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Administrator's Guide


This administrator's guide is designed to assist individuals who are charged with helping others submit works to the Hamilton Digital Commons—although everyone is welcome to use it.

Instructions are provided for every field included in our submission forms below. In addition, bepress provides extensive documentation on managing repositories in their Digital Commons reference and how-to guides.

Contact Reid Larson at rslarson@hamilton.edu or 315-859-4480 for additional information.

Submission Form Field Instructions

Abstract

The abstract should be a concise description of the work. Having a useful description of your work greatly improves the likelihood that a reader will find and download your document. You can paste or type the abstract into the text area of the submission form.

Tips:

  • Provide an abstract that includes keywords that interested readers are likely to use in searches. It is especially valuable to reuse words that appear in the document's title to improve rank when potential readers search those words.
  • The first sentence of the abstract is all that is likely to be displayed in the search page results, so make your first sentence one that will encourage readers to click the link.
  • If your document is a file type not well suited for a traditional abstract (e.g., an image or media file), do not leave the abstract field blank. Instead, enter a description of the document, including the file type.

Additional Files

You can supplement any work you submit with additional documents, images, multimedia, data, and other materials. These supplemental materials can be made available for download on the same page as the primary work. To do this, you need to click the checkbox under "Additional Files."

Once you have finished filling out the main upload form, you will be prompted to locate, upload, and add descriptive text for each additional file you would like to include. You may also choose whether you would like the files to appear publicly and the order in which they should do so. After all additional files have been uploaded and labeled, click "Continue" to finish the submission process.

Article Title

Use title case capitalization (e.g., On the Hill: A Bicentennial History of Hamilton College).

Authors

Hamilton affiliates should enter "Hamilton College" in the "Institution" field. Hamilton students should also enter their class year (e.g., '12) in the "Suffix" field. If you are submitting work as a Hamilton affiliate, you do not need to enter non-Hamilton coauthors.

Book Editor

Provide the name(s) of the book’s editor(s). Enter last names followed by first names. Separate editors with a semicolon. (e.g., Hamilton, Alexander ; Burr, Aaron)

Book Title

Use title case capitalization (e.g., On the Hill: A Bicentennial History of Hamilton College).

Chapter Title

Use title case capitalization (e.g., On the Hill: A Bicentennial History of Hamilton College).

Citation Information

Digital Commons automatically generates a recommended citation for each submission. To override the default citation, enter an alternate citation.

Format Suggestion:
Last Name, First Name. “Title.” Hamilton Digital Commons, Hamilton College, Clinton, NY, Date. http://digitalcommons.hamilton.edu.).

City

Enter the city, state or province, and country of the publisher (e.g., Clinton, NY, USA).

Creative Commons License

Authors retain all their rights to works they contribute to the Hamilton Digital Commons. You can choose a Creative Commons license to more explicitly state what copyright permissions you are granting to readers of your work. Learn more about Creative Commons licenses.

Creator

Hamilton affiliates should enter "Hamilton College, Clinton, NY" in the "Institution" field. Hamilton students should also enter their class year (e.g., '12) in the "Suffix" field. If you are submitting work as a Hamilton affiliate, you do not need to enter non-Hamilton coauthors.

Date

Year is required. Season, month, and day are optional.

Description

The description should be a concise description of the work. Having a useful description of your work greatly improves the likelihood that a reader will find and download your document. You can paste or type the description into the text area of the submission form.

Tips:

  • Provide a description that includes keywords that interested readers are likely to use in searches. It is especially valuable to reuse words that appear in the document's title to improve rank when potential readers search those words.
  • The first sentence of the abstract is all that is likely to be displayed in the search page results, so make your first sentence one that will encourage readers to click the link.
  • If your document is a file type not well suited for a traditional abstract (e.g., an image or media file), do not leave the description field blank. Instead, enter a description of the document, including the file type.

