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NCSU Scholarly Publications Repository staff documentation

Open the database

  • Click on Scholarly Pubs Repository icon on your Start menu or desktop. For security purposes, this is the only way you can get in to the database.
  • If you cannot get in, ask the Department's Computing Consultant to help out.
  • The Switchboard will be displayed.

Editing "paste errors"

  • Click on Edit Paste Errors button on the Switchboard.
  • Click on Find Journal and enter enough title information to see if the Journal is in the NCSU Scholarly Publications Repository (FPR).
  • If the Journal is in the FPR copy the Authorized Version and paste into the Journal box on the Edit Paste Errors form.

  • If the Journal is NOT in the NCSU Authors Database then the Journal will need to be added to the Database (see steps below).
  • Once the Journal has been added, copy the Authorized Version of the title into the Journal box.

  • If the Journal is NOT in the NCSU Authors Database then the Journal will need to be added to the Database (see steps below).
  • Once the Journal has been added, copy the Authorized Version of the title into the Journal box.

Append "paste errors"

  • Once all the Paste Errors have been completed, go to the main switchboard and click on Append Paste Errors button.
  • Click Copy Paste Errors. Highlight all rows in the paste error table. Right click and select Copy. Close the table.
  • " From the switchboard select Add Paste Errors to Citations. Click Yes.

  • Verify the numbers of paste errors that are being appended are the number that was corrected. Click Yes.

Add new journal

  • Search for the Journal in the FPR, when not found Click the Add Journal button.

  • Search for the journal in the NCSU Libraries catalog online, if not there search next in WorldCat, if not there, consult with Principal Cataloger for Metadata. The example in the screen shots is for the title Science in China. Series D, Earth sciences which was not currently owned by NCSU Libraries and did not have an online component according to WorldCat.

  • Enter information on the Add New Journals form.
    • The Journal ID field will automatically be populated when the form is saved.
    • The Free to the World radio button should read "Yes" if the title is a "free-to-the-world" publication which we have not added to the catalog or does not have to be proxied for access. Please note this field only applies to electronic journals
    • Only fill in the URL box if there is an 856 field in the NCSU catalog.
    • The Scholarly Pub radio button should be set to "Yes" for any journal added via the weekly load process. If you think that the journal you are adding should have "No", please see the Principal Cataloger for Metadata for a decision.

Editing citations

Links NCSU authors listed in citations with the authors table.

  • Click on Edit Citations on the Switchboard.

  • Type in the date for the week you are working on, in YYYY/MM/DD format: 2006/03/11.
  • The first Citation entry is displayed.

  • Find the corresponding Journal on the Web of Science email.
  • Be sure the Title matches, as well as the Journal, some journals have more than one citation.
  • Check to see that the Citation Type matches the DT in the email, most are Articles, but make sure the citation type is appropriate for the title. Be wary of REVIEW, since we use this for BOOK REVIEWS, MOVIE REVIEWS, etc. while WoS often uses it for review (overview) articles.
    • In the screen shot above, the fields outlined in red only apply to citations for Books, Chapters, and Conference Papers. Do not fill in these fields for other Citation Types.
    • Fill in the Date Checked Box when NCSU does not currently own an item
  • Look to see how many authors are listed on the citation, and then check the email under C1 to see how many addresses are given. There should always be at least one NCSU address, with usually, but not always, a department. If there is only one address listed, usually all of the authors are associated with NCSU. If other addresses are listed, then it is necessary to determine which of the authors are affiliated with NCSU and which not.
    • Check the on-line version, via the OPAC, for the article to verify authors and affiliations.
      • Some Journals may be accessed through the Libraries' Journal List.
      • Some Journals are free on-line and can be found via a Google search.
    • Search the Websites of any NCSU Department(s) listed in the citation's affiliation/address.
    • Look in the NCSU Online Directory. If an author is found there then verify that they are still at NCSU. You can do this by checking the Department webpage to see if they are also listed there. (For example as of January 2004, Kuo-Chung Tai shows up in the NCSU online directory, however he died in October 2002).
    • Look in current and older NCSU print directories.
  • Once the NC State author(s) have been determined, type the author's last name in the Author Information box. If the author is there, check to be sure the department matches, then press enter. Continue until all the NCSU author(s) for the citation have been added.
    • Pressing Enter saves the record. If the author is not there, press Escape.
    • The pencil or crayon icon means that you are still writing and nothing is saved.
    • The black arrow means you have saved it.
  • Authors must be added to every citation record they are listed on.

