ALMA DIGITAL SUBMITTING PATRON AND STAFFMEDIATED DEPOSITS 1 ALMA

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Alma Digital: Submitting Patron and Staff-Mediated Deposits

1. Alma Digital: Submitting Patron and Staff-Mediated Deposits

1.1 Alma Digital: Submitting Patron and Staff-Mediated Deposits

Notes:

Hello, and welcome to this Alma Digital session on submitting Patron and Staff-Mediated Deposits.

1.2 What Are Deposits in Alma?

Notes:

We’ll start this session by discussing what Deposits are. Then, we’ll learn how to submit Patron Deposits and walk through the process of submitting Staff-Mediated Deposits on behalf of patrons.

After a brief review, there will be a short quiz to test your knowledge.

1.3 Collections Containing Digital Resources

Notes:

So, what are Deposits in Alma? Let’s imagine your library has several collections containing digital resources. Your staff are responsible for adding content to most of these collections.

But you may want patrons to add their own content to other collections such as a University Dissertations and Theses collection, or just for fun, a University Pet Gallery.

This is where Deposits come into the picture.

1.4 Two Types of Deposits

Notes:

There are two types of Deposits:

• Patron Deposits

• And Staff Mediated Deposits

With Patron Deposits, patrons submit their own deposits into Alma using a special online Patron Deposit Interface which can be accessed via one of these three URL syntaxes. Don’t worry about remembering the URLs now, you can find this information in the documentation later.

Patron Deposits can be automatically approved for inclusion in a collection, or the deposits can require staff approval for inclusion. This depends on your institution’s configurations for the specific collection and the patron’s user group.

With staff-mediated deposits, library staff who have a Deposit Operator or Manager role can submit deposits on behalf of the patrons. Staff-mediated deposits are always approved automatically.

When a library enables Patron Deposits, matching Staff-Mediated Deposits are also enabled.

URLs (Slide Layer)

1.5 Deposit Profiles: Instructions for Processing Deposits

Notes:

Let’s take a look at deposits for two imaginary collections. Each of these collections follows different sets of group-specific deposit instructions called Deposit Profiles. These Deposit Profiles apply to both patron and staff-mediated deposits.

First, we’ll consider a University Dissertations and Theses collection which only allows deposits from two user groups: graduate students, and undergraduate students. But, the approval rules for these groups are different. Alma is configured to auto-approve deposits from graduate students while library staff must approve patron deposits made by undergraduates. But remember, if a staff member makes the deposit on behalf of an undergraduate student, it will be approved automatically.

Next, we have the University Pet Gallery. This time, Alma is configured to allow deposits from four user groups: graduate students, undergraduates, staff, and faculty. And all patron deposits are auto-approved.

Deposit Profiles (Slide Layer)

1.6 Submitting Patron Deposits

Notes:

Now that we know what Deposits are, let’s try out some Patron Deposits into collections we just discussed.

1.7 Example 1: Submit PhD Dissertation

Notes:

To get started, navigate to the Patron Deposit Interface using one of the URL syntaxes we discussed earlier. Then log in with your usual discovery User Name and Password. For our example, log in as Huey Sandiego, a graduate student who wants to submit a PhD Dissertation.

After logging in, click Create Deposit to see types of deposits you can make. For this deposit select University Dissertations and Theses: Graduate Students.

Select Deposit Type (Slide Layer)

1.8 Example 1: Enter Deposit Details

Notes:

You’ll land on the highly configurable data entry form for submitting your deposit’s files and metadata. In this example, there are some helpful instructions at the top of the form letting graduate students know that their deposits will be automatically approved for inclusion.

And, next is the list of Dublin Core fields selected by the library’s catalog administrator. Mandatory fields are marked with an asterisk and include:

• Creator, along with the library’s request for the format to be first name followed by last name.

• Title

• Date (again with a formatting tip)

• Material Type (which is really the Dublin Core field, type with a custom label). On this form, the default value is Text, but the patron can pick from a list of pre-defined types.

• And finally, Abstract.

Next is the file upload section. Here, you can browse to the dissertation file, or you can drag and drop the file onto the upload table.

