Development Development of the of the

West Virginia UniversityWest Virginia UniversityElectronic Theses & Dissertations SystemElectronic Theses & Dissertations System

  Presented ByPresented By

Haritha GarapatiHaritha Garapatiat at

ETD 2004 - the 7ETD 2004 - the 7thth International Symposium International Symposium

on Electronic Theses & Dissertationson Electronic Theses & Dissertations

eTD in a Nutshell

IntroductionIntroductionWho? What? Who? What?

Haritha Garapati A graduate student in the Computer Science Department at West Virginia University (WVU) in Morgantown, West Virginia

The WVU eTD database system development is the topic of Master’s project through the WVU Office of Information Systems.

WVU’s Electronic Theses & Dissertation (eTD) Collection:

Now in its fifth year, the WVU eTD program continues to advance as our new and improved digital library on the Oracle platform.

Was upgraded January 2004 from a MS Access database powered by Cold Fusion to an Oracle Database in a Unix environment with Oracle technology front-end

  

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Is a "smart" system -- knows who is logged in and each person’s role Allows users to upload a thesis or dissertation in a secure online

environment Allows the update of document metadata even after the initial load After submission, e-mails are sent automatically to the Library

Administrator, Committee Chair, Committee Members and the author regarding the submission

Graduate faculty have a formal role in the review process – the Committee Chairs review the eTDs and either approve or reject the submissions

Library Administrator reviews the eTD and makes an evaluation of the document and its associated paperwork

E-mails are sent automatically to author & committee regarding any eTD decision

External Visitors & the WVU community access the system, browse & search based on their interest, view document data & download files for reference

Key Key eTDeTD Features Features

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Advanced Features of Advanced Features of eTDeTD Multiple file upload/download using JUPLOAD applet

Search for the committee members by entering the last name or first letter which results in a list of all the related persons pulled from LDAP

WVU faculty, students and staff have remote secured access to campus-restricted documents from anywhere in the world

Researchers benefit from the advanced and user-friendly search screen and faster access time.

Advanced Searches can be by a combination of abstract, author’s first & last name, college, committee chair & members, department, degree program & type, document type & id, title, and key words

Up-to-date collection statistics are just one click away.

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WVU WVU eTDeTD Welcome Screen Welcome Screen

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WVU WVU eTDeTD Provost Welcome Provost Welcome(this only shows the first time a user logs in to the system)(this only shows the first time a user logs in to the system)

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WVU WVU eTDeTD Login Login Login is required forLogin is required for

submission of an submission of an eTDeTD review / approval of an review / approval of an eTDeTD access of campus-restricted documentsaccess of campus-restricted documents

Login is based on WVU Central Id established through LDAP of active Login is based on WVU Central Id established through LDAP of active

faculty, staff, and studentsfaculty, staff, and students

Menu shown after login is based on individual’s role within the Menu shown after login is based on individual’s role within the eTD eTD systemsystem

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WVU WVU eTDeTD Login Screen Login Screen

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WVU WVU eTDeTD World Access World Access

Visitors from outside the WVU community may use the "Basic Access" link in order to access the WVU eTD Collection

Visitors have access to the document data for all eTDs but will only be provided direct file links for eTDs designated as "World" access distribution

Campus restricted documents may still be obtained through Interlibrary loan request

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WVU WVU eTDeTD World Access Screen World Access Screen

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WVU WVU eTDeTD Browse Browse

This feature produces a listing of all eTDs in the collection

the default sort arranges the list in alphabetical order by document title

The user may also organize the browse list by author’s name, or earliest or latest submission using the links provided at the top of the screen

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WVU WVU eTDeTD Browse Screen Browse Screen

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WVU WVU eTDeTD Assisted Search Assisted Search The assisted search form is designed to help the users find theses and The assisted search form is designed to help the users find theses and

dissertations in WVU's electronic archive that may be related to their topic dissertations in WVU's electronic archive that may be related to their topic of interest. of interest.

Enter words, phases, names or substrings there of that may be contained in Enter words, phases, names or substrings there of that may be contained in relevant fields in the theses and dissertations. relevant fields in the theses and dissertations.

For remote (off campus) users the eTDs designated with "Campus" For remote (off campus) users the eTDs designated with "Campus" availability may be accessed on the web only when logged in to the systemavailability may be accessed on the web only when logged in to the system

Alternate access arrangements can be made by contacting the Interlibrary Alternate access arrangements can be made by contacting the Interlibrary Loan Department at your local academic institution. Loan Department at your local academic institution.

