Getting started

FASS Repository content management interface (CMI)

The FASS Repository stores and provides access to research material relevant to Arts and Social Sciences at UNSW. The CMI enables deposit, review and approval of new resources to the Repository.


Log in

Enter staff/student ID and password and select ‘Log in’.

Log in

Select ‘Clear’ to delete ID and password.

Clear


Log out

Select ‘Log out’ on the left navigation panel of the dashboard.

Log out


Dashboard

Repository records are organised by workflow stage on the dashboard. Select each heading to expand or collapse the list of records.

Dashboard

CMI workflows:

Workflow stage Record status Actions
Deposit (and upload file) Saved Staff/students with valid zIDs can deposit and save records. A depositor can update Saved records to Draft to enter the review process.
Review Draft Reviewers ensure records are ready for the approval stage. Reviewers can edit records or direct a depositor to edit records before submitting the Draft record for approval.
Approve Pending Approvers ensure records are ready to be published in the Repository. Records in the approval stage are locked and cannot be edited.
Publish Published Records can be viewed in the Repository.

Deposited records

Your deposited records appear here. To filter by collection, select from the ‘Specify collection’ dropdown menu.

Deposited records

You can save, edit and delete records which you have deposited. Select ‘Manage’ to access ‘Edit’ or ‘Delete’ functions. Only records with ‘Saved’ record status are able to be deleted.

Manage options


Records to review

Records awaiting review appear here. Records only appear if you have reviewer rights for a collection. Contact FASS Repository staff to arrange reviewer rights for a collection.

Reviewers receive an email when records are ready for review. Reviewers are responsible for ensuring ‘Draft’ records are ready for the approval stage. Reviewers are able to edit records or direct the depositor to make necessary changes.

If no changes are required, the reviewer updates the record status to ‘Pending’ and the record enters the approval stage.


To review a record

An email notification is received indicating a record is ready for review.

  1. Select the link in the email to the Repository dashboard. Enter staff/student ID and password and select ‘Log in’.
  2. The record is located under ‘Records to review’ on the dashboard.
  3. Select ‘Manage’ and ‘Review’ to open the record.
  4. Ensure the copyright agreement or licence conditions are correct and appropriate.
  5. Ensure the correct resources have been uploaded.
  6. Ensure the resource description information is accurate.
  7. To save and return to the record at a later time, select ‘Save record’ on the Licence/agreement tab.
  8. Once the review is complete, submit the record for approval.

Records to approve

Records awaiting approval appear here. Records only appear if you have approver rights for a collection. Contact FASS Repository staff to arrange approver rights for a collection.

Approvers receive an email when records are ready for approval. Approvers are responsible for conducting a final check of the record and approving it for publication in the Repository.

If no changes are required, change the status to ‘Published.’ The depositor and reviewer will be notified that the record has been published. The record will be visible via the public interface of the Repository within 24 hours.

If changes are required, reassign the record status back to ‘Draft.’ An email with feedback will be sent to the depositor. The depositor will have the opportunity to make changes to the record and resubmit it for review.

To approve a record

An email notification is received indicating a record is ready for approval.

  1. Select the link in the email to the Repository dashboard. Enter staff/student ID and password and select ‘Log in’.
  2. The record is located under ‘Records to approve’ on the dashboard. Select ‘Manage’ and ‘Approve’ to open the record.
  3. Review the record to assess if it is suitable for publication in the Repository.
  4. If the record is ready for publication, select ‘Publish record’ and the record will be made available via the public interface of the Repository within 24 hours. A confirmation email will be sent to the depositor and the reviewer.
  5. If the record requires revision prior to publication, enter feedback for the depositor under the ‘Response’ tab and select ‘Reassign record to draft’. The depositor will receive an email notification that the record has been reassigned to ‘Draft’ status.

Deposit record

Select ‘Deposit record’ on the left navigation panel of the dashboard. The deposit workflow will open in a new window.

Save record

Select ‘Save record’ at any stage during the deposit workflow. The following fields are required prior to saving a record:

  • Collection
  • Resource type
  • Licence/agreement condition
  • Copyright permissions
  • Title

Save record

Select ‘Save’ to confirm:

Save message

An acknowledgement page displays the details of the saved record. The record will appear on the dashboard under ‘Deposited records’. The ‘Manage’ options enable the ‘Saved’ record to be edited or deleted.

Manage options

Exit deposit/edit

Within the deposit workflow, select ‘Exit deposit’ at any time. Within the edit workflow, select ‘Exit edit’ at any time. Both buttons perform the same function.

Exit deposit

Once ‘Exit’ is selected, the following warning is displayed. Select ‘OK’ to exit without saving, or select ‘Cancel’ to return to the deposit workflow.

Exit warning

Licence/agreement and resources

Depositor description

These fields are pre-populated with depositor information. This information cannot be edited.

  • Depositor email: Deposit confirmation will be sent to this email
  • Depositor name: First name and last name
  • Depositor organisation: UNSW Australia

Depositor description


Collection & Resource type

This is a mandatory field.

