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IDEALS HELP |
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This page provides help for searching, browsing, and submitting to IDEALS. For more information about IDEALS policies and background, see the About IDEALS page.
IDEALS (the Illinois Digital Environment for Access to Learning and Scholarship) disseminates, preserves, and provides persistent and reliable access to the research and scholarship of faculty, staff, and students on the University of Illinois at Urbana-Champaign campus. Here you can find articles, working papers, preprints, technical reports, conference papers and data sets in various digital formats. Content grows daily as new communities and collections are added to IDEALS.
The IDEALS content is organized around communities which correspond to scholarly or research units such as schools, departments, labs and research centers. In addition, there is a community for UIUC Research and Scholarship where individuals whose departments have not established a community can deposit their research. Within each community there can be an unlimited number of subcommunities and an unlimited number of collections. Each collection may contain an unlimited number of items.
| BROWSE | top |
Browse allows you to go through a list of items in some specified order:
Browse by Title allows you to move through an alphabetical list of all titles of items in IDEALS.
Browse by Author allows you to move through an alphabetical list of all authors of items in IDEALS.
Browse by Subject allows you to move through an alphabetical list of all topical terms of items in IDEALS
Browse by Date allows you to move through a list of all items in IDEALS in reverse chronological order.
Browse by Community/Collection takes you through the communities in alphabetical order and allows you to see the subcommunities and collections within each community.
You may sign on to the system if you:
Deposit is the IDEALS function that enables users to add an item to IDEALS. The process of deposit includes filling out descriptive information about the item and uploading the file(s) comprising the digital item. Each community sets its own submission policy. There is a community for UIUC Research and Scholarship where individuals whose departments have not established a community within IDEALS can deposit their research.
My IDEALS is a personal page that is maintained for each registered user. This page contains a list of items that are in the deposit process for a particular user, or a task list of items that need attention such as editing, reviewing, or checking. This page also includes information about personal services offered by IDEALS, such as e-mail notification when new items are added to a collection.
About takes you to information about the IDEALS project and its development.
| SEARCH | top |
To search all of IDEALS, use the search box at the top of the navigation bar on the left:
To limit your search to a specific community or collection, navigate to that community or collection and use the search bar on that page.
IDEALS uses the Apache Lucene search engine. Here are some search hints:
What is searched in the general keyword search:
The word(s) you enter in the search box will be searched against the title, author, subject abstract, series, sponsor and identifier fields of each item's record. In addition, the text you entered will also be searched against the full text of many of the archived documents. For more information on full-text searching please contact Tim Donohue, the IDEALS Programmer, at tdonohue@uiuc.edu.What is not searched - Stop Words
The search engine ignores certain words that occur frequently in English, but do not add value to the search. These are:"a", "and" , "are" , "as" , "at" , "be" , "but" , "by" , "for" , "if" , "in" , "into",
"is" ,"it" ,"no" , "not" , "of" , "on" , "or" , "such", "the" , "to" , "was"
Truncation
Use an asterisk (*) after a word stem to get all hits having words starting with that root, for example:
will retrieve selects, selector, selectman, selecting.
Stemming
The search engine automatically expands words with common endings to include plurals, past tenses ...etc.Phrase Searching
To search using multiple words as a phrase, put quotation marks (") around the phrase.
Exact word match
Put a plus (+) sign before a word if it MUST appear in the search result. For instance, in the following search the word "training" is optional, but the word "dog" must be in the result.
Eliminate items with unwanted words
Put a minus (-) sign before a word if it should not appear in the search results. Alternatively, you can use NOT. This can limit your search to eliminate unwanted hits. For instance, in the search
or
you will get items containing the word "training", except those that also contain the word "cat".
Boolean searching
The following Boolean operators can be used to combine terms. Note that they must be CAPITALIZED !
AND - to limit searches to find items containing all words or phrases combined with this operator, e.g.
will retrieve all items that contain BOTH the words "cats" and "dogs".
