 2015)                                        
       i.    Presentation on review of UCP Publications Management System pending release to the Irvine campus.  CAC is comprised of Deans and Vice Provosts who advise the Chancellor on academic and administrative issues.
  2. Other Presentations
    1. Open Access Policy Fall 2014 Update for UC Libraries (October 24, 2014) (51:41) - Katie Fortney (CDL), Sharon Farb (UCLA), Mitchell Brown (UCI) 
  3. Sample email to faculty through Publication Management System
    1. Email announcements prior to release at Irvine 
      1. Feb.17, 2015 - Letter from UCI Faculty Senate and UL 
      2. Feb.18, 2015 - Email from Academic Personnel (option to opt-out of merging the campus review system records with the new system)
      3. March 10, 2015 - Email notifications are automatically sent by Elements to faculty
  4. Work plan for librarian outreach to follow up with faculty
    1. February 17, 2015 – email from Irvine Faculty Senate President and UL Lorelei Tanji announcing the UC Publication Management System.  This will be a to faculty senate using address from Academic Personnel.
    2. March 10, 2015 - Notification of Faculty Senate through Publication Management System system.  The first email will be a notification that the system is active and has collected publications from online resources. 
    3. Faculty will receive subsequent email notifications quarterly for any new publications located or pending articles.
    4.  Presentations to subject bibliographers in January 2015 on the workflow within Publication Management System and types of questions faculty may ask.  Irvine does not yet have a plan to providing individual department level support for faculty updating their Publication Management System accounts but options are being discussed.


FAQ for Publication Management System

Q: I have my articles loaded to ResearchGate, Mendeley or Google Scholar. Do I have to load then into this new system? Will the new system harvest from ResearchGate?

A: ResearchGate and Google Scholar are publicly accessible collections of papers, and eSchoalrship can also provide that feature. Mendeley was purchased by Elsevier and although it is currently free the site may not be accessible in the future. eSchoalrship can provide an archived and persistent copy of your research publications, indexed by Google and you can link from ResearchGate into eScholarship.

[ResearchGate is currently popular with faculty, but the services may change over time. For instance, ChemistryCentral for chemistry prepirnts was owned by Elsevier. MySpace and Friendster before Facebook.]

Q: Google Scholar has my research paper links and it is easy to prepare and people to find. Why should I do the work again in this new system? Can’t I just use that instead?

A: Goggle Profile usues an algorithm to search websites for articles, book chapters, citations, and references to publications. The UC Publication Management System also searches for publication information but from trusted indexing services such as PubMed, Thomson Reutrers Web of Science, and Scopus. The Publication Management System will remove duplicate entries and give better identification to the articles. Adding articles to eScholarship will provide a permanent archival copy of the article w with a persistent URL. Google Profile will be able to link to the eScholarship location and will continue to locate a publically accessible copy of the paper.

Q: Changes to NIH biosketch, myNCBI, , SciENcv sometimes referred to as ScienceCV) have faculty asking, “Why don’t I just use Google Scholar? It’s easy and doesn’t if do the same thing as this new system?”

A: Irvine has scheduled an in-training on January 15, 2015 to show librarians what they need to be able to teach researchers and faculty about entering their profiles for grant information into myNCBI in order to create NIH biosketch or SciENcv. Publication Management System can generate a template with articles for the previous and new versions of NIH biosketch but librarians should be aware of the requirements for the new biosketch annotations and author statement of responsibility.

There's an article about this at http://nexus.od.nih.gov/all/2014/05/22/changes-to-the-biosketch/

And there is a tutorial about basic data entry at https://www.youtube.com/watch?v=PRWy-3GXhtU that Linda Murphy created.

Q: Faculty have expressed their feelings that the eScholarship version of their articles is not going to be professional looking enough, so they don't want to deposit their OA Policy mandated papers unless they can use the publisher formatted version

A: A music faculty who said the musical notations are in separate files that are combined by the publisher in the final version and they do not want to load the text file and the music notation files that they have pre-pub versions of separately in eScholarship because they feel that makes their work too lame looking and too hard to read.  So the idea that the text is the important part has no sway with them.  Also heard it from a bioinformatics person who feels that his final manuscript before publication is very crude because the graphics are not typeset and he is uncomfortable with that ugly version being the version of record in eScholarship -- he wants to swap his ugly version with the publisher version the instant the publisher version becomes OA (his journals are usually all OA after 6 months automatically).  I don't know if there is an option to take down his manuscript version once posted.  It was suggested to the music person that they check with their publisher to see if they are OK with the publisher's typeset version being deposited in an IR.  But checking with each publisher is an added workload for faculty that does not help lead to compliance with the Senate OA Policy, of course.  Publisher IR policies can be search at SHERPA RoMEO ( (http://www.sherpa.ac.uk/romeo/search.php). mcb