This page provides help for searching, browsing, and submitting to IDEALS. For more information about IDEALS policies and background, see the About IDEALS page
IDEALS (the Illinois Digital Environment for Access to Learning and Scholarship) disseminates
, and provides persistent
and reliable access
to the research and scholarship of faculty, staff, and students on the University of Illinois at Urbana-Champaign campus. In IDEALS you can find articles, working papers, preprints, technical reports, conference papers and data sets in various digital formats. Content grows daily as new communities and collections are added to IDEALS.
The IDEALS content is organized around communities which correspond to scholarly or research units such as schools, departments, labs and research centers. In addition, there is a community for UIUC Research and Scholarship
where individuals whose departments have not established a community can deposit their research. Within each community there can be an unlimited number of subcommunities and an unlimited number of collections. Each collection may contain an unlimited number of items.
IDEALS content is organized around communities which generally correspond to scholarly or research units such as schools, departments, labs and research centers. Communities (indicated with the icon
can be organized into sub-communities and/or collections (indicated with the icon
). Items belong to collections. Items can have multiple files associated with them.
IDEALS allows scholarly or research units to manage their own communities; for example, communities can decide:
- The structure of their community;
- Who can submit items;
- Whether there will be a review process for submitted items; and
- Whether there will be access restrictions on a specific collection.
Each community has its own entry page displaying information, news and links reflecting the interests of that community, as well as a descriptive list of subcommunities and collections within the community. See the IDEALS Community Policy
page for more information about community policies.
To get a community established in IDEALS, see Getting Started with IDEALS
There is also an open community (UIUC Research and Scholarship
) where individuals whose departments have not yet established a community within IDEALS can deposit their research.
You can subscribe to an RSS feed for recent additions to all of IDEALS, a community, sub-community, or specific collection. Look for the
next to the heading for Recent Additions. This icon links to the RSS feed which can be added to your favorite feed reader.
You can browse all content in IDEALS in the following ways:
- Browse by Title allows you to move through an alphabetical list of all titles of items in IDEALS.
- Browse by Author allows you to move through an alphabetical list of all authors of items in IDEALS.
- Browse by Subject allows you to move through an alphabetical list of all topical terms of items in IDEALS
- Browse by Date allows you to move through a list of all items in IDEALS in reverse chronological order.
- Browse by Communities allows you to browse through the communities in alphabetical order and to see the subcommunities and collections under each.
The browse functions are always available in the left navigation bar.
You can also browse the content in a specific community or collection. The browse functions are available both in the left navigation bar as well as on the right hand side of the screen.
To search all of IDEALS
, use the search box at the top of the page on the right.
To limit your search to a specific community or collection
, navigate to that community or collection and select "This Community" under the search box at the top of the page on the right.
What is searched in the general search box or, in the advanced search, the full text option?
The word(s) you enter in the search box will be searched against the title, author, subject abstract, series, sponsor and identifier fields of each item's record. In addition, the text you entered will also be searched against the full text of many of the archived documents. For more information on full-text searching please contact ideals-gen@illinois[PLEASENOSPAM].edu.
What is not searched?
The search engine ignores certain words that occur frequently in English, but do not add value to the search. These are:
"a", "and" , "are" , "as" , "at" , "be" , "but" , "by" , "for" , "if" , "in" , "into",
"is" ,"it" ,"no" , "not" , "of" , "on" , "or" , "such", "the" , "to" , "was"
Can I truncate a search term?
Use an asterisk (*) after a word stem to get all hits having words starting with that root, for example:
will retrieve items containing curate, curates, curating, curated, curator, curators, and curation.
In addition, the search engine automatically expands words with common endings to include plurals, past tenses, etc (stemming).
Can I search for an exact phrase?
To search using multiple words as a phrase, put quotation marks (") around the phrase.
Can I eliminate results with a specific word from a search?
Put a minus (-) sign before a word if it should not appear in the search results. Alternatively, you can use NOT (note capitalization). This can limit your search to eliminate unwanted hits. For instance, in the search
you will get items containing the word "metadata", except those that also contain the word "shreeves".
Does IDEALS support Boolean searching?
Yes, IDEALS does support Boolean searching. The following Boolean operators can be used to combine terms. Note that they must be CAPITALIZED.
: By default, if you search for multiple words in IDEALS they are joined together by an AND automatically. For example,
will retrieve all items that contain BOTH the words "corn" and "protein".
: To enlarge searches to find items containing any (but not all) of the words or phrases, use OR. For example,
will retrieve all items that contain EITHER the words "corn" or "protein".
