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DigitalCommons@WOU User's Guide

This guide provides information about DigitalCommons@WOU, Western Oregon University's digital repository for collecting, managing, preserving and providing access to the research and scholarship of the WOU community.

2021 Academic Excellence Showcase Instruction Page

This webpage contains the information you'll need to submit your work to DigitalCommons@WOU. Click on the links below to access the information you need or work through the instruction page to submit your work to DigitalCommons@WOU.

Files and file types

Naming your files

Submissions involving human subjects:

Captioning your video

Creating an account in DigitalCommons@WOU

Submitting to DigitalCommons@WOU

Revising your submission

 

Questions? Contact one of the following: digitalcommons@wou.edu; Stewart Baker (503-838-8890). Leave a voice message. We'll get back to you as soon as possible. Note that Stewart is unavailable from June 15th to September 16th due to being off-contract.

 

AES files and file types

Performance submissions (e.g., dance, music, play) should include two files:

Primary File Upload
.mp4

Additional File Uploads
Original file, if it's different from .mp4. Examples include .wmv, .mov.

Poster submissions should include two files:

Primary File Upload
.pdf

Additional File Uploads
Original file: usually .ppt or .pptx; can be something else

Presentations should include two files:

Primary File Upload
.PDF of paper or presentation slideshow

Additional File Uploads

.DOCX of paper presented as AES

.PPTX of slideshow presented at AES

Generally, anyone at WOU doing human subject research needs to get approval from WOU's Institutional Review Board (IRB). IRB review and approval is a formal and involved process designed to protect research participants, researchers, and the University. For the purpose of presenting at AES, though, not all students will need to have IRB approval

Please read the information in AES submissions involving human subjects before deciding if you need to submit IRB approval or not.

Upload your primary file and additional files, per the instructions underneath each type of AES presentation, but also upload your IRB documentation as an additional file.

 

Naming your files

Before you submit your files to DigitalCommons@WOU, please name your files using the following convention:

[LastnameFirstname]_AES_[Filetype]_[YYYY]          

Examples:
FowlerMarnasha_AES_Poster_2022
FowlerMarnasha_AES_Presentation_2022
FowlerMarnasha_AES_Video_2022
FowlerMarnasha_AES_Captions_2022
FowlerMarnasha_AES_IRB_2022

NOTE: You will not have all these file types. They're only provided as examples.

NEXT STEPS:

If your research involved human subjects, go to AES submissions involving human subjects.
If you have a video that needs captioning, go to Captioning your video.
All others, go to Creating an account in DigitalCommons@WOU.

AES submissions involving human subjects

Students often do research involving human subjects. Examples of research with human subjects include:

  • interviews
  • psychological experiments
  • ethnographies (studies of people in their environments)

Generally, anyone at WOU doing human subject research needs to get approval from WOU's Institutional Review Board (IRB). IRB review and approval is a formal and involved process designed to protect research participants, researchers, and the University. WOU students doing human subject research, however, have two options when participating in AES:

  1. WITH IRB APPROVAL: WOU students with IRB approval should submit documentation of IRB approval (can be an email) when they submit their work to DigitalCommons@WOU. Human subject research, with IRB approval, can remain in DigitalCommons@WOU after the virtual event is over (June 10).
  2. WITHOUT IRB APPROVAL: WOU students can participate in human subject research without getting IRB approval if their work is shared only with the WOU community on a one-time basis, such as during the Academic Excellence Showcase. Human subject research, without IRB approval, will be removed from DigitalCommons@WOU at the end of the 2021 virtual event (June 10). Alternatively, students may be able to participate in a live Zoom presentation without IRB approval.

NOTE: If you are unsure whether your project has received IRB approval (for example, if you are presenting research that was initiated by a faculty member), please contact your faculty mentor to receive confirmation.

NEXT STEPS:

If you have a video that needs captioning, go to Captioning your video.
All others, go to Creating an account in DigitalCommons@WOU.

Captioning your video

If you are uploading a video file, you will need to use the captioning feature in YouTube to caption your video. Before beginning the captioning process, you will need to do the following:

 

1. Make sure you hit SAVE when you've finished captioning.

 

2. Stay on the YouTube page where you edit captions. Here's an example:


3. Download the caption file (.srt) from YouTube. You can find the file by looking at the Actions drop down menu, which is just above your edited captions. Click the triangle and select .srt.

 

4. The .srt file automatically downloads.

5. Once you have downloaded the captions, you can exit YouTube.

NEXT STEPS:

Go to Creating an account in DigitalCommons@WOU.

