Hi all:

One other thing Berkeley did is ask Alainna to make some updates to the (1)
new user, and (2) regular email notifications that will be generated for
the nonsenate authors once the email notices start getting sent out. The
CDL folks were happy to do this.

If you're interested, those edits—which will only be changed for the UCB
email notifications—are listed as "suggested" in the template document
<https://docs.google.com/document/d/146Yqp4jEVojbsG-cpti2LNti1lWM5nKLXj8xMPJEJEU/edit?usp=sharing>.
We thought it was worthwhile to make a few edits for better clarity.

Tim

On Tue, May 17, 2022 at 4:33 PM Taylor, Anneliese <
[log in to unmask]> wrote:

> Thanks for sharing about what UCB is doing for the Presidential OA Policy
> notification plan, Tim! I'm getting ready to put together a blog post for
> UCSF newsletters as well, so your post will come in handy and I will
> probably borrow heavily from yours 🙂.
>
> UCSF's rollout plan and documentation can be found on our wiki,
> https://wiki.library.ucsf.edu/x/P-vlI.
>
> The total number of people at UCSF matching the relevant job codes that
> Alainna identified comes to 17,666. Adding that number of new users in a
> short amount of time makes me nervous, considering what the workload might
> be to support all these new users. Alainna is helping me to identify
> groups that make sense to have logins in the system but to not enable for
> searches and email notifications, for example, administrative assistants. I
> also decided to not enable volunteer clinical professors, who number about
> 3,000 at UCSF.
>
> Best,
> Anneliese
> ------------------------------
> *From:* Scholarly Communications CKG <[log in to unmask]> on
> behalf of Timothy Vollmer <[log in to unmask]>
> *Sent:* Tuesday, April 26, 2022 10:09 AM
> *To:* [log in to unmask] <[log in to unmask]>
> *Subject:* [SCCKG] Fwd: Changes ahead for sharing open access articles on
> eScholarship
>
> Hi SCCKG: I know some of you have already rolled out your Presidential
> Open Access Policy notifications plan at your campuses (or are in the midst
> of it now). Rachael and I just wanted to share what we're doing at
> Berkeley, in case it's
> ZjQcmQRYFpfptBannerStart
> This Message Is From an External Sender
> This message came from outside your organization.
>
> ZjQcmQRYFpfptBannerEnd
> Hi SCCKG:
>
> I know some of you have already rolled out your Presidential Open Access
> Policy notifications plan at your campuses (or are in the midst of it now).
>
> Rachael and I just wanted to share what we're doing at Berkeley, in case
> it's helpful to others. We're sending the info along to this list since I
> think there's a lot of overlap on the SCCKG and those who are responsible
> for the rollouts of the Presidential OA Policy.
>
> Basically, you can see below that we've:
>
>    1. Drafted a blog post (see the text at the bottom of this email) that
>    explains what the changes are, who they'll affect on campus, and how people
>    can get help if they need it. It'll be published soon.
>    2. We already previewed the text with our selector librarians, so they
>    have a heads up, especially in relation to supporting their respective
>    departments/units.
>    3. We're hosting a 1-hour drop-in session with selector librarians in
>    the next few weeks to see if they have any questions/concerns.
>
> Cheers,
> Tim + Rachael
>
>
> ______________________________________________________________________________________________
>
> Dear Selectors,
>
> Please mark your calendars for *May 12 at 10 a.m. for a Zoom drop-in
> session
> <https://urldefense.com/v3/__https://berkeley.zoom.us/j/2219605964?pwd=YVJVRXo2REYyMVRrQ2dCWk8wQzlxQT09__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqXyzFuwl$>* about
> California Digital Library's incorporation of new sets of campus
> stakeholders into the publication management system (Symplectic Elements)
> for uploading OA manuscripts to eScholarship.* The inclusion of
> additional stakeholders does not mean that you need to do anything else or
> new,* but simply that you may get questions from your constituents (which
> you can feel free to forward to us).
