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SOAR at Wichita State University Libraries > Quick Guide > How to Create a SOAR Community

How to Create a SOAR Community

Hierarchy of communities in SOAR is based on the hierarchy of the WSU academic units. The naming convention for communities and collections with a generic title is established by the Library. The additional communities may be created as needed. Their name and hierarchy must follow the established convention.

1. Preparation

Library may contact with prospective community, or a member of the community writes to or calls the library to startup or modify a community;
The library does demonstrations and provides documentations, including collection policy and workflow options to the community;
Community coordinator is assigned.

A Community defines and provides:

Community coordinator to work with SOAR staff in the library;
Community name (must follow the established convention), logo, community homepage short description, introductory text, copyright text (if different from the standard copyright statement provided by SOAR) and side bar text (if desired);
Sub-community name (must follow the established convention) and logo, homepage short description, introductory text, copyright text (if special provisions are needed) and side bar text (if desired);
Collection name ( if generic, must follow the established convention) and logo, short description, introductory text, copyright text (if special provisions are needed), side bar text, license and provenance (optional.)
Workflow policies (choose one or two or all three from the three optional steps SOAR provides: Accept/Reject step, Accept/Reject/Edit Metadata Step, Edit Metadata Step), also see the Submitting Workflow Diagram;
Item template, the default submission form;
List of authorized members and their roles (e.g. submitter, reviewer, metadata editor if desired) in the community, also see SOAR Workflow Roles;
Collection authorization and access control (e.g. read, write, add, remove etc.);
Collection Administrator, if desired.

Library staff will provide help in all these areas:

Community page;
Sub-community pages;
Collection pages;
Submitter(s) authorizations;
Workflow setup;
Collection authorization and access control (e.g. read, write, add, remove etc.);

2. Submission workflow

To get a visual understanding of the workflow, refer to "Submission Workflow Diagram" at DSpace System Documentation (Find "Workflow Steps" on that page).

Please note that:

Each collection can have a different workflow, and it will be set up by Collection Administrator in the process of creating a collection;
For each role in the workflow, authorizations are set up in creating the collection and can be modified later by Collection Administrator;
Workflows are set for all users (e-group) of a collection;
Workflow steps are optional, and can be selected if considered as necessary (e.g., whether a review process is needed, or whether metadata editing is needed) for a collection and be specified in the policy.

5. Different roles in SOAR

A possible workflow can include all the three steps and all the roles. Workflow steps and their related roles are optional, and in a small community, not all of the steps and roles are necessary.

(1) Roles:

Submitter (typically, author or his/her representative, for example, GA or SA)
Reviewer (content reviewer -- collection owner, curator, or peer; technical reviewer -- SOAR staff member)
Metadata editor (SOAR staff member)
Coordinator (?)
Collection Administrator

(2) Functions possible and involved roles under each step:

Workflow step 1: Accept/Reject step

Review the following areas:

Review content for appropriateness to collection;
Review copyright for compliance to collection policy;
Review content for completeness;
Review metadata for completeness;

Accept the submission, so it goes to workflow step 2 (if exists) or get archived;
Or reject the submission, so it returns to the submitter’s “My SOAR” and the submitter gets notified by email.

Role: Reviewer

Possible participants: department faculty or staff, Librarian

Workflow step 2: Accept/Reject/Edit Metadata Step

Review the following areas:

Review content and metadata for appropriate to a collection;
Review content for completeness (e. g. No missing pages, or missing files);
Review metadata for completeness and accuracy;
Edit metadata as necessary;
Accept the submission, so it goes to workflow step 3 (if exists) or get archived;
Or reject the submission, so it returns to the submitter’s “My SOAR” and the submitter gets notified by email.

Roles: Reviewer, Metadata editor

Possible participants: Librarian

Workflow step 3: Edit Metadata Step

Review the following areas:

Review content and metadata for appropriate to a collection;
Review content for completeness (eg. No missing pages, or missing files);
Review metadata for completeness and accuracy;
Edit metadata as necessary;
Commit to archive.

Roles: Metadata editor, Coordinator

Possible participants: Librarian 3 (e.g. Catalog/Metadata Librarian, Coordinator)

(3) “My SOAR”

All registered members, including submitters, reviewers, coordinators, metadata editors will all have a personal space called “My SOAR”.

Emails are sent to each person with a different role at the appropriate step in the workflow, and a list of tasks will appear on “My SOAR”;
The system will send an email to notify the person the status or the available tasks.

Alternative paper work forms

Right click to save the Pdf files: