DSPACE HELP

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About DSpace
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Advanced Search
Communities
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My DSpace
Submit
Handles
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DSpace captures, distributes and preserves digital research products. Here you can find articles, books, book sections, working papers, theses, dissertations, preprints, research reports, conference papers, artistic/designerly creations, presentations, posters, web content, course material and software packages in various digital formats.

The DSpace content is organized around Communities which can correspond to administrative entities 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.

About DSpace takes you to information about the DSpace project and its development.


BROWSE top


SEARCH top

To search all of DSpace, use the search box in the middle of the home page.

Search Box

To limit your search to a specific community or collection, navigate to that community or collection and use the search bar on that page. For example:

Search Box

DSpace uses the Jakarta Lucene search engine. Here are some search hints:

What is searched in the general keyword search (search box)
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.

If your site is enabled for full-text searching, the text you entered will also be searched against the full text of all archived documents. For more information on full-text searching please contact your DSpace Administrator.

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 DSpace, 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.

Note: You must use the input boxes in order. If you leave the first one blank your search will not work.


COMMUNITIES top

The DSpace content is organized around Communities which can correspond to administrative entities 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 DSpace 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.


COLLECTIONS top

Communities can maintain an unlimited number of collections in DSpace. 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 DSpace collection has its own entry page displaying information, news and links reflecting the interests of users of that collection.


SIGN ON TO DSPACE top

You may sign on to the system if you:


MY DSPACE top

If you are an authorized DSpace submitter or supervisor, or if you are a staff member responsible for DSpace collection or metadata maintenance, you will have a My DSpace page. Here you will find:

In the future this page will also maintain information about personal services offered by DSpace, such as e-mail notification when new items are added to a collection.


SUBMIT top

Submit is the DSpace function that enables users to add an item to DSpace. The process of submission includes filling out information about the item on a metadata form and uploading the file(s) comprising the digital item. Each community sets its own submission policy.

For research publications:

There are two ways of submitting a publication:

Go to: a) MANUAL SUBMISSION - b) BATCH IMPORT

For artistic/designerly creations:

There are two ways to submit artistic/designerly creations:

  1. On the homepage of the Document Server, hover over "Submit" in the top navigation and click on "to Artistic/designerly creations";
  2. or
  3. On the homepage of the Document Server, click on "My DSpace" in the top navigation, log in with your user-id and password, and click on the button "submit to Artistic/designerly creations".

a) MANUAL SUBMISSION top

Submission

The submit module in the Document Server@UHasselt has an ‘Easy Submission’-input form where only a very basic set of bibliographical data has to be provided (cf. title, source, author(s) and -if possible- a DOI or URL). The library will complete the record if she can find the metadata in the uploaded pdf or in existing databases. If this information is not available you are requested to use one of the other forms ( Use 'Select type of form') to complete the description. There is a different template for the most important document and content types: Journal Contribution, Preprint, Book, Book Section, Proceedings Paper, Conference Material, Research Report, Theses and Dissertations, Working Paper, Other and Artistic/Designerly Creation.

The different templates contain specific describing elements when needed, but have at the same time many elements in common. The submission goes to three main steps: description of the metadata, upload (file by file) and verification.

The information you fill in on the Describe screens will form the metadata record that will enable users to retrieve your item using search engines. The richer the metadata, the more "searchable" your item will be, so please take the time to fill in as many fields as are applicable to your item.

 

Progress Bar - Oval Buttons at Top of Page:

At the top of the submit pages you will find 4 (for the Easy Submission) or 6 (for the other forms) oval buttons representing each step in the submission process. As you move through the process these ovals will change color. Once you have started you can also use these buttons to move back and forth within the submission process by clicking on them. You will not lose data by moving back and forth.

Progress Bar


Description of the metadata top

For most document types, except for the Easy Submission form and Artistic/Designerly Creation, each submission contains the following fields:

  1. Type of form
  2. Type (only for Journal Contribution, Book Section, Proceedings Paper, Conference material, Theses and Dissertations, and Other)
  3. Creators
  4. Title (information)
  5. Conference Description (only for Proceedings Paper and Conference Material)
  6. Reference (not for Conference Material)
  7. Links
  8. Characteristics
  9. Description of content

a. Type of form:

Select Template

Choose one of the following templates:

b. Type:

Type

For Journal Contribution: based on the types of Web of Science:

For Proceedings Paper:

For Conference Material:

For Theses and Dissertations:

For Other:

c. Creators:

Fill out the name of the persons and/or institutes responsible for the publication/research item.

The authority module will help you identifying the personal authors, theses lectors, promotors and/or editors (as described below).
The goal of this module is to save the authors name as it is on the paper, while saving also his Hasselt University ID (Only Hasselt University members can have a UHasselt ID).

Creators 

Click in the name box or on the magnifier and the authority module will pop up

Authority module 

Note: Every new variant of a name will be added as a new name option.

d. Title (information):

Enter the full and proper name by which this item should be known. All DSpace items must have a title!

Title

By clicking on the "Add More" button you can add as many titles as needed

e. Conference description:

Only for Proceedings Paper and Conference Material

Conference 

f. Reference:

The reference is different for the different types. Not all types have a reference block.

