electronic theses & dissertations program implementation issues & responsibilities
TRANSCRIPT
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Electronic Theses & Electronic Theses & DissertationsDissertations
Program Implementation
Issues & Responsibilities
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ModeratorModerator John Hagen, NDLTD Implementation Committee Chair / Manager, Institutional Repository
Programs, West Virginia University Libraries PanelistsPanelists Susan Copeland, NDLTD ETD Conference Co-Chair, Director, Library Research, Robert Gordon
University Ed Fox, NDLTD Director, Professor of Computer Science, Virginia Tech Thom Hickey, Senior Research Scientist, OCLC Austin McLean, Director, ProQuest Digital Products Gail McMillan, NDLTD Secretary / Director, Digital Library and Archives, Virginia Tech Libraries Adam Mikeal, Systems Librarian, Texas A&M University Ana Pavani, NDLTD Board Member / Professor of Engineering, Pontificate University, Rio de
Janeiro, Brazil Felix Ubogo, Librarian, University of the Witwatersrand, South Africa
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ETD GoalsETD Goals
Students learn about electronic publishing and digital libraries
Timely technology and knowledge sharing
Universities unlock the potential of their intellectual property and products
Improve library services
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Program ConsiderationsProgram Considerations
ETD server & software Web information site Administrative policy & task force Public relations (politics) Training & information Computer lab assistance Technical support Access to ETDs
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Program ImpactProgram Impact
Administration Graduate School Office of Information Technology Library Students Faculty
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Program Scale ModelsProgram Scale Models
Single ETD Collection Institutional Repository
– ETDs– Plus other digital library collections
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Software / System Software / System OptionsOptions Open Source Solutions Commercial Service Providers Home Grown Solutions
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Open SourceOpen Source
Virginia Tech ETD System D-Space E-Prints
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Commercial ServicesCommercial Services
Ex Libris DigiTool ProQuest / BePress Digital
Commons BioMed Central Open Repository VTLS Vital
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Home Grown SolutionsHome Grown Solutions
Individual Department or Institution
Regional Consortium National & International Consortia
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NDLTD ResourcesNDLTD Resources
NDLTD Web Site & List Serve ETD Guide UNESCO ETD Clearing House
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The WVU ExperienceThe WVU Experience
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WVU Team CollaborationWVU Team Collaboration Office of Academic Affairs and Research
Provost & Office of Graduate Education ETD Task Force
Planning, Policy, Administration, Education, & Technology Issues
Academic Computing / OIT Student technical support, labs, workshops, Web
resources, database implementation, archiving University Libraries
Student advising, Web resources, submissions review, cataloging, reference & document delivery services, archiving
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Costs & BenefitsCosts & Benefits
Graduate School Library Information Technology
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EducationEducation ETD Workshops / Consultants
OIT (technical consultants) 1.0 fte; rotates among 5 consultants existing
personnel utilized ETD Document Preparation and Conversion
Many students need lack basic word processing and multimedia skills
ETD Graduate SeminarsUniversity Libraries (submissions consultant) Many students complained initially, now accepted
and exploring new formats
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Graduate SchoolGraduate School Submissions
1.0 fte; existing personnel utilized: Library Technical Consultant and occasional backup Library ETD Program Coordination & Task Force Liaison Equivalent to submission & review by graduate school
Administration 1.0 fte
Vice President for Graduate Affairs and Life
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LibrariesLibrariesTechnical ServicesTechnical Services Cataloging
1.5 fte; existing personnel utilized: Cataloging Librarian, Library Technical Assistant
Cost reductions for binding, handling, etc: $6.00/ dissertation unit; Library formally subsidized ½ of
cost; savings of at least $1,000 per year. Handling: no book processing labor required Shelving: no additional shelving space required; savings
of over 500 linear feet per year.