  • Some authors may have left NCSU after writing an article, however, the research/writing may have been done while at NCSU. Therefore these authors are still added to the FPR.

Completing the citation

When the bibliographic information is complete for the citation it is important to make sure the information displays in the public interface. This is done through a radio button option.

  • When the citation is complete and accurate (& ready for display to the public), choose the Yes option in the Display? box.
  • Do not change the option to "Yes" until the citation is ready for public display.

Adding an author

When you find an NCSU author whose name did not pop up in the Author Information box, that author must be added to the database.

  • Click on Add an Author

  • Fill in the author's surname and forename and/or initials, and the author's department.
  • Fill in the UNITYID, Joined and Separated NCSU boxes when known.
  • Put the current date in the Updated box.
  • It is very important to fill in the Author: Dept. Information box with the author's unit and status.
    • If the Unit and Status boxes are left blank, the author's name will not appear in a search or in drop-down boxes. Do not close the window without filling in this information.
    • Both of these boxes will fill in as you type, or you can use the drop-down arrow to make a choice.
  • Indicate which of the author's associated units is primary by toggling the radio button to "on".

  • Click on Save, and then Close.
  • The author has now been added to the database, but still needs to be linked to the citation you were working on. It should be in drop down under Author Information, just as you added it.

Editing an author

  • If information found about an author when editing citations needs to be updated, click on the Search Authors button.
  • Fill in the authors' surname and choose the appropriate entry in the results list and click Edit.

  • Make the needed updates to the authors' record; fill in the Updated box and click Save, then Close.
  • Some authors are associated with more than one department and may have or may need to have multiple units listed in the Author: Dept Information section.

Adding citations from correspondence or lists

When adding citations from sources other than the Web of Knowledge (described in Editing Citations and Editing Paste Errors sections), make sure to double check that the citation has not already been added to the database. This is easiest by doing a search from the web interface to the database by executing an author or title search. Please note that often exact titles and pagination errors are made by those submitting citations either by listing in bibliographies or correspondence. When possible verify the correct citation information by searching the Libraries catalog, World Cat, etc. When an electronic version of the submission can not readily be found, rely on the citation to be accurate.

  • Click on Add Citations from the Switchboard.
  • The Citation Entry form is displayed. Enter all known information on the form.

  • Date Captured is the current date in DD/MM/YYYY format (use ; to have Access supply).
  • Source depends on the source of the citation. See the pull down list of choices for valid options.
  • Type the author(s) in the Authors box in this format: Brown, R. A., & Williams, J. S.
  • Title - put initial articles ("The", "An", "Le", etc.) in the "Skip" box.
  • The Journal field will either contain the name of a journal, if adding an article citation, or one of several non-journal options. See the Principal Cataloger for Metadata if you have trouble deciding what Journal title to use.
  • See the illustrations below for guidance on how to enter the Book citation and Call number information. See the Principal Cataloger for Metadata with any questions you may have.
  • Type the NCSU author (s) into the Author Information box as when Editing Citations.

Appendix A lists examples of how the APA citations style sheet is applied to FPR data.

Completing the citation

When the bibliographic information is complete for the citation it is important to make sure the information displays in the public interface. This is done through a radio button option.

  • When the citation is complete and accurate, choose the "Yes" option in the Display? box. Do not change the option to "Yes" until the citation is ready for public display.

Book citation information

For Books, Chapters, and other citation types which are monographic in nature, it is necessary to give fuller bibliographic information in the citation. Below are examples of several citations to be followed when entering these kinds of citations. To double-check that the citations are displaying accurately, please look at the display in the online interface. If you have any questions or concerns, please ask the Principal Cataloger for Metadata.