For Journal Contribution:

Journal reference 

For Preprints and Other:

Journal reference 

For Books, Research Reports and Working Papers:

Journal reference 

For Book Section:

Journal reference 

For Proceedings Papers:

Reference to a book 

For Theses and Dissertations:

Journal reference 

g. Links

Links

h. Characteristics

Characteristics

The first two fields are mandatory - A publication has:

If your research has been funded by Horizon 2020, you have to check the box “This publication is published in the framework of a Horizon 2020 project.”

i. Description of Content

Description

Description


For an Artistic/Designerly Creation, each submission contains the following fields:

  1. Title
  2. Description
  3. Category
  4. Keywords
  5. External References
  6. Technical Information
  7. Date and Location
  8. Review Discipline
  9. Research Context
  10. Impact
  11. Related Organization
  12. Related Project
  13. Contributors

a. Title:

Enter the full and proper name by which this item should be known. All DSpace items must have a title!

Title

b. Description:

Enter a description of the creation.

Type

c. Category:

Enter up to three categories for this creation.

Type

d. Keywords:

Enter the main keywords (seperated with ';'). Eg. noise, durability, baroque, identity, religion, genetics...

Type

e. External References:

Enter any external reference, eg. to a website, a digital archive, external media...

Type

f. Technical information:

Enter more specific technical information (used media formats,...) about the artistic/designerly creation (eg. oil on canvas, 100cmx60cm, Super-8, 17 min., black and white,...)

Type

g. Date and location:

h. Review Discipline:

Choose the peer-review group by which the output has to be assessed.

Type

i. Research Context:

Enter a description of the research context of the artistic/designerly creation.

Type

j. Impact:

Enter a description of the perceived impact of the output (cultural, social, knowledge impact, etc.) and enter an impact reference, i.e. a link to information with which the reviewer can verify the impact (eg. a link to a review in an art magazine or in a handbook, etc.).

Type

k. Related Organization:

Enter information about the research institution(s).

Type

l. Related Project:

Enter information about the related research project.

Type

m. Contributors:

Enter the contributors. One person can assume different roles.

Type

The authority module will help you identifying the contributors. The goal of this module is to save the authors name as it is on the creation, while saving also his Hasselt University ID (Only Hasselt University members can have a UHasselt ID).

Click in the name box or on the magnifier and the authority module will pop up.

Authority module 

Note: Every new variant of a name will be added as a new name option.

Click on the "Next" button to proceed, or "Cancel/Save" button to stop and save or cancel your submission.

At any point in the submission process you can stop and save your work for a later date by clicking on the "stop" button at the bottom of the page. The data you have already entered will be stored until you come back to the submission, and you will be reminded on your "My DSpace" page that you have a submission in process. If somehow you accidentally exit from the submit process, you can always resume from your "My DSpace" page. You can also cancel your submission at any point.


SUBMIT: Upload a File top of submit top

Upload

Click on the "Bestand kiezen" button and a window showing your files will appear. You can navigate through your directories and folders until you find the correct file to upload. Double-click on the file name you wish to upload, and the name will be entered into the input box.

File Description

For peer-reviewed journal articles and proceeding papers, choose a version from the drop-down menu. There are four options:

If you have selected ‘peer-reviewed author version’, ‘non peer-reviewed author version’ or ‘supplementary material’, a cover will be generated automatically containing information about the version and a reference to the published version.

If necessary, you can insert some additional information in the input field next to the drop-down menu. The information you provide here will help users to understand what information is in each file, for instance “images” or “computer program” or “data set”.


SUBMIT: File Formats top of submit top

Upload

Limited Access to the File

Access to documents has to be limited sometimes; for copyright, intellectual rights or privacy reasons. With the Embargo tool, you can limit the access for a period or forever. There are two access options:

  1. Restricted Access: Only members of UHasselt can access the document
  2. Closed Access: Only the library administrators can access the document

File Formats

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 DSpace Supported Formats.

Uploaded File

After you have uploaded a file, check the information in the table to make sure it is correct. There are two further ways to verify that your files have been uploaded correctly:

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 files 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.

Checksums

DSpace generates an MD5 checksum for every file it stores; we use this checksum internally to verify the integrity of files over time (a file's checksum shouldn't change). You can use this checksum to be sure what we've received is indeed the file you've uploaded.

If you wish to verify the file using checksums, click "Show checksums" on the "Uploaded Files" page. The DSpace-generated MD5 checksum for every file we've received from you will show to the right of the filename. You will then need to use a local program to generate your own checksum for these files, and verify that your results match ours. On most UNIX-like systems (including Mac OS X), use md5sum. For instance, type "md5sum MYFILE" for every file you want to check; the summary should print on your screen. For Windows machines, MD5 tools are freely available: try md5 (from http://www.fourmilab.ch/md5/), or md5sum, available via the textutils package in Cygwin (http://www.cygwin.com/). All of these utilities will need to be run from a command-line, or terminal, window. The entire digest printed out when you run the md5 tool on your local copy of the file you're uploading should be exactly equal to what DSpace reports.


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 "Next" button to continue.

Click on the "Cancel/Save" button to stop and save your data, or to cancel your submission.


SUBMIT: Submission Complete top of submit top

For research publications:

Now that your submission has been successfully entered into the DSpace system, the library will control the quality of the metadata. 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. You can check on the status of your submission by going to the My DSpace page.

For artistic/designerly creations:

If you have submitted your creation directly to the collection Artistic/designerly creations (by following these steps), your submission will be added automatically to the DSpace repository.


b) BATCH IMPORT: How to use batch import? top of submit top

HANDLES top

When your item becomes a part of the DSpace 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. DSpace 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.


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.


FOR FURTHER ASSISTANCE...

top

For help with using DSpace and questions about your specific site, please contact your DSpace Administrator.

For general information and news about DSpace, visit the DSpace Website.