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LibrariesLibrariesPublic ServicesPublic Services
Reference / Document Delivery: Existing personnel utilized; minimal impact;
required initial training, augmented use of electronic delivery & copy services
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Collection MaintenanceCollection Maintenance WVU Academic Computing (original server)
Server and maintenance: 0.3 fte; existing personnel utilized
Dell 20 GB hard drive, Windows NT, Cold Fusion Initial database programming setup & archiving
routine required Daily back-up of new submissions Weekly back-ups of entire ETD collection via
WVNET’s robot cartridge tape Periodically write entire database to CD-ROM ETDs sent to ProQuest for electronic and microfilm
backup: Academic Computing / University Libraries
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Collection MaintenanceCollection Maintenance WVU OIT (New server)
Server implementation and maintenance: 1.0 fte shared; existing personnel utilized X-Terabyte storage space
Migration to Oracle platform (1 year) Required database programming & archiving
routine (team of 8) Daily back-up of new submissions – parallel server Weekly back-ups of entire ETD collection via
robotic cartridge tape Periodically backup to CD-ROM ETDs sent to ProQuest for electronic and
microfilm backup: OIT / University Libraries
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The FutureThe Future
Migration and implementation on commercial based system– Standards compliance– Avoid over-dependency on in-house
operation and key personnel
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Deliver ETD Submission Deliver ETD Submission Packet to LibraryPacket to Library Completed ETD Submission Packet ETD Submission Signature Form Submission Fee (UMI + $10.00 archiving fee)
$55.00 for Master’s $65.00 for Doctorate
Completed UMI Agreement Form Printed Copy of Title Page & Abstract Copyright Fee: $45.00 (optional) Completed Survey of Earned Doctorates
(Doctorate Only)
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Student Prepares Final Student Prepares Final Document for SubmissionDocument for Submission Office of Information Technology
– Student technical support and labs
Software from department, college lab or online conversion
Purchase software
Document conversion to approved format (i.e. pdf & multimedia files)
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Student Submits ETD Student Submits ETD Document & Data OnlineDocument & Data Online
Web based submission formhttp://eidr.wvu.edu/
ETD is made available according to student’s Web Distribution choice.
1. World2. Campus Only3. Campus Encrypted4. No Access
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ETD Review ProcessETD Review Process
Committee Chair reviews Content– 5 working days to approve
Library reviews format Library approves submission upon:
– Receipt of completed ETD Submission Packet
– Approval of ETD document format
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Library ProcessingLibrary Processing
Library / OIT sends copies of ETD files and packets to UMI for publication and archival services.
Library catalogs ETD:– MountainLynx– OCLC
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Library Access to ETDsLibrary Access to ETDs
Citation from the WVU MountainLynx Catalog– Links to Online Full-text documents
Direct Search / Browse Document delivery services (ILL)
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Library Access to Restricted ETDsLibrary Access to Restricted ETDs
Campus Only ETDs– Electronic files free via Inter-Library Loan email
attachment– Print copies for $15.00 via Library Copy Services
Campus Encrypted ETDs– Available in print format only via ILL.
Restricted ETDs– Secured from access for patent / proprietary
concern.
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ETD Exemptions Master’s Theses: 2 bound copies
– 2 original committee approval signature sheets.– Approved ETD Exemption Form
Doctoral Dissertations: 2 unbound copies– 2 original committee approval signature sheets.– Approved ETD Exemption Form– Submission Fee: $65.00– Completed UMI Agreement Form– Printed Copy of Title Page & Abstract– Copyright Fee: $65.00 (optional)– Completed Survey of Earned Doctorates– Library provides signed Approval Form to student
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Realities of Digital Realities of Digital PublishingPublishing Most publishers say:
“Campus-Only” Web distribution of ETD is acceptable, and will not harm prospects for publishing.
Many publishers say: Thesis or dissertation normally considered as a
preliminary work, not a magnum opus. “Self-acknowledged archiving” via online campus
collections enhances the peer review process. University Intellectual Property Output
Electronic publishing is beginning to be recognized for basis of granting tenure and promotion to university faculty.