Digital Commons Network Disciplines

You can improve the discoverability of your work by choosing the Digital Commons Network defined discipline(s) that best describes your submission. Click here to view the complete list.

Document Type

Choose the document type that best describes the file you are uploading (i.e., article, book, book chapter, presentation, student scholarship, thesis/senior project, other).

DOI

A digital object identifier (DOI) is a unique alphanumeric string assigned by a registration agency (the International DOI Foundation) to an electronic document (e.g., journal articles, books, datasets, images, audio, etc.). If the document's internet address changes, users will be redirected to its new address. DOIs are important to authors because the DOI guarantees that readers will always be able to find their work.

Publishers who follow best practices will publish the DOI prominently on the first page of an article. Given the length of DOIs, it's best to cut and paste them into the submission form.

Embargo Period

If your publisher requires it, you may select an embargo period during which your uploaded file will not be visible to the public.

Event Location

Enter the venue, city, state or province, and country in which the event was held (e.g., Hamilton College, Clinton, NY, USA).

Event Name

Provide the full name of the event (e.g., Institute for Liberal Arts Digital Scholarship Summer Institute).

Event Sponsor

Provide the name of the sponsor and any affiliated institution (e.g., Digital Humanities Initiative, Hamilton College).

First Page

Enter the number of the article’s first page from the journal or book for published works.

Hamilton Areas of Study

Hamilton faculty and students only. Faculty authors should select their department from the list below. Students should select the department(s) or program(s) for which the work was produced.

Hamilton Author Affiliation

Select the category that best describes your primary Hamilton affiliation (i.e., faculty, student, staff, alum, other, none).

Hamilton Coauthor Affiliation

Select the category that best describes any coauthor(s)’ Hamilton affiliation if different from yours (i.e., faculty, student, staff, alum, other, none).

Hamilton Cosponsoring Organization(s)

Enter the names of any additional cosponsors for which the work was produced. If you do not see your organization listed, select "Other Sponsoring Organization." We will be adding sponsoring organizations to the drop-down list as we receive submissions. So, if your sponsoring organization isn't yet listed that means you are the first to contribute something to the Hamilton Digital Commons on their behalf.

Hamilton Course

If this work was produced for a Hamilton course, enter the number and title (e.g., CNMS-201: Introduction to Digital Humanities).

Hamilton Faculty Supervisor

If this work was produced for a Hamilton course or an independent project under faculty supervision, enter the name of the faculty member (e.g., Alexander Hamilton).

Hamilton Office Affiliation

Hamilton staff only. Select the office for which you work. If you do not see your office listed, select "Other Office." We will be adding offices to the drop-down list as we receive submissions, so if your office isn't yet listed that means you are the first of your colleagues to contribute something to the Hamilton Digital Commons.

Hamilton Scholarship Series

Enter the name of the college award, grant program, lecture series, etc. for whom the work was created (e.g., Apple & Quill, Emerson Foundation Scholars Program, etc.).

Hamilton Sponsoring Organization

Select the sponsoring organization for which the work was produced. If you do not see your organization listed, select "Other Sponsoring Organization." We will be adding sponsoring organizations to the drop-down list as we receive submissions. So, if your sponsoring organization isn't yet listed that means you are the first to contribute something to the Hamilton Digital Commons on their behalf.

ISBN

The International Standard Book Number (ISBN) is a 13-digit number that uniquely identifies books and book-like products published internationally. Use the ISBN assigned to the first edition of the book in which your submitted work appears. Omit hyphens and use only numbers in your entry.

ISSN

The International Standard Serial Number (ISSN) an 8-digit code used to identify newspapers, journals, magazines and periodicals of all kinds and on all media–print and electronic.

Issue

Enter the journal issue number for published or forthcoming articles.

Journal Title

Use title case capitalization (e.g., American Communal Societies Quarterly).

Keywords

You can improve the discoverability of your work by adding a few words describing its primary focus—especially if these are not included in the title or abstract. Individual terms or phrases should be separated by commas.