Every record submitted to the FASS Repository belongs to a collection. Users are able to search the public interface of the Repository by collection to view records relevant to their area of research.

Select from the following collection options:

  • General Collection
  • Moving Image Collection

Select from the following resource type options:

  • Moving image
  • Report

Collection/Resource type

Selecting a collection and resource type will generate collection and resource type specific information. Changing the selection may cause some of this information to be lost.

If you change the collection or resource type, a warning message will appear.

Select ‘OK’ to change collection or resource type, or ‘Cancel’ to proceed with the original selection.

Collection:

Collection warning

Resource type:

Resource warning


Licence/agreement conditions

This is a mandatory field.

All content in the FASS Repository is subject to copyright permissions and licence conditions. If you are uploading resources to which you do not own copyright, you will be asked to provide evidence of permission being granted by the copyright holder. For example, by uploading a PDF copy of a signed copyright agreement.

Select from the following conditions:

  • I am the copyright owner of the resource
  • I am depositing on behalf of the copyright owner
  • I am depositing on behalf of a known publisher
  • The resource is published by UNSW Australia
  • No resources will be uploaded for this record

Licence conditions


Copyright permissions

This is a mandatory field.

The copyright permissions provide information regarding the conditions of use of the record in the Repository.

Select the copyright permission from the dropdown:

All rights reserved: This indicates that the copyright holder reserves, or holds for their own use, all the rights provided by copyright law. Due to security settings, this is the only option available for the Moving image resource type.

CC-BY-NC-ND: This licence allows others to download your works and share them, but you must be credited. Works must not be changed in any way or used commercially.

Copyright permissions


Upload files

Find and select the file by selecting ‘Choose File’.

Note: This button varies depending on choice of web browser.

Choose file button

Type a name in the adjacent ‘File name for display’ field. This is a mandatory field.

Upload the file to the record by selecting ‘Upload’.

File name and upload


Once the file is uploaded, select ‘Video’, ‘Thumbnail’ or ‘Rights’ file (or a combination).

  • Video: Files must be uploaded in a moving image file format, such as MPG or AVI.
  • Thumbnail: Only one file can be identified as a thumbnail. Only common image file formats are supported, such as JPEG, GIF, and PNG. The thumbnail will display as a preview of the record in the brief search results of the Repository.
  • Rights: Files that demonstrate copyright permission to upload the resource. This is required if depositing on behalf of the copyright owner. Rights files are not viewable to Repository users. Selecting the rights option will disable the Access dropdown menu.

File upload table

The Access dropdown menu determines who can view the uploaded file. Choose from the following options:

  • Full access: The uploaded file can be viewed and downloaded from the public interface of the Repository.
  • Restricted: Restricts access to the uploaded file. It is not available to be viewed or downloaded from the public interface of the Repository.

Select ‘Manage’ and ‘View’ to download the file. Select ‘Manage’ and ‘Delete’ to remove the uploaded file.

Manage options


Resource description

Title

This is a mandatory field.

Enter the name or title of the resource.

Note: Entering a title is required to save a record.

Title


Creator(s) and contributor(s) (Moving image)

Adding at least one creator or contributor is mandatory.

Add a creator or contributor to the resource by entering the following details:

  • First name
  • Last name: This is a mandatory field.
  • Affiliation: ‘UNSW Australia’ or ‘Other’. If ‘Other’, enter affiliation.
  • Email
  • Notify this person: Select this box to send an email to the address provided when the record is published in the Repository.

Creator/Contributor


Creator role(s)

Choosing at least one creator or contributor role is mandatory.

Select the creator role from the drop down.

Remove a role by selecting the delete button.

Delete button


Contributor role(s)

Select the contributor role from the drop down.

Remove a role by selecting the delete button.

Delete button


Confirm creator/contributor

Add a creator/contributor by selecting ‘Confirm’.

Confirm/Cancel

Once a creator/contributor has been added, edit details by selecting the edit button.

Edit button

Remove a creator/contributor by selecting the delete button.

Delete button


Corporate creator(s) (Moving image)

Corporate creators are organisations that contributed to the creation of the resource.

Add a corporate creator to the resource by entering the following details:

  • Corporate name
  • Email
  • Notify this organisation: Select this box to send an email to the address provided when the record is published in the Repository.

Corporate creator


Creator role(s)

Choosing at least one creator or contributor role is mandatory.

Select the role performed by the organisation from the drop down.

Remove a role by selecting the delete button.

Delete button


Contributor role(s)

Select the role performed by this organisation from the drop down.

Remove a role by selecting the delete button.

Delete button


Confirm corporate creator

Add each corporate creator by selecting ‘Confirm’.

Confirm/Cancel

Once a corporate creator has been added, edit details by selecting the edit button.

Edit button

Remove a corporate creator by selecting the delete button.

Delete button


Author(s) (Report)

Adding at least one author is mandatory.