>
> In brief: As Tim has advised over the past year, CDL will soon be adding
> non-faculty senate authors to the Symplectic publication management system.
> Recall that faculty senate authors already use the Symplectic system to
> upload their author accepted manuscripts to eScholarship, whereas "everyone
> else" (i.e. everyone subject to the Presidential OA Policy
> <https://urldefense.com/v3/__https://osc.universityofcalifornia.edu/scholarly-publishing/uc-open-access-policies-background/presidential/__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqVPHpzrU$> rather
> than Faculty Senate OA Policy
> <https://urldefense.com/v3/__https://osc.universityofcalifornia.edu/scholarly-publishing/uc-open-access-policies-background/systemwide-senate/__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqZ2fEjTa$>)
> currently uses the interface on the escholarship.org
> <https://urldefense.com/v3/__http://escholarship.org/__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0Dqe_ee8Y9$> website
> directly.
>
> Well, the time (6/22 - 9/22) has finally arrived for the non-faculty
> senate authors to be added to Symplectic. Later this week, we will post the
> below announcement to the Library blog and engage in additional outreach
> (based on what other UC campuses have done and according to CDL's
> recommendations).
>
> We'd like to hold open office hours for you, though (*May 12 at 10 a.m.
> for a Zoom drop-in session
> <https://urldefense.com/v3/__https://berkeley.zoom.us/j/2219605964?pwd=YVJVRXo2REYyMVRrQ2dCWk8wQzlxQT09__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqXyzFuwl$>)
> *to answer any questions you may have not covered below. Again, you don't
> need to provide any additional support. We just want to make sure you know
> this is happening in case your constituents reach out to you with questions.
>
> Thanks,
> Rachael & Tim
>
>
> _______________________________________________________________________
>
>
> Changes ahead for sharing open access articles on eScholarship
>
> If you are a University of California academic author who is employed at
> the UC but not part of the Faculty Senate, you will soon have a new way
> <https://urldefense.com/v3/__https://pub-idp2-prd.cdlib.org/elemDS/?entityID=https*3A*2F*2Foapolicy.universityofcalifornia.edu*2Fshibboleth&return=https*3A*2F*2Foapolicy.universityofcalifornia.edu*2FShibboleth.sso*2FLogin*3FSAMLDS*3D1*26target*3Dss*253Amem*253A9a40f3d4b912bedbcb9208baee5b0b668bfa75288610735cd6c9ff62ac8c5f95__;JSUlJSUlJSUlJSUlJSUl!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0Dqe8tUCUr$>
> to post copies of scholarly articles you’ve written into eScholarship.org
> <https://urldefense.com/v3/__http://escholarship.org__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqZYE0Iqr$>,
> the UC’s open access repository.
>
>
>
> This blog post answers questions and provides assistance to those authors
> affected by this change.
> What is happening?
>
> There will be a procedural change to how certain UC authors upload copies
> of their scholarly articles to the UC’s institutional repository to make
> these articles available “open access.”
>
>
>
> Publishing scholarship “open access
> <https://urldefense.com/v3/__https://www.lib.berkeley.edu/scholarly-communication/open-access-publishing/what-is-open-access__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqYTq5B9Z$>”
> means making it available to be read online by anyone at no cost to the
> reader. Within the UC, there are many ways to publish “open access”
> <https://urldefense.com/v3/__https://www.lib.berkeley.edu/scholarly-communication/publish-open-access-uc-berkeley__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0Dqe0LAFD2$>,
> including by “depositing” or uploading a copy of your “author accepted
> manuscript” into the UC’s institutional repository. Author accepted
> manuscripts (or AAMs) are the final textual version of your article without
> publisher formatting and final copy edits.
>
>
>
> What’s happening now are changes to how some of you may be doing the
> uploading of AAMs to eScholarship. Some UC Berkeley scholars (i.e.
