About JScholarship | Browsing and Searching | Submitting Content
JScholarship captures, distributes and preserves digital research products. Content grows as new communities and collections are added to JScholarship. You can find articles, working papers, preprints, technical reports, conference papers, and data sets in various digital formats.
Communities
JScholarship content is organized around communities and collections. Communities are flexible. They can correspond to administrative entities such as schools, departments, labs and research centers or other groups determined by the community members. Each community can develop subcommunities as appropriate. Within each community and subcommunity are collections, which hold the actual digital content. Collections may contain an unlimited number of items. This organization gives JScholarship 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
Collections can be organized around a topic, by type of information (such as working papers or datasets), or by any other sorting method a community finds useful in organizing its digital workflows. Communities can maintain an unlimited number of collections in JScholarship.
Each defined collection can have a different policy and workflows. Each collection has its own entry page displaying information news and links reflecting the interests of the users of that collection.
System Features
Sign on to the system if you:
My Profile
My Profile is a personal page for each member of the JScholarship community. This page can contain a list of items that are in the submission process or a task list of items that need attention such as editing, reviewing, or checking. In the future, this page may also maintain information about services offered by JScholarship, such as e-mail notification when new items are added to the collection. Edit Profile allows you to edit your profile.
If you are an authorized submitter or community administrator responsible for JScholarship collections or metadata maintenance, you will have a myProfile page that provides:
Subscribe to E-Mail Alerts
You can subscribe to receive e-mail alerts to new items added to collections. You can subscribe to as many collections as you wish. To subscribe:
Browse allows you to go through a list of items in some specified order:
Search
To search JScholarship, use the search box at the top of the navigation bar on the left or the search box in the middle of the home page.
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To limit your search to a specific community or collection, navigate to that community or collection and use the search bar on that page.
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Searching Tips
When you do a general keyword search the terms are searched against the title, author, subject abstract, series, sponsor and other identified fields in the record, including full text.
Stop words (a, and, are, as, at, be, but, by, for, if, in, into, is, it, no, not, of, on, or, such, the, to, was) are not searched as they do not add value to the search.
Truncation
Use an asterisk (*) after a word stem to get all hits having words starting with that root. In the example below the search will retrieve selects, selector, selectman, selecting.
select*
Stemming
The search engine automatically expands words with common endings to include plurals and various tenses.
Phrase Searching
To search for multiple words in a phrase put quotation marks (" ") around the phrase.
"organizational change"
Exact Word Match
Put a plus sign (+) before a word if it MUST appear in the search result. In the example below the word training is optional but the word dog must be in the result.
+dog training
Eliminate Unwanted Words
Put a minus sign (-) before a word if it should not appear in the search results. You can also use the common boolean operator NOT to perform this function. In the example below the search results will include the word training except for those that also contain the word cat.
training -cat or training NOT cat
Boolean Searching
The common boolean operators AND, OR, NOT are available to use in JScholarship. NOTE: boolean operators must be CAPITALIZED in JScholarship
To create sets use parentheses. Boolean operators can be used to combine sets as indicted in the example below.
(cats OR dogs) AND (training OR discipline)
Advanced Search
The advanced search page allows you to select the fields you wish to search and combine these using the Boolean AND, OR, NOT. You can search all of JScholarship or limit to a specific community. The community list is in the first drop down box in the advance search screen. Use the drop down boxes provided to select the field you want to search in. NOTE: You must use the input boxes in order. If you leave the first one blank it will not work.
Submitting content to JScholarship is much like uploading files in any other software. When you submit you are adding content to the system. The process of submission includes filling out a form that requests information about the item then uploading the appropriate file(s). The submission process is fast and should only take one to two minutes depending on the complexity of your item(s). Communities set their own submission policy. Johns Hopkins faculty and staff are encourage to submit their digital works to JScholarship. For help in determining which collection you should deposit your work, contact your local liaison librarian or the JScholarship administrator on your campus.
Electronic theses and dissertations have a slightly different workflow. Please see the ETD Submission page for more information.
Copyright
In order to submit content to JScholarship you must either hold the copyright to the work or have permission from the copyright holder to deposit the item. Many commercial and non-profit publishers will allow an author to deposit a freely available copy of his or her work in an institutional repository such as JScholarship. In some cases there are restrictions on the version deposited or there may be an embargo period required. The best place to find out what your publisher permits is the license agreement you signed when you published the article. If that is not available, try checking the SHERPA/RoMEO database for publishers' rules about institutional repositories. While SHERPA/RoMEO is an excellent resource, do use it with caution. Sometimes they do not have the most up-to-date information from all publishers.
JScholarship is developing a process by which an author may make his or her work available under a Creative Commons license. Creative Commons provides free tools that let authors, scientists, artists, and educators easily mark their creative work with the freedoms they want it to carry.
The Johns Hopkins Scholarly Communications group has many excellent resources dedicated to fostering open access to quality information in support of learning, scholarship, and research. In particular, consider using their licensing addendum. This addendum will enable you to retain some of the rights often ceded to the publisher.
File Formats
To properly archive and give access to a file, JScholarship needs to know what the file type is for example PDF, HTML, DOC, XLS, etc. If the system does not automatically recognize the format of the file you have uploaded, you will be asked to describe the file. If the format of the file appears in the list offered click on it and then on the "Submit" button. If you can not see the file format in the list, click on the "format not on 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."
Log In
To start the submission process log in to JScholarship. Log in links are located in the upper right hand corner of all pages. Use your JHED ID and password.
