Scholars@IC: How to Enter Data
Public vs. Administrative Interfaces
Scholars@IC consists of a public interface, where you can search/browse the works of Ithaca College faculty and staff, and an administrative interface, where faculty/staff (or their proxies) can enter data about their scholarship.
To enter the administrative interface you must log in by clicking the "Create & Edit Entries" link. (This link appears at the bottom of the left-hand column on the main page of the public website, and at the bottom of the right-hand column in other public pages, including this one.)
Using Proxies
If you wish to have a student (i.e., not IC faculty or staff member) enter data on your behalf, you must log them in using your credentials (email/password) on the computer where they will enter the information. When they are done, make sure they log out and/or close their browser window. Note that logging them in to Scholars@IC will not allow them to access your email, just to enter items on your behalf.
If you wish to have an IC staff member enter information for you individually--or all faculty in your department--they will need to contact the Scholars@IC administrator (adarby@ithaca.edu), who will grant them "SuperEditor" privileges. People with SuperEditor privileges can login with their regular email/password, click the "SuperEditor" button, and enter/edit others' information (see below). Students can not be made "SuperEditors".
The Login Screen
Enter your email address and your email password in the box. Click submit.
First Login
If it is your first time logging in, you will see a screen like this:
Your contact information is automatically added to Scholars@IC.
Subsequent Logins
If you have logged in before, your screen will look like this:
Upon each subsequent login, your contact information is automatically updated
Managing your data
While you are in the administrative interface, you will have options in the right-hand column to do the three basic tasks in Scholars@IC:
* Enter a new item
* Edit an existing item
* Edit the scholarly and professional interests
You also have the option of seeing the live website in a new window
Entering a New Item
After you click to enter a new item, you will be presented with a drop down list of all the item types (i.e., books, articles, films, conference proceedings, etc.). Select one. (In this example, "article").
You will get a screen like this (with different fields for different data types--i.e., the information requested for an article is not the same as for a conference proceeding). Hit submit, and your item is now added to the database. If you visit the live website, you should see this item.
Editing an Item
If you made a mistake on a previous entry, you may edit it at any time by selecting the "edit item" link from any page in the administrative interface. It will take you to a listing of all your entries, that looks something like this:
Click on the edit button next to the entry you want to edit, or the delete button if you want the item to disappear forever.
If you clicked edit, you will be taken to your entry where you may make any changes you like, and then hit submit. The record will be changed on the live website immediately. If you clicked delete, it will ask you if you are sure; click the button again to confirm, and the record will be deleted immediately.
Adding an Image
For some item types, you might want to add an image to your record--the cover of your book, a picture of your artwork. To do so follow the instructions that appear after you have submitted a new item, or click the "add image" link on the edit page.
Editing Scholarly & Professional Interests
The final option in the administrative interface of Scholars@IC is to add a research interest. This allows others to know something about your research interests--it appears when someone views your publications, and is also used in the search results. For example, if you had "sustainability" as an interest, but it did not appear in the title or keywords of any of your publications, your name would nonetheless appear in a search for "sustainability".
SuperEditor!
A SuperEditor is an IC staff member who has been asked to edit the works of others. To become a SuperEditor, you must send an email to the Scholars@IC administrator (adarby@ithaca.edu); they will email you back once the correct permissions have been set. At this point, you should log in as normal, using your own email address/password. Click any of the Management Options (except logout!), and you will see a new option appear:
Once you click this button, you will be logged in as the SuperEditor, which means that you can edit the work of anybody in the Scholars@IC database. Use your power wisely! You will be confronted with three options: to add new work for someone (selecting their name from a dropdown list); to edit someone's existing entries; and to create a new person in the database.
If you wish to enter/edit/delete an item for an existing author, select their name from the dropdown list. The subsequent screens will look the same, except it will note at the top that you are acting as SuperEditor, and the name of the person for whom you are acting as a proxy.
Creating a New Author If an IC faculty member has not logged in to Scholars@IC before, you will need to create them (or, ask them to log in once, and save you the typing!). Please please please make sure an author does not exist before you enter them! You will be asked for basic information about the author, as well as their college id number. This number has to be correct. Once an author has been entered into the database, their name will appear in the dropdown list. If this author logs in him/herself to Scholars@IC administrative interface later, all information will be updated from the central campus information.