: To exclude items with a specific word(s) from search results, use the NOT operator before the word you wish to exclude. For example,
will retrieve items containing the word "metadata", except those that also contain the word "shreeves".
can be used in the search query to group search terms into sets, and operators can then be applied to the whole set. For example.
The advanced search page is available by clicking the link under the main search box. The advanced search allows you to specify the fields you wish to search, and to combine these searches with the Boolean "and", "or" or "not".
You can also restrict your search to a community by using the drop down menu. If you want your search to encompass all of IDEALS, leave the search scope set to "IDEALS".
Then select the field to search in the left hand column and enter the word or phrase you are searching in the right hand column. You can select the Boolean operator to combine searches by clicking on the arrow to the right of the "AND" box. For certain searches (language, date, type) you will need to use the controlled vocabulary or encoding scheme in use by IDEALS in order to get useful results. See the Metadata Policy
page for these values.
Logging into IDEALS will allow you to do a variety of things depending on your authorization level.
If you are a member of University of Illinois community
If you are a member of the University of Illinois community (i.e. you have a netID
), you may log in to IDEALS using your NetID
and password. Please see the CITES NetID information page
for more information about NetID's. If you are faculty
, or graduate student
you will have the ability to:
- submit new items to IDEALS to collection into collections for which you have submittal rights;
- resume or delete an in-progress submissions on the My IDEALS page;
- see submitted items that under review on the My IDEALS page;
- see authorization groups you belong to on the My Profile page;
- download items restricted to the University of Illinois or to a specific group of which you are a member;
- edit your name and contact number on the My Profile page; and
- subscribe to email alerts for specific collections on the My Profile page.
If you are faculty
, or graduate student
who has responsibility for managing a community or collection, you will have the ability to do all of the above and:
- edit descriptive information about a community and/or collection;
- edit the descriptive information about specific items in a collection;
- add sub-communities and/or collections;
- add or delete submitters for a community or collection (note that if your group uses Active Directory, this can be handled through AD rather than through IDEALS);
- establish workflows to review items in a collection;
- establish metadata templates;
- map items that appear in another collection to yours; and
- review submissions (if you have a review role in a collection) from the My IDEALS page.
At this time, undergraduates
at the University of Illinois have the ability to:
- download items restricted to the University of Illinois or to a specific group of which you are a member;
- edit your name and contact number using the My Profile page; and
- subscribe to email alerts for specific collections using the My Profile page.
If you are NOT a member of the University of Illinois community.
If you are not
a member of the University of Illinois community, you may still register with IDEALS and log in. Before you log in for the first time, you will need to register on the Non-Illinois Login
page. Once logged in, you will have the ability to:
- download items restricted to a specific group of which you are a member (and have been made a member by a University of Illinois community member);
- edit your name and contact number using the My Profile page;
- reset your password; and
- subscribe to email alerts for specific collections using the My Profile page.
My Profile Page
This page allows you to change your name, contact telephone number, and, if a non-Illinois user, reset your password. You must be logged in to change any of your personal information.
You can also subscribe to email alerts for new items that are added to a specific collection. If subscribed, you will receive one email a day whenever a new item is added. You can subscribe to as many collections as you would like. Note that you can also subscribe to an RSS feed for recent additions to all of IDEALS, a community, sub-community, or specific collection. See RSS Feeds
for more information.
Depositing an Item to IDEALS
Depositing or submitting an item into IDEALS is a multi-step process that, depending on the complexity of the item deposited, can take between five and ten minutes. At any point in the deposit process you can stop and save your work for a later date by clicking on the "Save / Exit" button at the bottom of the page. The data you have already entered will be stored until you come back to the deposit, and you will be reminded on your "My IDEALS" page that you have a deposit in process. If you exit from the deposit process without hitting the "Save / Exit" button, all of the data you have already entered except for that entered on the current page
will be saved and you can resume the deposit from your "My IDEALS" page. You can also cancel your deposit at any point.
To begin the deposit process, log in to IDEALS. Only University of Illinois faculty, staff, and graduate students with a current NetID can deposit into IDEALS. See the My Account
section for more information on authorizations levels.
Once logged in, you can submit a new item from multiple points in IDEALS. If you are at a collection that you have rights to deposit to, you will see a "Submit to this collection" link below the Browse by box on the right hand side of the screen. For example:
You can also start a new deposit by clicking the "Submit a New Item" link in the left navigation bar or clicking on the link on the My IDEALS page.