Material Type (Slide Layer)

Abstract and File (Slide Layer)

1.9 Example 1: Submit the Deposit

Notes:

Here’s the uploaded file.

If you like, enter an optional note. Then, review the and accept the Terms and Conditions. Now, you can Submit your deposit. Or, if you’re not ready to submit the deposit, click Save as Draft. You’ll see a confirmation message letting you know the draft was saved.

You can come back to the page later and Withdraw the deposit. Or, you can Edit the draft. and when ready, click Submit. You’ll see a confirmation message on the screen, and you’ll receive two emails: one telling you that the deposit was submitted, and the next telling you that the deposit was approved.

Saved as Draft (Slide Layer)

Edit Saved Draft (Slide Layer)

Submit Deposit (Slide Layer)

Submitted and Approved (Slide Layer)

1.10 Example 2: Submit Undergraduate Senior Thesis

Notes:

Let’s look at another example. This time, log in as Zola Kane, an undergraduate student who wants to submit a Senior Honors Thesis.

Click CREATE DEPOSIT and notice the Undergraduate option for depositing dissertations and theses instead of the Graduate Student options you saw when logged in as Huey Sandiego.

Click University Dissertations and Theses: Undergraduate Students, and note it that this time, the instructions say that the library staff need to validate the thesis before it’s accepted.

• Fill in the deposit details

• Upload your thesis file

• Maybe enter an optional Note

• Agree to the Terms and Conditions

• And, click to Submit your deposit

After clicking submit you will see a confirmation message and the deposit submitted email. And, since you’re logged in as an undergraduate student, the thesis will be added to the active deposits list pending staff approval.

Deposit Details (Slide Layer)

Upload File and Submit Deposit (Slide Layer)

Deposit Submitted (Slide Layer)

1.11 Example 3: Submit Photo to University Pet Gallery

Notes:

Let’s look at one last example very quickly. Stay logged in as Zola Kane, but this time, create a deposit using the University Pet Gallery option for Students, Staff, and Faculty.

If you were logged in as Huey Sandiego, you would see the same Pet Gallery deposit option because the same Deposit Profile is used for all depositors.

Click on University Pet Gallery: Students, Staff, and Faculty. The Deposit Details form is very similar to the one you saw before, but there are a few differences to note. For this deposit, the default Material Type is Still Image rather than Text. And, instead of the mandatory Abstract field we have an optional Description field.

Once again, fill in the required metadata, upload your photo of Boots craving attention, and accept the Terms and Conditions, and click Submit.

As expected, you’ll see a confirmation message and receive the Deposit Submitted and Deposit Approved emails. However, the newly submitted deposit is not added to your active deposits list because it is fully processed. You can, however, still see your thesis deposit that is still pending approval.

Deposit Details (Slide Layer)

Upload File and Submit Deposit (Slide Layer)

Deposit Submitted (Slide Layer)

1.12 Submitting Staff-Mediated Deposits

Notes:

Let’s move on to staff-mediated deposits.

1.13 Can You Help?

Notes:

Suppose a graduate student, Daria Jetson, left a USB drive at the reference desk. The USB drive contains a dissertation and a note asking you to deposit the dissertation on her behalf. Daria meant to submit a Patron Deposit before a year in the wilderness, but she never got around to it. Can you help? Of course, you can.

Yes! (Slide Layer)

1.14 Staff-Mediated Deposit Navigation

Notes:

Log onto Alma, and on the main menu click Resources. Then, under the Deposit section, click Staff-Mediated Deposit.

And, here’ you’ll see the Staff-mediated Deposit form with three expandable sections:

• The Descriptive Information section for entering metadata at the bib level

• The Representation Details section

• And the File Upload section

Three Sections (Slide Layer)

1.15 Descriptive Information Section

Notes:

Start with Descriptive Information.

Before trying to enter any other metadata, select the patron for whom you are making the deposit. Once the patron is selected, a Deposit Profile drop down will be populated with the list of profiles appropriate for the patron. For this example, select University Dissertations and Theses: Graduate Students.

Select Profile (Slide Layer)

1.16 Descriptive Information Section

Notes:

The list of metadata fields changes to look like the fields we saw in the Patron Deposit tool for graduate dissertations and theses. But, this form includes an additional field: one for entering the provenance of the item being deposited. Here, you might note that the dissertation was dropped off at the Main library reference desk on a USB drive. Then, complete the remaining fields, all of which are mandatory.