OR - to enlarge searches to find items containing any of the words or phrases surrounding this operator
will retrieve all items that contain EITHER the words "cats" or "dogs".
NOT - to exclude items containing the word following this operator, e.g.
will retrieve all items that contain the word "training" EXCEPT those also containing the word "cat".
Parentheses can be used in the search query to group search terms into sets, and operators can then be applied to the whole set, e.g.
| ADVANCED SEARCH | top |
The advanced search page allows you to specify the fields you wish to search, and to combine these searches with the Boolean "and", "or" or "not".
You can restrict your search to a community by clicking on the arrow to the right of the top box. If you want your search to encompass all of IDEALS, leave that box in the default position.
Then select the field to search in the left hand column and enter the word or phrase you are searching in the right hand column. You can select the Boolean operator to combine searches by clicking on the arrow to the right of the "AND" box. You must use the input boxes in order; if you leave the first one blank your search will not work.
You may also limit your search for an item by the type of resource (image, text, etc.), language, and year issued.
| COMMUNITIES | top |
IDEALS content is organized around communities which correspond to scholarly or research units such as schools, departments, labs and research centers. Within each community there can be an unlimited number of subcommunities and an unlimited number of collections. Each collection may contain an unlimited number of items. This organization gives IDEALS the flexibility to accommodate differing needs of communities by allowing them to
Each community has its own entry page displaying information, news and links reflecting the interests of that community, as well as a descriptive list of collections within the community.
There is also a community for UIUC Research and Scholarship where individuals whose departments have not established a community within IDEALS can deposit their research.
| COLLECTIONS | top |
Communities can maintain an unlimited number of collections in IDEALS. Collections can be organized around a topic, or by type of information (such as working papers or datasets) or by any other sorting method a community finds useful in organizing its digital items. Collections can have different policies and workflows.
Each IDEALS collection has its own entry page displaying information, news and links reflecting the interests of users of that collection.
| SIGN ON TO IDEALS | top |
When you access an area of IDEALS that requires authorization, the system will require you to log in.
Some restricted functions, such as deposit of items, require a UIUC or UIS NetID and password. Please see the CITES NetID information page for more information.
Non-UIUC or UIS users may log in to IDEALS in order to manage subscriptions to collections. Before you log in for the first time, you will need to click on "New user? Click here to register" and follow the instructions. After that, you will need to enter your e-mail address and password in the log-in form that appears. Your e-mail address should include your username and domain name. It is not case sensitive.
Example: moniker@mycorp.com
Type your password exactly as you entered it originally. It is case sensitive. Be sure to click on the "log in" button to continue.
| DEPOSIT | top |
Depositing an item into IDEALS is a multi-step process that, depending on the complexity of the item deposited, that can take between five and fifteen minutes. At any point in the deposit process you can stop and save your work for a later date by clicking on the "exit/save" button at the bottom of the page. The data you have already entered will be stored until you come back to the deposit, and you will be reminded on your "My IDEALS" page that you have a deposit in process. If somehow you accidentally exit from the deposit process, you can always resume from your "My IDEALS" page. You can also cancel your deposit at any point.
Click on the arrow at the right of the drop-down box to see a list of Collections. Move your mouse to the collection into which you wish to add your item and click.
You must be authorized by a community to deposit items to a collection. You should only see collections to which you are authorized to deposit. All UIUC faculty, staff and graduate students are able to immediately submit their research to a collection within the UIUC Research and Scholarship collection.
If you would like to submit an item to IDEALS, but don't see an appropriate community, please contact Sarah Shreeves, IDEALS Coordinator, at sshreeve@uiuc.edu to find out how you can get your community set up in IDEALS.
Click on the "next" button to proceed, or the "cancel" button to stop your submission.
| SUBMIT: License | top of submit | top |
IDEALS requires agreement to this non-exclusive distribution license before your item can appear in IDEALS. Please read the license carefully and refer to the IDEALS Copyright and Intellectual Property Policies. If you have any questions, please contact Sarah Shreeves, IDEALS Coordinator, at sshreeve@uiuc.edu.