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Open Access &Open Access &Web Distribution OptionsWeb Distribution Options
Self-Acknowledged Archiving of Research =
2-5 Times Increase in Scholarly Citations
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Statistical Profile- Important numbers to track
Paper Thesis and Dissertation Circulation (Pre-ETD)
Monthly, Annual & Total ETDs Accesses Total Number of ETDs in Collection ETD accesses by domain Most Popular ETD Web Distribution Type Format Types in Collection Number of Submissions per Year
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813
1,181,111
0200,000400,000600,000800,000
1,000,0001,200,000
Nu
mb
er
of
Acce
sse
s
WVU ETDs are accessed 145,000%
more than print documents
WVU Print vs. ElectronicThesis & Dissertation Access
1998-99: Print
2000-01: Electronic
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8,618,894
0
2,000,000
4,000,000
6,000,000
8,000,000
10,000,000
Nu
mb
er
of
Accesses
Total WVU ETD Accesses:1998 - Present
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WVU ETD Access by Geographical Domain
Educational (.edu)26%
Commercial (.com)23%
Network (.net)17%
United Kingdon (.uk)4%
Educational (.edu)
Commercial (.com)
Network (.net)
United Kingdon (.uk)
Germany (.de)
Australia (.au)
Canada (.ca)
Italy (.it)
Japan (.jp)
France (.fr)
Spain (.es)
Singapore (.sg)
United States (.us)
Malaysia (.my)
Turkey (.tr)
Netherlands (.nl)
Government (.gov)
Non-profitOrganization (.org)Greece (.gr)
Brazil (.br)
Portugal (.pt)
Military (.mil)
Belgium (.be)
Taiwan, Republic ofChina (.tw)Mexico (.mx)
Russian Federation(.ru)Finland (.fi)
Indonesia (.id)
Ireland (.ie)
India (.in)
Israel (.il)
Hong Kong (.hk)
Sweden (.se)
Switzerland (.ch)
Saudi Arabia (.sa)
Romania (.ro)
South Africa (.za)
Argentina (.ar)
Denmark (.dk)
Norway (.no)
Poland (.pl)
Egypt (.eg)
Thailand (.th)
New Zealand (.nz)
Austria (.at)
Slovenia (.si)
Croatia/Hrvatska (.hr)
Jordan (.jo)
Chile (.cl)
Cyprus (.cy)
Estonia (.ee)
Viet Nam (.vn)
Korea, Republic of(.kr)Hungary (.hu)
Colombia (.co)
Czech Republic (.cz)
Philippines (.ph)
United Arab Emirates(.ae).host
Slovakia (SlovakRepublic) (.sk)Lithuania (.lt)
Peru (.pe)
Old ARPA-net (.arpa)
China (.cn)
Trinidad and Tobago(.tt)Yugoslavia (.yu)
Belarus (.by)
Iran (Islamic Republicof) (.ir)Brunei Darussalam(.bn)Bulgaria (.bg)
Iceland (.is)
Ukraine (.ua)
Namibia (.na)
Latvia (.lv)
Costa Rica (.cr)
Lebanon (.lb)
Bosnia andHerzegowina (.ba)Cuba (.cu)
.int
Uruguay (.uy)
Macedonia (.mk)
Honduras (.hn)
Botswana (.bw)
Ecuador (.ec)
Dominican Republic(.do)Tuvalu (.tv)
Guatemala (.gt)
Tanzania (.tz)
Fiji (.fj)
Venezuela (.ve)
Former USSR (.su)
Pakistan (.pk)
Mauritius (.mu)
Belize (.bz)
Armenia (.am)
Nicaragua (.ni)
Uganda (.ug)
Zimbabwe (.zw)
Oman (.om)
Malta (.mt)
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15,000
0
10,000
20,000Number of Accesses
TotalZheng / Mech. &
Aero. Engineering
WVU ETD Most AccessedJanuary 2001 - May 2002
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37,501 33,752
13,812
0
10,000
20,000
30,000
40,000
Number of Accesses
ShirleyStewartBurns
ManjunathDasarath
Rao
KimSamson
History / Engineering /Athletic Training
WVU ETDs Most Accessed2007
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3,800
0
1,000
2,000
3,000
4,000
Total WVU ETDs as of Spring 2008
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Web Distribution of WVU ETDs:1998-2000
World53%
Campus-Only42%
Patent2%
Campus-Encrypted
3%
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WVU ETD Collection Web Distribution 1998 - 2008
Campus Encrypted2%
No Access0.4%
Campus15%
World83%
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pd
f
pd
f &
pd
f
pd
f &
lin
ks
pd
f &
jpeg
pd
f &
vid
eo
pd
f &
htm
l
pd
f &
SG
ML
XM
L
pd
f &
mp
3
pd
f &
xls
pd
f &
pp
t
pd
f &
vrm
l
72% pdf
28%Multimedia
0%
10%
20%
30%
40%
50%
60%
70%
80%
WVU ETD Format Types as of Spring 2008
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371345
352342
377345
418 431441
410 429
0
100
200
300
400
500
97-
98
98-
99
99-
00
00-
01
01-
02
02-
03
03-
04
04-
05
05-
06
06-
07
07-
08
WVU ETD Submissions
Theses
Dissertations
Totals
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WVU Institutional Repository WVU Institutional Repository Program ResourcesProgram Resources
WVU ETD Program www.wvu.edu/~thesis
WVU Guide to the Preparation of Theses and Dissertationshttp://www.libraries.wvu.edu/theses/
WVU Institutional Repository Systemhttp://eidr.wvu.edu/
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NDLTD Newcomer’s SessionNDLTD Newcomer’s Session
““ETDs for Rookies”ETDs for Rookies”
John H. HagenJohn H. Hagen
ETD 2008ETD 2008
Robert Gordon UniversityRobert Gordon University
Aberdeen, ScotlandAberdeen, [email protected]@mail.wvu.edu
44 June 2008 June 2008
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