In line with the reorganisation of the University, we have uploaded the new schools to KAR so that records show accurately affiliated with the schools and divisions as they stand now. This is important so that:
- new deposits can be affiliated to the appropriate schools
- internal and external reports (such as those associated with the REF) can be produced accurately at division and school level
- roles related to the administration of KAR records can be accurately allocated at division and school level
In KAR and KDR records are associated with schools, divisions and centres authorised by Senate by making a selection from a tree and schools and centres are nodes on that tree organised in relation to each other. While the names of schools at the University of Kent did not change, their relationships did. This meant that we needed to create a whole new tree with the new divisions and the new relationships for the schools and then map the records across. Although records that were affiliated to the Kent Business School are still affiliated to the Kent Business School, it is a whole different entity as its place in the tree now relates to the parent Division – Kent Business School rather than the Faculty of Social Sciences.
The New University Structure
To bring KAR and KDR into line with metadata standards and to be more useful in reporting and in providing feeds to web pages, we needed to apply governance to how new nodes are created in the University structure in KAR and KDR. The top-levels, Divisions and Schools, were set by the Organising for Success project and as soon as that was announced we started to construct the new tree. The identification of nodes other than those identified by Organising for Success was made more complicated by the lack of structure in the old divisional tree and the existence of many nodes that had few records associated with them or had not been used in a very long time. Many of these nodes related to research centres and to identify which were still running we liaised with Senate who provided information on those centres that had been approved. Once we had these included in our new tree we consulted with ALS subject librarians who were able to identify some centres we had missed and clear some confusion about where in the tree they should lie. We also communicated with the faculties and schools but because of the ongoing restructuring, sources of information was hard to identify.
Once we had a structure that included all the Divisions, Schools and Centres identified by Senate, we were still unsure about the location of some, and we were also sure that there were others we would need to add later. We ensured this would be possible and auditable by introducing a managed and scaleable ID schema for the nodes that showed the relationships between the divisions, their schools and Centers.
Mapping the old structure in KAR to the new Structure
In most cases, the mapping process was straightforward. Where the school name had not changed it was clear which node would replace which in the schemas. However, where a centre in the old schema did not have a replacement in the new, we assigned the records to the parent-school or division. So that we could change this mapping on receipt of new information, we kept a record of the old school or centre. This also means that we have retained the affiliation of the work record when it was created. Once the mapping had been checked and test we were able to move all the records from the old tree to the new tree. We then did more, extensive, checking to make sure we had not lost any records in the transfer, and that they all had a place on the new tree as well as a legacy school so we could trace them on the old tree.
How to get new centres on the structure
If centres are not on the new structure and they need to be created. We need to know the name and a reference to when that centre was approved by Senate. We are looking at alternative ways to authorise research centres, especially those that have existed for a long time.
Kent Web Tags
Any research groups that do not meet the criteria for a place on the University structure, can be linked to records using the Kent Web Tags field in KAR. This allows records on KAR to feed through to research.kent web pages for projects and groups. Just let us know at ResearchSupport@kent.ac.uk, tell us the name of the research group or project and the URL of the web page on research.kent and you will be able to add the tag to records of publications on KAR so they show on the project’s research.kent web page.
What to do next
Next time you add a record to KAR just take a look at the University division tree and if you spot anything wrong just let us know. If you would like a tag for your project – again just let us know at ResearchSupport@kent.ac.uk.