After logging in, go to the appropriate collection and click on "Submit a new item to this collection." This will initiate the submission process. Just follow the form as much as possible and enter as much data as you can. The only required field is title, but remember the more data you enter the higher the likelihood that other researchers will find your work. You must be authorized by a community to submit items into one of its collections. If you would like to submit an item to JScholarship but do not see an appropriate community or collection contact your JScholarship administrator to find out how to start a community or add to a collection.
At any point in the submission process you can stop and save or cancel. To save you work click on "Save." To cancel your work click on "Cancel." These buttons are on the bottom of the submission pages. When you save your work before completing the submission process you will be reminded of your progress when you log back in to the system. Use the "Next" buttons to proceed or the "cancel" or "save" buttons to save or cancel your work.
Progress Bars
At the top of the submit pages you will find a "breadcrumb trail" of buttons representing each of the steps in the submission process. As you move through the process the buttons will change color. Once you have started, you can always use the breadcrumb trail to move back and forth in the process. You will not lose data when by moving back and forth.
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First Page - Initial Questions
If you respond yes to the multiple titles question or published question check box, you will be presented with a modified input form tailored to capture additional information. Otherwise you will be directed to the regular form.
NOTE: It is necessary to ALWAYS click on the yes box for the Published question. It is the only way to get a "date of issue" input box on the next page. The date of issue should be the date the title was originally created. While not required, entering a date of issue is highly recommended. Additionally if a title has more than one title perhaps an abbreviation, acronym, or a title in another language, you will want to capture that information.
Describing an Item
The information you fill in on these screens will form the metadata record that will enable other scholars to retrieve your work. Richer metadata will increase the likelihood of higher retrieval.
Author - this can be a person, organization, or service responsible for creating or contributing to the item's content. By clicking on the "Add More" button you can add as many authors as needed.
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Author Corporate - if the author is an organizaiton, use the last name input box for the organization name.
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Title - enter the full and proper name by which the item should be known. All items must have title.
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Other Titles - remember in order to use this input box you had to have checked the multiple title box in the previous page. If you item has valid alternative tiles such as a foreign language title then enter it.
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Date of issue - remember in order to use this input box you had to have checked the box on the previous page. The date of issue is when the item was originally created. If this is a paper written in 1995 but not scanned until 2002, the date of issue is 1995. If you do not know the exact month and date leave those boxes empty.
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Publisher - enter the name of the publisher. In many cases the publisher may be the home organization or department, institute, or other administrative unit. Check with your community administrator if you have questions.
Citation - enter citation information for this time 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.
Series/Report Number - Some of the collections in JScholarship maybe numbered series such as technical reports or working papers. If an item falls into this category, then there should be a default value in the Series Name box which you should not change. However, you will have to fill in the assigned number in the Series/Report No. input box.
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Identifiers - if you know a unique number or code that identifies this item in some other system, please enter it here. Use the drop down box to chose the type of identifier you are entering. The choices are:
Type - select the type of work or genre that best fits the item. to select more than one value in the list you my have to hold down the "ctrl" or "shift" key.
Language - select the language of the item. Use the drop down box for choices for commonly used languages. If you item is not a text document and language is not applicable select the N/A choice.
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Subject Keywords - enter as many subject keywords as are appropriate to describe the item. Include both general and specific keywords. The more words you provide, the more likely it is that other scholars will find your work. Use one input box for each keyword. You can get more input boxes by clicking on "Add More."
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Abstract - either cut and paste an abstract into this box or type one in. There is no limit to the length of the abstract. Adding an abstract provides a convenience for the end user and enhances search and retrieval capabilities.
Sponsors - if your item is the product of sponsored research, provide that information about the sponsor in the Sponsors box. This is free form field to enter any note that is appropriate.
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Description - here you can enter any other information describing the item you believe will be of interest to others.
Uploading the File
There are two ways to upload a file:
NOTE: depending on your browser you may need to change the File Type to see all of your files.
File Description - if you specified at the beginning of the submit process that you had more than one file to upload for this item, you will see and input box marked "File Description." the information you provide here will help users to understand what information is in each file, for instance, "main article," "images," or "computer program." Click on "Next" to proceed.
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:
Contact your community administrator if you have additional problems.
If you are uploading more than one file click on the "Upload file and add another" button. This button will appear if you had checked "this item consists of more than one file" on the Submit: Describe Your Item" page.
If you are uploading an HTML page with embedded files, click on the "Upload file and add another" button and upload all files or bitstream 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. Click on the "Next" button to proceed.
Verify Submission - this page allows you to review the information you have entered about your item. To correct or edit information, click on the corresponding button or use the progress bar to move back to the appropriate box needed for correction. When you are satisfied that the submission is in order, click on the "Next" button to proceed.
License - JScholarship requires agreement to this non-exclusive distribution license before your item can appear on JScholarship. Please read the license and electronically sign. If you have question contact your liaison librarian or JScholarship administrator on your campus.
Submission Complete - once a submission is completed it will go through the workflow process designed for that collection. Some collections require the submission to go through an editing or review process, others immediately accept any submission. You will receive e-mail notification as soon as your item has become part of the collection or if for some reason there is a problem with your submission. You can check the status of your submission by going to the My Profile page. If you have question contact your liaison librarian or JScholarship administrator on your campus.
Handles - when your item becomes a part of the JScholarship repository it is asigned 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 other changes are made to the system. JScholarship is committed to maintaining the integrity of this identifier so that you can safely use it to refer to when citing it in publications or other communication. JScholarship persistent URLs are registered with the Handle System, a comprehensive system for assigning, managing, and resolving persistent identifiers for digital objects and other resources on the Internet.
update: January 2008