1.17 Representation Details Section

Notes:

Next is the Representation Details section which is hidden from the Patron Deposit tool. Here, Usage Type is the only mandatory field. For this example, make this a Master representation.

You can leave the remaining fields blank. But, if you want to learn more about representation level metadata, watch the session on managing digital resources manually.

1.18 File Upload Section

Notes:

For now, move on to the File Upload section. Here, you can click Add Files to browse to the dissertation file, or you can drag and drop the file onto the upload table. Once the file is uploaded, you can change the file Label if you like. When done, click Submit.

And here’s how the dissertation looks in Alma search results!

Submit Deposit (Slide Layer)

Dissertation In Alma Search Results (Slide Layer)

1.19 Session Review and Quiz

Notes:

That concludes the main portion of this training session. Let’s briefly review what was covered and then proceed to a short quiz.

1.20 Session Review

Notes:

In this session we:

• Began by learning what patron and staff-mediated deposits are.

• Used the Patron Deposit Interface to submit Patron Deposits.

• And submitted Staff-Mediated Deposits on behalf of patrons.

What are your next steps?

• After the short quiz that begins on the next page, continue to the next training session in this series.

• Please refer to the Recommended Articles section where you launched this training session for additional information.

1.21 Quiz: Patron Deposits

(Multiple Response, 10 points, 1 attempt permitted)

Correct	Choice
	All Patron Deposits require staff approval for inclusion.
X	Depending on configuration settings, some Patron Deposits may require staff approval while others may be approved automatically for inclusion.
X	Patrons use a special online Deposit Interface to submit their Patron Deposits.
X	Some collections may allow Patron Deposits from certain user groups while other collections may allow Patron Deposits from different user groups.

Feedback when correct:

Right! Three of the statements are true. The only false statement is this one:

All Patron Deposits require staff approval for inclusion.

Explanation: You can configure Patron Deposits to require staff approval or to be auto-approved.

Feedback when incorrect:

Three of the statements are true. The only false statement is this one:

All Patron Deposits require staff approval for inclusion.

Explanation: You can configure Patron Deposits to require staff approval or to be auto-approved.

Correct (Slide Layer)

Incorrect (Slide Layer)

1.22 Quiz: Staff-Mediated Deposits

(Multiple Response, 10 points, 1 attempt permitted)

Correct	Choice
	All library staff can make Staff-Mediated Deposits.
X	Staff with the correct user roles can make Staff-Mediated Deposits.
X	Library staff use the Alma User Interface to make Staff-Mediated Deposits.
	Library staff use a special Patron Deposit Interface to make Staff-Mediated Deposits.
X	Staff-Mediated Deposits are always approved automatically for inclusion.

Feedback when correct:

Right! The true statements are:

Staff with the correct user roles can make Staff-Mediated Deposits.

Library staff use the Alma User Interface to make Staff-Mediated Deposits.

Staff-Mediated Deposits are always approved automatically for inclusion.

Feedback when incorrect:

The true statements are:

Staff with the correct user roles can make Staff-Mediated Deposits.

Library staff use the Alma User Interface to make Staff-Mediated Deposits.

Staff-Mediated Deposits are always approved automatically for inclusion.

Correct (Slide Layer)

Incorrect (Slide Layer)

1.23 Thank You!

Notes:

Thanks for joining this session!

1.24 About this Training

Notes:

1 (Slide Layer)

2 (Slide Layer)

3 (Slide Layer)

4 (Slide Layer)

1.25 Results Slide

(Results Slide, 0 points, 1 attempt permitted)

Results for

1.21 Quiz: Patron Deposits

1.22 Quiz: Staff-Mediated Deposits

Result slide properties
Passing Score	80%

Notes:

Success (Slide Layer)

Failure (Slide Layer)

PHOTO STORY FOR EDUCATORS STEPBYSTEP CREATE DIGITAL STORIES
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Revista Digital Buenos Aires año 7

Tags: deposits 1., staff-mediated deposits, staffmediated, submitting, deposits, patron, digital

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