Not sure if you have the rights to grant the license?
If you are a faculty member or graduate student depositing your own work, and you have not signed over your copyright to a publisher, you should have the rights to grant the license. Even if you have signed over your copyright to a publisher, in many cases you can still deposit your item. The Sherpa Publisher Copyright Policies and Self-Archiving database (http://www.sherpa.ac.uk/romeo.php) is the most definitive list of publisher policies at the current time. You can also ask your publisher whether you can submit your work into the institutional repository (IDEALS).
In some cases (see http://www.uillinois.edu/trustees/rules.html#art3 and specifically, http://www.uillinois.edu/trustees/rules.html#sec34 for more information), the copyright to your work may be held by the University of Illinois. For example, if the author is an academic professional at the University, then the University typically owns the copyright. For the cases where the University owns the copyright, it is not feasible or advisable for authors to request permission to deposit from the Board of Trustees for every work. IDEALS requests that the author determines whether or not the work is appropriate for deposit by contacting the head of the unit where the work was created and asking for permission. For example, in a laboratory, a research scientist may wish to ask the head of the center or academic unit whether deposit is appropriate.
Not sure if your publisher allows submission to IDEALS?
If you have signed over your copyright to a publisher or other third party, you may still be able to deposit that work into IDEALS.
More and more publishers, whether commercial or non-profit, will permit the deposit of a pre-print or a post-print online and include this permission into their copyright agreement with authors. If you would like to know what your publisher permits, visit the Sherpa Publisher Copyright Policies and Self-Archiving database at http://www.sherpa.ac.uk/romeo.php and search or browse for the name of your publisher. If your publisher is not listed in the Sherpa database, IDEALS staff would be happy to help you investigate this issue with your publisher. When you publish you can also negotiate to submit your work to IDEALS. SPARC offers useful resources for authors on copyright issues at http://www.arl.org/sparc/resources/copy.html. The University Library’s Scholarly Communication site at http://www.library.uiuc.edu/blog/scholcomm/ also has additional information and resources. Sarah Shreeves, IDEALS Coordinator, is happy to discuss these issues as well.
| SUBMIT:: Access and Privacy Settings | top of submit | top |
The Access and Privacy Settings step allows you to restrict access to your submission if necessary. If you wish to allow open access to your submission, click "next". Providing open access to a submission does NOT mean that the copyright owner is giving up his/her rights over the submission.
We recommend that you restrict access to your submission only when necessary (for example, if a publisher has an embargo period). Keep in mind that restricting access to your submission will block search engines (like Google) from indexing your content. This may also cause your submission to be cited less frequently than other openly available submissions.
There are several options for restricting access to your submission. These are illustrated below - note that if you restrict access to your item, you will need to supply a reason.
| SUBMIT: Upload a File | top of submit | top |
There are two methods of entering the name of the file you wish to upload (see below if you are using Netscape):
Type the full path and file name into the input box and then click on the "next" button in the lower right hand corner of the screen.
OR
You may also enter a brief description of the file in the "File Description" box, for example "Main article", or "Experiment data readings". You will be able to fully describe the item later in the deposit process.
Click the "Upload File" button to proceed to the next screen.
| Uploading Multiple Files at Once | top |
You may wish to upload multiple files at once if:
You should not upload multiple files at once in cases similar to the following:
In all of the above cases, you should upload each file one by one, in order to provide the best access to each individual file.
Uploading files from Netscape:
If you are using the Netscape browser, the default file type will be set to "HTML files", so you may not see all of your files. Here is how to see all your files:
On Windows and Macintosh computers, the window initially looks like this:
Click on the drop down arrow next to the "HTML Files" and select "All Files (*.*)":
On UNIX systems, the window initially looks like this:
Click to the right of the "*.html" in the top text box, and remove the ".html" with the backspace key, but leave the "*". Then, click on the "Filter" button at the bottom of the window. You will then see all of your files, like this:
Once the correct file name is in the input box, click on the "next" button to proceed.
| SUBMIT: File Formats | top of submit | top |
To properly archive and give access to a file, we need to know what format it is, for example "PDF", "HTML", or "Microsoft Word". If the system does not automatically recognize the format of the file you have uploaded, you will be asked to describe it. If the format of the file appears in the list offered, click on it and then on "Submit". If you can't see the format in the list, click on "format not in list" and describe the format in the text box lower down on the page. Be sure to give the name of the application you used to create the file and the version of that application, for example "Autodesk AutoCAD R20 for UNIX".
