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.

Approval Process

Log in to Alma

Login and Initial Setup

Click on Deposits under Tasks

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Click on Unassigned

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Click on the first Title link, e.g., SOC 347: Transnationalism

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Verify the Title follows the following pattern ABC 101: Course Title

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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

Step 7 screenshot

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. Step 8 screenshot

Click on Approve

Confirm the approval and move on to the next deposit. Step 9 screenshot

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 Step 10 screenshot

Click on Alma Viewer

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Click on CLOSE & VIEW

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Copy Complete Course Info

Highlight and copy the title text (or whatever's missing from Course Code: Course Title) Step 13 screenshot

Click on Cancel

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Click on Record

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Click on Edit Record

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Fix/Paste Complete Course Info

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Click on the down-triangle next to Save

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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). Step 19 screenshot

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. Step 20 screenshot

Click on Process Selected

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Click on Approve

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

Move on to the next items to approve. Step 23 screenshot

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. Step 24 screenshot

Click on Return

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Click on Conflicting access statements

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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 Step 27 screenshot

Click on Return

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Verify "Returned" Status

The status for the deposit now reads "Returned" Step 29 screenshot

Admissions Access in MD Record

Click for Admissions Access

Click on the Record tab to verify the access rights statement Step 30 screenshot

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. Step 31 screenshot

Click on Inventory

This is where you can change the access rights policy, default, opt-out, or admission access. Step 32 screenshot

Click on Edit Representation

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Click on X

Click the X to remove the current policy. Step 34 screenshot

Click on Syllabi_Admissions: View and Download (special permissions)

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Click on Save

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Click on Approve

Confirm the approval and move on to the next deposit. Step 37 screenshot

Opt-out

Click for Opt-out

If the deposit has "Opt-out" then we'll need to update the access rights statement. Step 38 screenshot

Click on Inventory

Step 39 screenshot

Click on Edit Representation

Step 40 screenshot

Select Syllabi_Opt-out: View and Download (special permissions)

Step 41 screenshot

Click on Save

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Click on Approve

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