Submit: Select a Collection
When you begin the submission process, you will first need to select the collection that you want to deposit into (unless you start the deposit process using the link on the collection page - as indicated above). You must be authorized by a community to deposit items to a collection. You should only see collections to which you are authorized to deposit. All University of Illinois faculty, staff and graduate students are able to immediately submit their research to the UIUC Research and Scholarship
open collection. If you would like to submit an item to IDEALS, but don't see an appropriate collection, please contact ideals-gen@illinois[PLEASENOSPAM].edu
to find out how you can get your community set up in IDEALS.
Most users will see a list of collections similar to below.
If you have the authorization to submit to more than ten collections, instead of a list you will have a drop-down menu.
Click on the "next" button to proceed.
Submit: Distribution License
IDEALS requires agreement to this non-exclusive distribution license before your item can appear in IDEALS. IDEALS does NOT
require the transfer of copyright. Please read the license
carefully and refer to the IDEALS Copyright and Intellectual Property Policies
. If you have any questions, please contact ideals-gen@illinois[PLEASENOSPAM].edu
or call 217-244-3877 or 217-333-4648.
Click "I Grant the License" to proceed to the next screen.
Not sure if you have the rights to grant the license?
If you are a faculty member
or graduate student
depositing your own work, and you have not signed over your copyright to a publisher, you should have the rights to grant the license. Even if you have signed over your copyright to a publisher, in many cases you can still deposit your item. The Sherpa Publisher Copyright Policies and Self-Archiving database (http://www.sherpa.ac.uk/romeo.php
) is the most definitive list of publisher policies at the current time. You can also ask your publisher whether you can submit your work into the institutional repository (IDEALS).
In some cases (see http://www.uillinois.edu/trustees/rules.cfm#art3
and specifically, http://www.uillinois.edu/trustees/rules.cfm#sec34
for more information), the copyright to your work may be held by the University of Illinois. For example, if the author is an academic professional at the University, then the University typically owns the copyright. For the cases where the University owns the copyright, it is not feasible or advisable for authors to request permission to deposit from the Board of Trustees for every work. IDEALS requests that the author determines whether or not the work is appropriate for deposit by contacting the head of the unit where the work was created and asking for permission. For example, in a laboratory, a research scientist may wish to ask the head of the center or academic unit whether deposit is appropriate.
Not sure if your publisher allows submission to IDEALS?
If you have signed over your copyright to a publisher or other third party, you may still be able to deposit that work into IDEALS.
More and more publishers, whether commercial or non-profit, will permit the deposit of a pre-print or a post-print online and include this permission into their copyright agreement with authors. If you would like to know what your publisher permits, visit the Sherpa Publisher Copyright Policies and Self-Archiving database at http://www.sherpa.ac.uk/romeo.php
and search or browse for the name of your publisher. If your publisher is not listed in the Sherpa database, IDEALS staff would be happy to help you investigate this issue with your publisher. When you publish you can also negotiate to submit your work to IDEALS. SPARC offers useful resources for authors on copyright issues at http://www.arl.org/sparc/resources/copy.html
. The University Library's Scholarly Communication site at http://www.library.uiuc.edu/blog/scholcomm/
also has additional information and resources. Sarah Shreeves, IDEALS Coordinator, is happy to discuss these issues as well.
Submit: Choose Access and Privacy Settings
The Choose Access and Privacy Settings step allows you to restrict access to your submission if necessary. If you wish to allow open access to your submission, click "next"
. Providing open access to a submission does NOT mean that the copyright owner is giving up his or her rights over the submission.
We recommend that you restrict access to your submission only when necessary (for example, if a publisher has an embargo period). Keep in mind that restricting access to your submission will block search engines (like Google) from indexing your content. This may also cause your submission to be cited less frequently than other openly available submissions.
There are several options for restricting access to your submission. Note that you are not able to completely restrict access to items for an indefinite period of time. These are illustrated below. Note that if you restrict access to an item, you are required to supply a reason.
Completely restricted for a limited period of time:
If an item is completely restricted, it must be made publicly visible after a certain period of time. If an item is completely restricted, its metadata (descriptive information) will NOT
appear in IDEALS.
Restrict access to University of Illinois users only:
Note that you can restrict access to the University of Illinois users for a limited period of time by also checking the "Make publicly visible after a period of time" and filling in the "Months until public release" field.