> faculty senate authors) already use a special software system for the
> uploading process, whereas other scholars (i.e. anyone else employed within
> the UC who creates academic scholarship) instead upload AAMs directly to
> escholarship.org
> <https://urldefense.com/v3/__http://escholarship.org__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqZYE0Iqr$>
> through the eScholarship website. Soon, everyone (that is both faculty and
> all other employees who create scholarly works) will begin using the
> special software system for uploading.
>
>
>
> The software system is called UC’s Publication Management System
> <https://urldefense.com/v3/__https://oapolicy.universityofcalifornia.edu/__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqUkZ_Xo1$>.
> In addition to streamlining how you undertake the uploading of your AAMs,
> the software also proactively searches published literature for articles
> that it thinks you authored and should deposit. If the system identifies an
> article that it thinks you’ve published, you will receive an e-mail
> notification (on a bi-monthly basis) requesting that you upload your AAMs
> through the Publication Management System platform.
>
>
>
> So, nothing is changing for you if you’re a faculty author who already
> has access to and uses the Publication Management System. But for all
> other academic authors within the University of California, you’re soon
> going to get a new way
> <https://urldefense.com/v3/__http://oapolicy.universityofcalifornia.edu__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqRDswcBm$>
> to deposit your AAMs to eScholarship, and will receive periodic e-mails
> letting you know when to do it.
> Why is this happening?
>
> The University of California has two open access policies
> <https://urldefense.com/v3/__https://osc.universityofcalifornia.edu/for-authors/open-access-policy/__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqRasXmxY$>
> addressing the deposit of AAMs into the eScholarship repository. One such
> policy pertains to Academic Senate faculty
> <https://urldefense.com/v3/__https://osc.universityofcalifornia.edu/scholarly-publishing/uc-open-access-policies-background/systemwide-senate/__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqZ2fEjTa$>
> and has been in place since 2013. The other, called the Presidential Open
> Access Policy
> <https://urldefense.com/v3/__https://osc.universityofcalifornia.edu/scholarly-publishing/uc-open-access-policies-background/presidential/__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqVPHpzrU$>
> (because it was issued by the UC President in 2015), covers non-faculty
> authors. Specifically, the Presidential Open Access Policy includes
> non-senate researchers, lecturers, post-doctoral scholars, administrative
> staff, librarians, and graduate student employees.
>
>
>
> California Digital Library
> <https://urldefense.com/v3/__https://cdlib.org/__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqZZvTnsl$>,
> which oversees and manages the eScholarship repository, had already added
> everyone covered by the Academic Senate open access policy to the UC
> Publication Management System, making it easier for Academic Senate faculty
> to get their articles into eScholarship..
>
>
>
> To date, however, authors covered by the Presidential Open Access Policy
> have only been able to upload their articles directly via the eScholarship
> website, and have not yet had access to the facilitation software.
> California Digital Library is now adding these “Presidential” policy
> authors to the Publication Management System, too.
> Who is affected?
>
> Scholarly authors who are employed by the UC and who are not part of the
> Faculty Senate.
>
>
>
> Faculty Senate authors already use the UC Publication Management System
> software to upload their articles to eScholarship. Soon, non-Faculty Senate
> authors will also begin using the software to make their uploads, rather
> than uploading their AAMs directly via the eScholarship.org website.
> How does the software work?
>
> UC’s Publication Management System software searches multiple publication
> databases (such as Scopus, Web of Science, and others) to automatically
> locate scholarly articles written by UC authors, and sends them a periodic
> e-mail alert (about twice a month) to review the publications identified
> under their name, and upload a policy-compliant version of the article. The
> UC's Open Access Policies grants covered authors the right to share their author
> accepted manuscript (the final, peer-reviewed, but not yet
> publisher-formatted version) immediately upon publication in a journal.