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WVU WVU eTDeTD Assisted Search Screen Assisted Search Screen

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WVU WVU eTDeTD Document Data Screen Document Data Screen (part 1) (part 1)

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WVU WVU eTDeTD Document Data Screen Document Data Screen (part 2)(part 2)

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WVU WVU eTDeTD Download Screen Download Screen

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WVU WVU eTDeTD Document Submission ProcessDocument Submission Process

A student thesis, dissertation, problem report, research project or technical report A student thesis, dissertation, problem report, research project or technical report are required to be submitted electronically as part of the graduation process at WVUare required to be submitted electronically as part of the graduation process at WVU

The submission includes the following steps: The submission includes the following steps: The document demographic (metadata) data is entered (includes college, The document demographic (metadata) data is entered (includes college,

department, degree type, degree program, document type, key words, abstract, department, degree type, degree program, document type, key words, abstract, title, and access restrictionstitle, and access restrictions

The list of the committee members is entered The list of the committee members is entered The respective files of the document are uploadedThe respective files of the document are uploaded The student flags the The student flags the eTDeTD submission process as complete submission process as complete

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WVU WVU eTDeTD Document Data Submission ScreenDocument Data Submission Screen

(part 1)(part 1)

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WVU WVU eTDeTD Document Data Submission ScreenDocument Data Submission Screen

(part 2)(part 2)

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WVU WVU eTDeTD Committee Members Screen Committee Members Screen

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WVU WVU eTDeTD Document File Upload Screen Document File Upload Screen

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WVU Library Administrator ScreensWVU Library Administrator Screens

The library administrator is a powerful role with a unique set of screens The library administrator is a powerful role with a unique set of screens

In addition to functionality available to other users:In addition to functionality available to other users: The library administrator has multiple work lists The library administrator has multiple work lists

Documents for review / approvalDocuments for review / approval Restricted access documents Restricted access documents

The library administrator has the ability to The library administrator has the ability to Review, update, reject all new documents waiting approvalReview, update, reject all new documents waiting approval Change the document access levelsChange the document access levels Maintain basic demographic lookups (departments, degrees, open semesters, Maintain basic demographic lookups (departments, degrees, open semesters,

submission deadlines)submission deadlines)

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WVU Library Administrator’s MenuWVU Library Administrator’s Menu

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WVU Library Administrator WVU Library Administrator Update / Review Work List ScreenUpdate / Review Work List Screen

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WVU WVU eTD eTD Document Review ProcessDocument Review Process The library administrator and committee chair receive an e-mail notification The library administrator and committee chair receive an e-mail notification

of the competed document submissionof the competed document submission The library administrator will normally contact the author by e-mail within The library administrator will normally contact the author by e-mail within

24 hours after submission regarding the status of the document review24 hours after submission regarding the status of the document review The committee director/chair has the option to review the document data The committee director/chair has the option to review the document data

and file(s) submitted, and is given up to 5 days to review the document and file(s) submitted, and is given up to 5 days to review the document submitted submitted After 5 days the submission is assumed approved and the record will be updated After 5 days the submission is assumed approved and the record will be updated

according to the library administrator’s review if the committee chair has not according to the library administrator’s review if the committee chair has not respondedresponded

The library administrator will send an email notification of the approval to The library administrator will send an email notification of the approval to the student, committee director/chair and the college coordinatorthe student, committee director/chair and the college coordinator

The approval email will list the URL (Web address) of the The approval email will list the URL (Web address) of the eTDeTD. The author . The author may also access their may also access their eTDeTD by searching or browsing the WVU by searching or browsing the WVU eTD eTD collection.collection.

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WVU WVU eTDeTD Document Review Screen Document Review Screen(part 1)(part 1)

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WVU WVU eTDeTD Document Review Screen Document Review Screen(part 2)(part 2)

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WVU Library Administrator WVU Library Administrator Collection Maintenance ScreenCollection Maintenance Screen

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Capsule Summary of Experiences Capsule Summary of Experiences as a Graduate Student team memberas a Graduate Student team member

It was a challenging yet enjoyable experience developing the new ETD It was a challenging yet enjoyable experience developing the new ETD system with the whole team. system with the whole team.

The migration procedure, system design, architecture and the front-end The migration procedure, system design, architecture and the front-end layout process was impressive. layout process was impressive.

Everything was done systematically and the goals were reached in a timely Everything was done systematically and the goals were reached in a timely fashion. fashion.

Any suggestions and innovative ideas were appreciated and encouraged Any suggestions and innovative ideas were appreciated and encouraged The creative environment lead to the constant growth and honing of The creative environment lead to the constant growth and honing of

application development skills.application development skills.

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The EndThe EndQuestions?Questions?