Syllabi

Description

Davidson College Library collects course syllabi through user-deposits in Alma. This empowers users in the metadata creation process and it alleviates processing time for library workers. Alma Digital (know as Digital Davidson) is a centralized place for current students, faculty, and staff to view past syllabi for a variety of purposes, e.g., curriculum assessment, text analysis, course planning, and accreditation. This section of the documentation is intended for those processing syllabi in Alma (library workers).

Table of Contents (TOC)

There are two configuration/admin files here Syllabi Process Configuration and Bulk Download and Renaming Process. These are the first (setup) and last (preservation) steps, that sandwich the approval process. There are five tracks in approval process workflow. You can use the TOC to navigate around or click through each page separately with the "Next" button at the bottom of each page. Before diving into each track, let's get set up in Alma.

Syllabi Process Configuration and Setup in Alma for Each Term

Approval Process

Log in to Alma

Simple Deposit Track

Click for Simple Deposit

If it's complete (ABC: Course Title), continue below. This is an example of a deposit that has nothing to edit or add. It simply needs approval.

If it has an access statement for Admission, conflicting access statements, or opt-out, continue below.

Click on the Record tab

Check Access Rights Statement(s)

This is an example of a basic/simple approval process as the instructor hasn't opted out nor given extra access to Admissions and the title is complete.

Click on Approve

Confirm the approval and move on to the next deposit.

Missing/Incomplete Title

Click for missing/incomplete title

If the title is incomplete in the MD Record, e.g., ABC 123 [missing course title], Click on Edit Representation

Click on Alma Viewer

Click on CLOSE & VIEW

Copy Complete Course Info

Highlight and copy the title text (or whatever's missing from Course Code: Course Title)

Click on Cancel

Click on Record

Click on Edit Record

Fix/Paste Complete Course Info

Click on the down-triangle next to Save

Click on Save and Release Record

This will move the deposit to "Assigned to Me" under the Deposit Tasks. I tend to work through a couple dozen before approving multiple at a time (below).

Select the items you want to bulk approve

These are typically the items that you have to edit the title in the MD record. Unfortunately, the title doesn't update in the title column, but if you check the Record tab, the complete course info that you copied is there.

Click on Process Selected

Click on Approve

Verify with the pop-up message "X Deposit(s) approved successfully"

Move on to the next items to approve.

Conflicting Access Rights Statements

Click for conflicting Access Rights Statements

Below is a contradictory example of access statements. The instructor selected both "opt-out" and gave "Admissions special access." If a deposit has conflicting access rights in the MD record, you can return the deposit and the instructor will re-select one of the checkboxes rather than both.

Click on Return

Click on Conflicting access statements

Copy/Paste text below into text area in Alma

Thanks for your syllabus deposit. We need clarification on the access you want to provide for viewing. Your syllabus can only have one check box checked for access.

https://davidson.alma.exlibrisgroup.com/deposit/01DCOLL_INST&auth=SAML

After logging in with the above link, please click the Edit button on your syllabus deposit, select one of the two checkboxes for access, then click submit. If you have any questions, contact digitallearning@davidson.edu

Click on Return

Verify "Returned" Status

The status for the deposit now reads "Returned"

Admissions Access in MD Record

Click for Admissions Access

Click on the Record tab to verify the access rights statement

Admissions Access Rights Statement

If the instructor has selected the access statement for Admissions to view the syllabus for planning campus visits, the access statement needs editing in the Inventory tab.

Click on Inventory

This is where you can change the access rights policy, default, opt-out, or admission access.

Click on Edit Representation

Click on X

Click the X to remove the current policy.

Click on Syllabi_Admissions: View and Download (special permissions)

Click on Save

Click on Approve

Confirm the approval and move on to the next deposit.