Book citation

  • The Journal field should contain either:
    • Book- see Library catalog for location NOSHOW (if owned by NCSU, as in example)
    • Book- Not currently held by TRLN member libraries NOSHOW (if not owned)
  • The ISBN field should contain only the numeric portion of the ISBN:
    • 0471130877
  • The Publisher field will contain the place of publication, a colon, space, & the publisher:
    • New York, NY: Wiley (Please note this field has no ending punctuation)
  • The Citation Type is:
    • Book (Please note: Edition statements for whole books appear after the title in parentheses, in the format "(3rd ed.)")

Chapter citation

  • The Journal field should contain either:
    • Book- see Library catalog for location NOSHOW (if owned by NCSU, as in example)
    • Book- Not currently held by TRLN member libraries NOSHOW (if not owned)
  • The Book Citation field contains the title of the monograph:
    • Nondestructive evaluation and material properties III (Please note: Edition statements for Chapters in books appear at the end of this field in parentheses)
  • The ISBN field should contain the number for the parent volume:
    • 0873393430
  • The Publisher field will contain the place of publication, a colon, space, & the publisher:
    • Warrendale, Pa.: Minerals, Metals & Materials Society (Please note this field has no ending punctuation)
  • The Editor in Cite field contains the names of the editors of the monograph:
    • P. K. Liaw, O. Buck, R. J. Arsenault, & R. E. Green, Jr. (Eds.), (Please note this field ends with a comma
  • The Citation Type is:
    • Chapter (Please note this field is almost always incorrect on import, change it)

Chapter in monographic series citation

  • The Volume, Issue, Year, ISBN, Start and End Page fields are filled out as normal.
  • Journal field contains the name of a monographic series which has been analyzed for the FPR:
    • Lecture notes in computer science, Lecture notes in artificial intelligence
  • The Book Citation field contains the title of the monograph:
    • Abstraction, reformulation and approximation: 6th international symposium, SARA 2005, Airth Castle, Scotland, UK, July 26-29, 2005: proceedings (Please note: Edition statements for Chapters in books appear at the end of this field in parentheses)
  • The URL field comes from the 856 field in the catalog record:
    • http://www.lib.ncsu.edu/eresources/ezproxy/count_use_ezproxy.html?server =springerlink.metapress.com/openurl.asp?genre=issue&issn=0302-9743&volume=3607
  • The Publisher field will contain the place of publication, a colon, space, & the publisher:
    • Berlin; New York: Springer (Please note this field has no ending punctuation)
  • The Editor in Cite field contains the names of the editors of the monograph:
    • J-D. Zucker, & L. Saitta (Eds.), (Please note this field ends with a comma
  • The Citation Type is:
    • Chapter (Please note this field is almost always incorrect on import, change it)

Add patent citations

Search at US Patent and Trademark Office

  • Under Issued Patents (PatFT), click on Quick Search.
  • In Term 1, type North Carolina State University. In Field 1, choose Assignee Name from the pull down box.
  • In Term 2, Type mm/dd/year->mm/dd/year (Ex.: 3/25/2005->3/13/2004). In Field 2, choose Issue Date from the pull down box. If you cannot determine when the Patents were last updated, check with the Principal Cataloger for Metadata.
  • Then click on Search button.

Add information into Access Database

  • Open FPR database in Access. Click on Add/Edit Patent at the Switchboard, and then Add New Patent.

Copy the following information into form:

  • Title - put initial articles in the Skip box. Do not include patent number in the title.
  • Inventor(s) - Be sure to format the names consistently: surname, forename, surname2, forename2, & surname3, forename3
  • Journal - Use Patent NOSHOW
  • Patent numbers - do not include "US", and only use the numbers with the commas. If the number begins with PP, the citation is for a Patent Pending, do not add to the database.
  • Issued date - Use this format: 2003 Jan. 28. - Use the date from the first box, listed beneath the patent number, not the filed date.
  • Citation Type is automatically filled in. (Patent).
  • Year - Year the patent was granted.
  • Date captured is current date.
  • Cite source for patents will be US Patent & Trademark Office
  • Type the NCSU author/inventor(s) into the Author Information box as when Editing Citations.

Please note that the addresses listed in the online patent listing are the addresses where the inventors currently reside, not the addresses of the institution to which they are affiliated.

Appendix A: APA citation style sheet.
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