For more information about file formats, see IDEALS Supported Formats and the IDEALS Preservation Policy and Format Support page.
| SUBMIT: File Uploaded | top of submit | top |
After you have uploaded a file, check the information in the table to make sure it is correct. You may also click on the filename. This will download the file in a new browser window, so that you can check the contents.
If you're only uploading one file, click on "Next" when you're happy that the file has been uploaded correctly.
If you're uploading more than one file, click on the "Add Another File" button. When you are satisfied that all files for this item have been successfully uploaded, click on the "Next" button.If you're uploading an HTML page with embedded files, click on the "Add Another File" button, and upload all files or bitstreams referenced in the html page. After all the are uploaded, in the column marked "Primary Bitstream", select the bitstream or file that is the index page or the top page for the web page. This will ensure that all of your embedded files will display properly on the HTML page. Then click on the "Next" button. See Uploading Multiple Files at Once for more information about this option.
| SUBMIT: Describe Your Item - Page 1 | top of submit | top |
The information you fill in on the next two screens will form the metadata record that will enable users to retrieve your item using search engines. The richer the metadata, the more "findable" your item will be, so please take the time to fill in as many fields as are applicable to your item.
This can be a person, organization or service responsible for creating the item. By clicking on the "Add More" button you can add as many authors as needed. If the author is an organization, use the last name input box for the organization name.
An additional contributor is a person, organization, or service who did not create the item but provided other support or content, for example an editor or an advisor for a dissertation. By clicking on the "Add More" button you can add as many contributors as needed. If the contributor is an organization, use the last name input box for the organization name.
Enter the full and proper name by which this item should be known. All IDEALS items must have a title! If your item has a valid alternative title, for instance, a title in another language or an abbreviation, then use the "Add More" button to create an additional field for this information.
Select the type(s) of resource that best fits your item.This information will be used to limit searches on the Advanced Search page. You may choose more than one value. If your item does not fit any of these values, please check the "Other" box. You will be able to select a more specific value (for example, article) in the genre field.
Select the genre of the resource that best describes your item. This information will be used in the future to limit searches and create browse lists. You may choose more than one value. If your item does not fit any of these values, please check the "Other" box.
Date of Publication or Distribution (Required):
If your item was previously published or made public, enter the date of that event here. If this is the first case of public distribution, enter the current year and date. If you don't know the month, leave the default "no month"; otherwise select a month from the drop-down box. If you don't know the exact day, leave that box empty.
Please enter as many subject keywords as are appropriate to describe this item, from the general to the specific. The more words you provide, the more likely it is that users will find this item in their searches. Use one input box for each subject word or phrase. You can get more input boxes by clicking on the "add more" button.
Your community may suggest the use of a specific vocabulary, taxonomy, or thesaurus. If this is the case, please select your subject words from that list.
You can either cut and paste an abstract into this box, or you can type in the abstract. There is no limit to the length of the abstract. We urge you to include an abstract for the convenience of end-users and to enhance search and retrieval capabilities.
Select the language of the intellectual content of your item. If your item is not a text document and language is not applicable as description, then select the N/A choice.
Click on the "next" button to proceed, or "exit/save" button to stop and save or cancel your submission.
| SUBMIT: Describe Your Item - Page 2 | top of submit | top |
As was true with the last screen, the information you fill in here will form the metadata record that will enable users to retrieve your item using search engines. The richer the metadata, the more "findable" your item will be, so please take the time to fill in as many fields as are applicable to your item.