Restrict access to a specified group of users:
Again, you can restrict access to a specified group for a limited period of time also clicking the "Make publicly visible after a period of time" and filling in the "Months until public release" field (as seen in this example). If you select this option you will be contacted by an IDEALS staff member to create the group. This process can be expedited by preparing a list of NetIDs for the IDEALS staff.
Click "Next" to move to the next screen.
Submit: Describe Your Item
The information you fill in on the next two screens will form the metadata record that will enable users to retrieve your item using search engines. The richer the metadata, the more "findable" your item will be. More information on the metadata requirements in IDEALS can be found on the Metadata Policy
Author or Creator:
This can be a person, organization or service responsible for creating the item. Enter the author's name: LastName, FirstName MiddleName. By clicking on the "Add More" link, you can add as many authors as needed.
An additional contributor is a person or organization who did not create the item but provided other support or content; for example, the chair of a dissertation committee would be a contributor. By clicking on the "Add More" link you can add as many contributors as needed. Enter the contributor's name: LastName, FirstName MiddleName.
Enter the full name by which this item should be known. This field is required. If your item has an additional title, for instance, a title in another language, then use the "Add More" button to create an additional field for this information.
Date of Publication or Distribution (Required):
You are required to enter at least the year your item was published. If your item was previously published or made public, enter the date of that event here. If this is the first case of public distribution, enter the current date. The month and day are not required.
Subject Keywords (Required):
Please enter as many descriptive keywords as appropriate, from the general to the specific. You are required to enter at least one keyword.The more words you provide, the more likely it is that users will find this item in their searches. Use the "Add More" link to add additional terms or separate multiple terms with commas "," or semicolons ";".
Type of Resource (required):
Your community may suggest the use of a specific vocabulary, taxonomy, or thesaurus. If this is the case, please select your subject words from that list.
Select the type(s) of resource that best fits your item. This field is required. You may choose more than one value. If your item does not fit any of these values, please check the "Other" box. You will be able to select a more specific value (for example, article) in the genre field.
Genre of Resource:
Select the genre of the resource that best describes your item. This information will be used in the future to limit searches and create browse lists. You may choose more than one value. If your item does not fit any of these values, please check the "Other" box.
Abstract or Summary:
You can either cut and paste an abstract into this box, or you can type in the abstract. There is no limit to the length of the abstract. We highly recommend that you include an abstract for the convenience of end-users and to enhance search and retrieval capabilities.
Select the language for your item if applicable. If your item is not a text document and language is not applicable as description, then leave the N/A choice.
Indicate whether the deposited item has been published or is intended for publication OR whether it is not intended for publication.
If published, indicate whether the item has been through a peer review process.
Enter the information you would want someone to use to cite this item. Include important information such as the journal name, volume, issue, and page numbers for a journal article or the name and date of the conference for a conference paper. Include as full a citation as possible.
Enter the name of the publisher of this item.
Series Name / Report No.:
Some items in IDEALS may be part of numbered series such as technical reports or working papers. The name of the series or report as well as the number should be included here. If the item is part of more than one series, add an additional field by clicking the "Add More" button.
If you know of a unique number or code that identifies this item in another system, please enter it here. Click on the arrow to the right of the input box, and select from one of the choices in the drop down menu. The choices refer to:
Sponsor(s) / Grant Number:
- ISSN - International Standard Serial Number - e.g. 1234-5678
- ISBN - International Standard Book Number - e.g. 0-1234-5678-9
- URI or URL - Universal Resource Identifier - e.g. http://jodi.ecs.soton.ac.uk/Articles/v05/i03/Shreeves/
- DOI - Digital Object Identifier - e.g. 10.1002/cpa.20132
- Other - An unique identifier assigned to the item using a system other than the above. If you use this option, please enter the name of the identifier system in the field.
If your item is the product of sponsored research, you can provide information about the sponsor(s) here. If there are multiple sponsors you can use the "Add More" link to record these.
Enter a copyright statement here. In addition to stating the copyright holder, you can also add additional information such as whether the item is licensed under a Creative Commons license.
Click the "next" button to move to the next screen.
Submit: Upload File(s)
Click on the "browse" button and a window showing your files will appear. You can navigate through your directories and folders until you find the correct file to upload. Double-click on the file name you wish to upload, and the name will be entered into the input box. You can also type in the full path name if you prefer.
IDEALS will accept any file format, although we offer differing levels of long term preservation support depending on the type of format added. For more information about file formats, see the IDEALS Format Recommendations
and the IDEALS Preservation Policy and Format Support
If you are only uploading one file, click the "Next" button to proceed to the next screen.
Can I upload multiple files?