>
>
>
> In addition to using the Publication Management System to claim and upload
> open access versions of articles, authors can also integrate scholarly
> profiles (such as ORCID
> <https://urldefense.com/v3/__https://orcid.org/__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqdfiWgTO$>),
> generate individual publishing reports, and get up-to-date statistics on
> the work they’ve authored while at the UC.
> When is this happening?
>
> The California Digital Library is rolling out the change over the course
> of a few months. This means that after the date outlined below, affected
> authors will begin to claim and upload their articles using the Publication
> Management System, and they’ll be notified via e-mail when there is an
> action they need to take.
>
>
>
> If you are a non-Faculty Senate author in one of the following departments
> or units, you can expect California Digital Library to add you to the
> Publication Management System according to the following schedule:
>
>
>
> June 2022
>
>    -
>
>    UC Berkeley libraries
>
>
> July 2022
>
>    -
>
>    Letters & Sciences - Arts & Humanities
>    -
>
>    Letters & Sciences - Biological Sciences
>    -
>
>    Letters & Sciences - Math & Physical Sciences
>    -
>
>    Letters & Sciences - Social Sciences
>
>
> August 2022
>
>    -
>
>    College of Chemistry
>    -
>
>    College of Environmental Design
>    -
>
>    College of Natural Resources
>    -
>
>    College of Engineering
>
>
> September 2022
>
>    -
>
>    UC Berkeley School of Law
>    -
>
>    Goldman School of Public Policy
>    -
>
>    Haas School of Business
>    -
>
>    School of Education
>    -
>
>    School of Information
>    -
>
>    School of Journalism
>    -
>
>    School of Optometry
>    -
>
>    School of Public Health
>    -
>
>    School of Social Welfare
>
> Where can authors get assistance?
>
> Authors covered under the Presidential Open Access Policy can explore the
> UC Publication Management System now by logging in at
> https://oapolicy.universityofcalifornia.edu/
> <https://urldefense.com/v3/__https://oapolicy.universityofcalifornia.edu/__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqUkZ_Xo1$>.
> However, the Publication Management System will not begin sending e-mail
> notifications until the approximate rollout date indicated above.
>
>
>
> California Digital Library maintains documentation and FAQs
> <https://urldefense.com/v3/__https://help.oapolicy.universityofcalifornia.edu/support/home__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0DqZlw0hrj$>
> on how to navigate and use the Publication Management System, including
> helpful articles about how to get started with claiming and depositing
> your OA-compliant articles
> <https://urldefense.com/v3/__https://help.oapolicy.universityofcalifornia.edu/support/solutions/articles/9000149442-getting-started-claim-and-deposit-your-publications__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0Dqd9Aubv-$>
> .
>
>
>
> UC Berkeley Library staff are here to provide additional assistance.
> Please send your questions to [log in to unmask] and we’ll be in
> touch.
>
>
> --
> Rachael G. Samberg, J.D., MLIS
> Scholarly Communication Officer & Program Director
> Office of Scholarly Communication Services
> University of California, Berkeley
> Doe Library, 189 Annex
> Berkeley, CA  94720-6000
> Pronouns: she/her
>
> *Guidance*: lib.berkeley.edu/scholarly-communication
> <https://urldefense.com/v3/__http://lib.berkeley.edu/scholarly-communication__;!!LQC6Cpwp!ohNNnfxuJOwbrzVrWx5V5KyeriPw7c4xwVudUOMUOnfJkszahTkJ8LoC7GdrT37yfiw638Uxwd544NUADz0Dqd_HK7hU$>
> *Updates*: @UCB_ScholComm
>
>
> --
> Timothy Vollmer
> Scholarly Communication & Copyright Librarian
> University of California, Berkeley
> Doe Library, 189 Annex
> Berkeley, CA 94720
> [log in to unmask]
> Pronouns: he/him
>


-- 
Timothy Vollmer
Scholarly Communication & Copyright Librarian
University of California, Berkeley
Doe Library, 189 Annex
Berkeley, CA 94720
[log in to unmask]
Pronouns: he/him