Last Page

Enter the number of the article’s last page from the journal or book for published works.

Multimedia Height

For multimedia streams that use the Flash/HTML5 Video or Audio formats, options are available to customize the player. This field allows you to adjust the height of the Flash player in pixels. If you would like to eliminate the black box above the player controls for audio streams, you can enter 20 to properly crop it. The default height for the Flash player is 270.

Multimedia Image

For multimedia streams that use the Flash/HTML5 Video or Audio formats, options are available to customize the player. This field allows you to display an image in the Flash player before the Play button is clicked. This should be entered as a direct URL to a JPG or PNG image. Note that the image will disappear when the Play button is clicked for video streams, though it will persist during playback for audio streams.

Multimedia Logo

For multimedia streams that use the Flash/HTML5 Video or Audio formats, options are available to customize the player. This field allows you to display an image in the top-right corner of the Flash player while the video plays. The image will appear at its native size, so if it’s too big, it will cover the feed of the video. This field should be populated with a direct URL to a JPG or PNG image.

Multimedia Title

For multimedia streams that use the Flash/HTML5 Video or Audio formats, options are available to customize the player. This field allows you to input some text that will appear next to the play button in the center of the Flash player.

Notes

Enter any additional text you would like to appear on the information page for this work.

Articles:
A note  is not necessary for articles when access is provided by linking to an outside source. Include a note when a downloadable version of the article is made available. The note should include both citation information and a direct link to the article at the journal's site (which is typically required by a publisher as a condition for its inclusion in an institutional repository).

See example:

  • This document is the author accepted manuscript of an article published in:
    Journal of Commutative Algebra, vol. 7, no. 2 (2015): 189-206. doi: 10.1216/JCA-2015-7-2-189

Books:
A note with a link to the WorldCat.org record should be included for all books and chapters (i.e., "Find this book in a library."). When a downloadable version of a chapter is made available, provide a full citation for the book as well.

See examples:

  • This chapter appeared on pages 21-43 of:
    Sacco, Kathleen L, Scott S. Richmond, Sara Parme, and Kerrie F. Wilkes, eds. Supporting Digital Humanities for Knowledge Acquisition in Modern Libraries. Hershey, PA: Information Science Reference, 2015.
  • Find this book in a library.

Presentation Date

Year is required. Month and day are suggested.

Presentation Title

Use title case capitalization (e.g., On the Hill: A Bicentennial History of Hamilton College).

Publication Date

Year is required. Season, month, and day are optional.

Publication Status

Was this work previously published? If you select “Yes,” Digital Commons will create an OpenURL that can help readers find the published version. Learn more about OpenURLs.

Publisher

Enter the name of a book's publisher.

Restrict Access to Campus

This box is intended primarily for student scholarship. For a thesis, the department(s) to whom it was submitted will determine whether the work will be available to viewers outside Hamilton's IP address. For course projects, that determination will be left to the instructor.

Streaming Media

To display streaming audio or video with your submission, enter the link to the file and select the format of the file from the drop-down menu.

Upload File

Choose the way you will be providing access to the work using this field. If you cannot provide direct access to the work, you may still use this form to submit bibliographic information. In such cases, do not select any of the options below.

If your submission includes an electronic file or a link to one, select one of the following options:

  • Upload a file: If you have the full-text file on your computer or network, select his option, and use the “Browse” button to locate and upload the file into the series. PDF is the default format for text documents. If you provide a Word or RTF file, the system will convert it to PDF.
  • Import file from remote site: If the file is publicly accessible, select this option, and paste the URL of the file in the text box that appears.
  • Link out to remote file: To point to a web resource, or to a file that is online but not publicly accessible, select this option. Paste the URL in the text box that appears. A “Link to Full Text” button will appear on the article page instead of a “Download” button.

Volume

Enter the journal volume number for published or forthcoming articles.

Detail of Christian A. Johnson Hall

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