FAQ Frequently Asked Questions. Connection and user account 1. How to login for the first time ? There are two ways to login into Crusöe application. You have got an account from You have a Renater Education Research Federation account, you can then use your identifer. Your account email will be used to send notifications such as a new report version available, adding a comment etc. To find out if an organization is part of the Renater Education Research Federation, the user can search for it on https://discovery.renater.fr/renater/. You have an ORCID account, you can use this connection mode. If you have not entered an email with public visibility in your ORCID account, you will need to enter an email immediately after your connection. Email is mandatory. If you have neither a Renater account nor an ORCID account, please note that anyone can register for free on https://orcid.org/ 2. Can I login on the same user account with ORCID and Renater ? If you logged in for the first time with ORCID you had to fill in your email address in your profile. This email address must be your Renater account email. if so you can user either ORCID or Renater to login. If you logged in for the first time with Renater. You can fill in your ORCID in your profile. Once the information has been saved you can user either ORCID or Renater to login. 3. How to edit his name? The user name stored in Crusöe comes from the authentification system used during the login, ORCID or Renater. If the user name has been updated in the authentification system, an update will be made in crusöe during the next login. Please note, for ORCID, the user name has the default visibility ‘everyone’ (green pictogram) when you create your account, you must keep this setting. Repositories 1. How to create a repository? The creation of a new repository is done from the page which displays the existing repositories with the button ‘Create a new repository’ which is at the top of the page. The button provides access to a form to record information about the repository (affiliation, keywords, URL, description). A list of pre-defined affiliations is provided, you can create another one if none of the proposed ones is relevant. This new affiliation will be added to the list of pre-defined affiliations. The list of the people authorised to see the repository and the certification reports it contains or to modify them is also created or updated from this page. 2. How to manage affectations? When you edit a repository to have to choose an affiliation from the drop-down list. If you do not find the right affication you can create one with the + button on the right. Please indicate the main institution or company your team is working for. You can mention the lab or department in the ‘department” field. Once an affiliation has been added you cannot update or delete it. However administrators may do it for you. Use the contact page and select the right motive. 3. How to request repository access Only users with the Editor role on a given repository can grant access. If you are aware of an evaluation in progress on a repository but you cannot see it on CRUSÖE then contact people in charge. CRUSÖE cannot give you access to this information. 4. What means the roles Editor, Contributor and Reader? The CRUSÖE app has 3 different user roles: Editor (Rédacteur FR) Can create, edit and delete a repository and all related reports. He/she can as well validate a report. Contributor (Contributeur FR) Can see the repository and edit its related reports. He/she cannot validate them. Reader (Lecteur FR) Can see the repository and read its related reports. However he/she can add comments on any criteria. Self-assessment reports 1. How to create a self-assessment report ? A self-assessment report is associated to a CRUSOE “repository”, in which it is stored. A repository can contain several self-assessment reports. Users can choose to create a self-assessment report with the official English version or an unofficial French version of the CoreTrustSeal criteria. They can also start from an existing self-assessment report stored in the same repository or in another one on which he/she has access rights.. Certification reports are created with initial version number 0.1, except when they are created from a frozen self-assessment report. 2. Content of a self-assessment report A self-assessment report contains criterion R0 and criteria R1 to R16. The information expected for each criterion are described in CoreTrustSeal Trustworthy Data Repository Requirements: Extended Guidance 2020-2022 (https://doi.org/10.5281/zenodo.3632533. Criterion R0 provides the elements about your repository context. You are invited to select the elements which describe your repository characteristics in pre-defined lists: keep only the relevant elements in the lists and delete the others. You also have to Include the texts required as defined in the Extended Guidance. The elements to be provided for criteria R1 to R16 are described in the Extended Guidance, which also explains how to choose the self-evaluation level to be provided for each criterion. One can access the content of a criterion by clicking on it, or go from one criterion to the next using the ‘Previous’ and ‘Next’ buttons. Please note that the text is recorded using a specific button which is at the bottom of the form. Files (all formats accepted; maximum volume 25 MB) can be attached for each criterion. They will be visible only by the people authorized to access the self-assessment report It is also possible to share comments about each criterion to facilitate the exchanges between the people involved in the preparation of a self-assessment report. 3. Can several people edit the same report ? Crusoe allows to assign several managers to a repository. Just click on the repository edit icon (in the repositories list) Then click on the + icon to add a new user. Select a role Editor, Contributor or Reader. The user will then be able to edit or read the different reports of the repository. 4. How to save a self-assessment report ? It is strongly advised to regularly save the content of a report while working on it. The report is saved from a button which is at the bottom of the form. Closing a criterion window does not save its content. It is up to the user to keep or change the version number when saving the document, and eventually to freeze it – it will then not be editable any more. 5. What are the report status? Creation (Création FR) A report has been created but was not saved in database yet. Drafting in progress (En cours de rédaction FR) The report has been saved. It can be updated. This is the work the work in progress phase. Frozen (Figé FR) When you want to make a snapshot of a state you can use the ‘Freeze this version’ button. Then the report cannot be updated and deleted.This status is used to keep a state in historics, either has self assessment or to keep the version submitted to CTS. 6. Versions of a certification reports Certification reports are created with version number V0.1. Self-assessment reports created from an existing frozen file are created with a higher version number (for instance 1.0 when the initial version is comprised between 0 and 1). Self-assessment files created from a ‘redaction in progress’ file are created with version V0.1. It is up to the users to change the version number of a self-assessment report, by modifying it either in the relevant box at the top of the form or when they save the report content. There is no automated check of the version number of the reports which exist for a repository, thus users are invited to consult the list of reports for the repository to avoid creating a duplicate version. 7. What means the weather icons? Those icons give a quick health overview without going into detail. They indicate whether the self-assessment levels have been completed. ÎconHealthAll the requirements are at the level 4, 3 or 0 for not applicable.At least half of the requirements has been considered (level 4, 3, 2 or 0 for not applicable).More than half of the requirements has got a level lower than 3 or has not been filled yet. Notifications 1. What kind of notification are sent by the CRUSÖE app? Create a new user profile while adding an user on a repository An Editor can add users on a repository. An user can be created in the system if he/she does not exist. If the email has been filled in (not mandatory if added from an ORCID) the user will get a notification. Add an user on a repository An Editor can add users on a repository. The added user will receive a notification. Remove an user from a repository An Editor can remove users on a repository. The removed user will receive a notification. Save a self-assessment report with a new version Notify all repository users. Freeze a self-assessment report Notify all repository users. Add a comment on a requirement Notify all repository users. No action on the self-assessment report after 2 months Notify all repository users.