Indicate whether the deposited item has been published or is intended for publication OR whether it is not intended for publication. This information will be used in the future to limit search results.
If published, indicate whether the deposited item has been through a peer review process. This information will be used in the future to limit search results.
Enter citation information for this item if it was a journal article or part of a larger work, such as a book chapter.
For journal articles, include the journal title, volume number, date and paging.
For book chapters, include the book title, place of publication, publisher name, date and paging.
Enter the name of the publisher of this item.
Some items in IDEALS may be part of numbered series such as technical reports or working papers. The name of the series or report as well as the number should be included here. If the item is part of more than one series, add an additional field by clicking the "Add More" button.
If you know of a unique number or code that identifies this item in another system, please enter it here. Click on the arrow to the right of the input box, and select from one of the choices in the drop down menu. The choices refer to:
ISSN - International Standard Serial Number - e.g. 1234-5678
ISBN - International Standard Book Number - e.g. 0-1234-5678-9
URI or URL - Universal Resource Identifier - e.g. http://jodi.ecs.soton.ac.uk/Articles/v05/i03/Shreeves/
DOI - Digital Object Identifier - e.g. 10.1002/cpa.20132
Other - An unique identifier assigned to the item using a system other than the above
If your item is the product of sponsored research, you can provide information about the sponsor(s) here. If there are multiple sponsors you can add additional fields to record them.
Click on the "next" button to proceed, or "exit/save" button to stop and save or cancel your submission.
| SUBMIT: Verify Submission | top of submit | top |
This page lets you review the information you have entered to describe the item. To correct or edit information, click on the corresponding button on the right, or use the oval buttons in the progress bar at the top of the page to move around the submission pages. When you are satisfied that the submission is in order, click on the "Finish" button to continue.
Click on the "Exit/Save" button to stop and save your data, or to cancel your submission
| SUBMIT: Submission Complete | top of submit | top |
Now that your submission has been successfully entered into the IDEALS system, it will go through the workflow process designated for the collection to which you are submitting. Some collections require the submission to go through editing or review steps, while others may immediately accept the submission. You will receive e-mail notification as soon as your item has become a part of the collection, or if for some reason there is a problem with your submission. If you have questions about the workflow procedures for a particular collection, please contact the community responsible for the collection directly. You can check on the status of your submission by going to the My IDEALS page.
| HANDLES | top |
When your item becomes a part of the IDEALS repository it is assigned a persistent URL. This means that, unlike most URLs, this identifier will not have to be changed when the system migrates to new hardware, or when changes are made to the system. IDEALS is committed to maintaining the integrity of this identifier so that you can safely use it to refer to your item when citing it in publications or other communications. Our persistent urls are registered with the Handle System, a comprehensive system for assigning, managing, and resolving persistent identifiers, known as "handles," for digital objects and other resources on the Internet. The Handle System is administered by the Corporation for National Research Initiatives (CNRI), which undertakes, fosters, and promotes research in the public interest.
| MY IDEALS | top |
If you are an authorized IDEALS submitter or supervisor, or if you are a staff member responsible for IDEALS collection or metadata maintenance, you will have a My IDEALS page. Here you will find:
| EDIT PROFILE | top |
This page allows you to change the information we have for you. You must be authenticated with your log-in to change any of your personal information.
| SUBSCRIBE TO E-MAIL ALERTS | top |
Users can subscribe to receive daily e-mail alerts of new items added to collections. Users may subscribe to as many collections as they wish. To subscribe:
| FOR FURTHER ASSISTANCE... | top |
For general information, contact Sarah Shreeves, IDEALS Coordinator, via email at sshreeve@uiuc.edu or phone at 217-244-3877.
For technical information, email Tim Donohue, IDEALS Research Programmer, via email at tdonohue@uiuc.edu or phone at 217-333-4648.
For general information and news about DSpace, the software used by IDEALS, visit the DSpace web site.
Contents | Browse | Search | Communities | Collections | Submit | File Formats | My IDEALS | Edit Profile | Subscribe to E-mail alerts