Creating an account in DigitalCommons@WOU

Follow the instructions below to create an account in DigitalCommons@WOU:

1. Go to DigitalCommons@WOU.

2. Click on the "My DC" link.
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3. Click on the "Sign up" link. 
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4. Fill out the form and click "Create Account". 
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5. You'll see a message like this:
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6. You should receive an email similar to this one. Click on the "Confirm Account" button.
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7. You should now have an account with DigitalCommons@WOU.

Questions? Contact one of the following: digitalcommons@wou.edu; Stewart Baker (bakersc@wou.edu or 503-838-8890). Email is strongly preferred. If calling and you receive no answer, leave a voice message, which we can access via our computers while working from home. We'll get back to you as soon as possible.

NEXT STEPS:

Go to Submitting to DigitalCommons@WOU.

Submitting to DigitalCommons@WOU

1. Go to Academic Excellence Showcase Proceedings.

2. Click on "Submit Research" under "Author Corner" on left side of page.

3. Fill out each text box as instructed on the page.

4. Title: Enter the title of your work, capitalizing only the important words.

5. Author(s): Add all authors and your faculty mentor (This is so your mentor will get an email when your submission goes "live". Mentor names will be removed from submissions after emails are generated). Additional authors can be added to the submission using the green "+" sign.

6. Faculty Mentor: Enter your faculty mentor's first and last name only. Do not use any titles or other distinctions such as Dr, Professor, or PhD.

7. Date: Enter the date of Academic Excellence Showcase: May 26, 2022

8. Abstract/Description: Copy and paste your mentor approved abstract into the text box or provide a description of your AES work.

9. Type: Choose from Performance, Poster, and Presentation.

10. Department: Choose the correct department, division, or program from the dropdown menu. If you don't see an exact match for your department, division or program, choose the best match.

11. Human Subject Research: If your work involves human subjects, check "Yes". If you don't know whether or not your work involved human subjects, consult "AES Submissions involving human subjects".

12.  IRB documentation: Check "Yes" if you have IRB documentation. If you don't know whether or not you have IRB documentation, consult "AES Submissions involving human subjects".

13. Upload Primary File (Read more at "AES files and file types"):

            Performance: Upload an .mp4 video of your performance.
            Poster: Upload a .pdf version of your poster.
            Presentation: Upload a .pdf version of your paper or slideshow.

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14. Additional Files: Check the box so you can upload additional files.

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15. Click "Submit". You will be taken to the additional files page.

16. Use the "Browse button to upload additional files.

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17. You can upload any of the following files.
            Performance: Upload the original version (e.g., .wmv) of your performance.
            Poster: Upload the original version (e.g., .pptx) of your poster.
            Presentation: Upload the original version (.pptx or .docx) of your presentation slideshow or paper.
            Caption Files: Upload the caption files (.srt) for your video (if applicable).
            Paper: Upload the paper (e.g., .docx, .pdf) that accompanied your presentation.
            IRB Confirmation: Upload IRB confirmation document.

18. Description: Add a description to your additional file(s). Click "Save" after each file upload.

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19. Click "Continue" when you've finished adding all additional files. A screen similar to the one below should pop up. It may take a little while. Please don't click "Continue" again. If you need to go in and make revisions, you can do that by clicking on the "Revise submission" button and follow the "Revising your submission" instructions.

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21. You're done! The library will review your submission and upload it. You'll receive an email with the resulting url after it's uploaded.


Questions? Contact one of the following: digitalcommons@wou.edu; Stewart Baker (bakersc@wou.edu or 503-838-8890). Email strongly preferred. If calling and reciving no responses, leave a voice message. We'll get back to you as soon as possible. Note that Stewart will be unavailable from June 15th to September 16th due to being off-contract.

Revising your submission

1. Go to DigitalCommons@WOU.

2. Click on "My DC" in the upper right corner of the page.

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3. Find your submission under "Academic Excellence Showcase Proceedings".

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4. Click on "Revise submission."

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5. You are now able to go into your submission and edit any incorrect information.

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7. You can upload a different primary file at this step by clicking the "Browse" button. You can also skip this step if you want to keep the original file you submitted during your original submission.

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8. You can make changes to your additional files by checking the "Additional Files" box.

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9. Please add a reason for the revision (update) before you click the "Submit" button.

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10. If you didn't have any additional files to add, you should see a page similar to this one. You're done.

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11. If you checked the box for additional files, you'll be taken to the "Additional files" page. You can find instructions for that page, starting with Step #14, under "Uploading to DigitalCommons@WOU"


Questions? Contact one of the following: digitalcommons@wou.edu; Sue Kunda (503-838-8893); Stewart Baker (503-838-8890). Leave a voice message, which we can access via our computers while working from home. We'll get back to you as soon as possible.