You may wish to upload multiple files if:
- the files are all related and make up a single research "item" (e.g. a powerpoint presentation and the text of a talk given at a conference).
- the files rely on each other to function properly or be understood (e.g. an XML document may rely on a particular DTD or Schema to validate and understand it)
You should not
upload multiple files at once in cases similar to the following:
- the files you are uploading have different authors, titles, or publication information
- you want each of the files to have a different persistent link within IDEALS
- you want to upload all of your research papers
In the latter cases, these are discrete items and each should go through their own deposit process.
How do I upload multiple related files?
If you are uploading a web page with images and other files, please see Preparation of web pages (html files) for submission into IDEALS
for additional information.
For other material to upload multiple related files, simply click the "add another file" link. You will see that the first file that you added appears under a "Files Uploaded" heading. Again, browse to find the relevant file on your hard drive. You may also enter a brief description of the file in the "File Description" box, for example "Main article", or "Related data set" in order to help users distinguish between the different files. You may add as many files as are needed. When you have uploaded all necessary files, click the "Next" button to proceed to the next screen.
Note that you can delete files that you have already added by clicking the trash can icon.
You can also edit the file description as well as the file format, if this information is incorrect, by clicking the pencil icon. See below for the Edit File screen.
If you edit any of this information, be sure to click "Save". You will be returned to the "Upload File" where you can either upload additional files or click the "Next" button to move to the next screen.
Submit: Verify Submission
This page lets you review all of the information you have added. To correct or edit information, click on the "correct this information" link. When you are satisfied that the submission is in order, click on the "Complete Submission" button to continue.
Submit: Submission Complete
Now that your submission has been successfully entered into the IDEALS system, it will go through the workflow process designated for the collection to which you are submitting. Some collections require the submission to go through editing or review steps, while others may immediately accept the submission. You will receive e-mail notification as soon as your item has become a part of the collection, or if for some reason there is a problem with your submission. If you have questions about the workflow procedures for a particular collection, please contact the community responsible for the collection directly. You can check on the status of your submission by going to the My IDEALS page.
When your item becomes a part of the IDEALS repository it is assigned a persistent URL. This means that, unlike most URLs, this identifier will not have to be changed when the system migrates to new hardware, or when changes are made to the system. IDEALS is committed to maintaining the integrity of this identifier so that you can safely use it to refer to your item when citing it in publications or other communications. Our persistent urls are registered with the Handle System
, a comprehensive system for assigning, managing, and resolving persistent identifiers, known as "handles," for digital objects and other resources on the Internet. The Handle System is administered by the Corporation for National Research Initiatives (CNRI)
, which undertakes, fosters, and promotes research in the public interest.
Community and Collection Administration
For more information on what it means to be a community and collection administrator please see IDEALS' Community Policies
The item mapping functionality allows an item that has been deposited into one collection to appear in another (or as many as is necessary). This functionality is not very intuitive or user-friendly; if you have any problems, please feel free to contact IDEALS staff at ideals-gen@illinois[PLEASENOSPAM].edu.
In order to map an item into a collection, the administrator of that collection must first log into IDEALS. Once logged in, navigate to the collection into which an item should be mapped. Note that mapping has to be done with an collection and cannot be done at a community or sub-community level. Click on Item Mapper
under the Manage tool bar:
You will then see a screen that will include a search box. At this time, IDEALS does not have capability to browse to an item and map it directly into a collection; items must be searched. In order to search for an item, choose what are unique terms in the descriptive information for the item (generally the author's name will suffice). In order to search multiple terms, you must string terms together using the '+' symbol. For example, "Mallory+Rahe" as seen below:
Click the "Search Items" button. You will then see a list of matches to your search. Click the checkbox for the item(s) that you wish to map into your collection.
Click the "Map Selected Items" button. The item should now appear in your collection.
Please note the following when using the Item Mapper:
- Items that have already been mapped into the collection will appear in search results. If mapped into the collection again, they will appear twice. This is a bug in the software and has been reported. It is a good idea to know exactly the items that you wish to map into the collection.
- The "Author" field that appears in the search results does not correspond to the author of the item in the metadata, but is being pulled from the "Contributor" field. This is also a bug in the software and has been reported.
For Further Assistance
For further assistance, please contact ideals-gen@illinois[PLEASENOSPAM].edu
or call 217-333-4648.
For general information and news about DSpace, the software used by IDEALS, visit the DSpace web site
-- Last edited by -- SarahShreeves
- 11 Feb 2009