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Academic Request Form - Digitisation Team

Guidance – Academic Requests in the DCS

Setting up Academics

Go to 'My Institution' and scroll down to Lecturer Configuration.

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If your Lecturer or Subject Librarian is not on this list - they will not be able to use the form.

The full details of how academics can sign up to use the form (once on the list above), can be found here: https://cla.zendesk.com/hc/en-us/articles/115002307893-Academic-Request-Form-Academics- 

Once submitted successfully, academic requests can be found on the Dashboard under ‘Academic Requests’.

Once in the request area you can click on each request.

In the request itself you can see the original academic request, as well as how much this has managed to match against data in the DCS (on the left hand side).

 

Items will only auto-match when:

  • The Course or Module with the same Course Code has already been added to your DCS instance - if not, please add the Course Code
  • The ISBN of the book is already in the DCS (even if used by another institution)
  • The ISSN has been used with the same article title already in the DCS (even if used by another institution)

This is as much as you can do here. This is a Read-Only access only. To start working on the request, please click ‘Assign To Me’.

Once assigned, requests are now on the second tab of the ‘Academic Request’ section of the DCS Dashboard.

Either as soon as you click ‘Assign To Me’, or after entering the ‘Academic Requests in Progress’ of the ‘Academic Request’ section of the DCS Dashboard, and then clicking on the request, you will see an editable version of the request page.

If items are missing, these can be added. Even if items match, they can still be overridden (we know academics are not always correct so all items are completely editable before you create the request).

You can now also update the page range from this screen. To do this, click on 'Update Range':

 

If you've changed course, click on 'Save Course' to save your changes:

It is possible to search by title or ISN if the information provided by the academic/lecturer is incorrect (e.g. if they have mistakenly put in the wrong ISN):

If you are already confident at this stage, then you can reject the request.

Then you can select the reason and ‘Reject’ or ‘Cancel’.

You can confirm that you wish to notify the Academic or not, and enter your text around the request details if you selected ‘Yes’.

This will send an email to the academic.

Rejected requests can be deleted entirely from the system as soon as they are rejected. Or else kept as they are, where they’ll be reportable from the new report ‘Rejected Requests’.

If you are happy to proceed on a request you can select ‘Progress to Active Request’.

You will need to have assigned a course and extract first!

Now you are in an Active Request, and the request disappears from the ‘Academic Request’ section of the Dashboard. It is now a request – like any other – with a few exceptions.

You can still reject the request, which will work as detailed previously.

You can also see the original request details in this request.

Extract details are automatically automatched from the request, however these can be amended or alternatively you can try to source these from the DCS.

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Once a link has been generated you can click 'Email to Lecturer' 

This will open a popup that is pre-filled exactly like the 'Reject Request' email popup.

The logic for email lecturer works as below.

Academic Request - email to original requester, even if another lecturer is selected in the request

Normal request where no lecturer is selected - email to Lead Lecturer 

Normal request where a lecturer is selected - email to selected lecturer

This will complete your request and allow you to send this back to the requester.

 

In your HEI Report, an academic request will have a separate Date Received (when request sent though) to Date Request Created (when you click ‘Progress to Active Request’).

You can run a new report 'Rejected Requests' for rejected academic requests.

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