Add author(s) to the resource by entering the following details:

  • First name
  • Last name: This is a mandatory field
  • Affiliation: ‘UNSW Australia’ or ‘Other’. If ‘Other’, enter affiliation.
  • Email
  • Notify this person: Select this box to send an email to the address provided when the record is published in the Repository.

Author Report


Confirm author

Add each author by selecting ‘Confirm’.

Confirm/Cancel

Once an author has been added, edit details by selecting the edit button.

Edit button

Remove an author by selecting the delete button.

Delete button


Corporate author(s) (Report)

Corporate authors are organisations that contributed to the creation of the resource.

Add corporate author(s) to the resource by entering the following details:

  • Corporate name
  • Email
  • Notify this organisation: An email is sent, to the address provided, when the record is published in the Repository.

Corporate author(s)


Confirm corporate author

Add each corporate author by selecting ‘Confirm’.

Confirm/Cancel

Once a corporate author has been added, edit details by selecting the edit button.

Edit button

Remove a corporate author by selecting the delete button.

Delete button


Duration (Moving image)

Enter the duration of the resource in hours, minutes and seconds. The maximum entry for minutes and seconds is 59.

Duration


Description/abstract

Enter a description or abstract of the resource.

Description/abstract


Fields of Research (FOR) code(s)

The Fields of Research (FOR) codes allow research to be categorised by discipline. The FOR codes are one component of the Australian and New Zealand Standard Research Classification (ANZSRC) system. The ANZSRC is the collective name for a set of three related classifications developed for use in the measurement and analysis of research and experimental development (R&D) undertaken in Australia and New Zealand. The ANZSRC replaces the Australian Standard Research Classification (ASRC) and was released on 31 March 2008.

Enter a keyword or FOR code and select from the options.

FOR codes

Remove a FOR code by selecting the delete button.

Trash icon


Keyword(s)

This is a mandatory field.

Enter keywords to describe the resource.

Keywords

Add a keyword by selecting the add button.

Add button

Remove a keyword by selecting the delete button.

Trash icon


Digital object identifier (DOI)

A DOI is an identifier assigned to a physical or digital object. The primary purpose of a DOI is to provide a means to share the object with an interested online user community.

DOI

Add a DOI by selecting the add button.

Add button

Remove a DOI by selecting the delete button.

Trash icon


Language(s)

Select the appropriate language(s) for the resource. English appears first in the list.

Languages

Remove a language by selecting the delete button.

Trash icon

Production/Publication details

Production details (Moving image)

Complete the following details:

  • Production company
  • Place of production e.g. city, country
  • Year of production
  • Series
  • International Standard Book Number (ISBN): Must be 10-13 characters long, excluding spaces and hyphens. Add an ISBN by selecting the add button.
  • Add button

    Remove an ISBN by selecting the delete button.

    Trash icon

  • International Standard Serial Number (ISSN): Must be 8 characters long, excluding spaces and hyphens. Add an ISSN by selecting the add button.
  • Add button

    Remove an ISSN by selecting the delete button.

    Trash icon

Production details


Publication details (Report)

Complete the following details:

  • Publisher(s): Choose from drop-down options to add a publisher.
  • Remove a publisher by selecting the delete button.

    Trash icon

  • Place of publication e.g. city, country
  • Year of publication
  • Series
  • ISBN: Must be 10-13 characters long, excluding spaces and hyphens. Add an ISBN by selecting the add button.
  • Add button

    Remove an ISBN by selecting the delete button.

    Trash icon

  • ISSN: Must be 8 characters long, excluding spaces and hyphens. Add an ISSN by selecting the add button.
  • Add button

    Remove an ISSN by selecting the delete button.

    Trash icon

Publication details


Additional information

Related resources

Handles ensure persistent identifiers for digital objects are efficiently and securely resolved.

Enter handle links of related FASS resources.

Related resources

Add a handle by selecting the add button.

Add button

Remove a handle by selecting the delete button.

Trash icon


Organisations

Enter organisations which are related to this resource, e.g. funding body.

Organisations

Add an organisation by selecting the add button.

Add button

Remove an organisation by selecting the delete button.

Trash icon


Website(s)

Enter website URLs related to this resource.

Websites

Add a URL by selecting the add button.

Add button

Remove a URL by selecting the delete button.

Trash icon


Additional information

Information entered in this section will be publically displayed in the FASS Repository. This field may be prepopulated for certain collections. Prepopulated information can be edited if necessary.

Additional information

Preview

Check that the information displayed in each field is correct.

Select ‘Edit’ at the end of the appropriate section to make changes.

Edit button


Licence/agreement

Check that the licence you chose in the ‘Licence/agreement and resources’ tab appears at the top of this page. For example:

Licence/agreement condition

If you need to change the licence/agreement condition, select ‘Change licence/agreement condition’.

Change licence/agreement button

Read through the licence/agreement and if you agree, select the ‘Agree’ box near the end and select ‘Deposit record’.

Deposit record button