Electronic Theses & Electronic Theses & DissertationsDissertations

Program Implementation

Issues & Responsibilities

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

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

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

Program ImpactProgram Impact

Administration Graduate School Office of Information Technology Library Students Faculty

Program Scale ModelsProgram Scale Models

Single ETD Collection Institutional Repository

– ETDs– Plus other digital library collections

Software / System Software / System OptionsOptions Open Source Solutions Commercial Service Providers Home Grown Solutions

Open SourceOpen Source

Virginia Tech ETD System D-Space E-Prints

Commercial ServicesCommercial Services

Ex Libris DigiTool ProQuest / BePress Digital

Commons BioMed Central Open Repository VTLS Vital

Home Grown SolutionsHome Grown Solutions

Individual Department or Institution

Regional Consortium National & International Consortia

NDLTD ResourcesNDLTD Resources

NDLTD Web Site & List Serve ETD Guide UNESCO ETD Clearing House

The WVU ExperienceThe WVU Experience

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

Costs & BenefitsCosts & Benefits

Graduate School Library Information Technology

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

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

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.

LibrariesLibrariesPublic ServicesPublic Services

Reference / Document Delivery: Existing personnel utilized; minimal impact;

required initial training, augmented use of electronic delivery & copy services

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

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

The FutureThe Future

Migration and implementation on commercial based system– Standards compliance– Avoid over-dependency on in-house

operation and key personnel

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)

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)

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

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

Library ProcessingLibrary Processing

Library / OIT sends copies of ETD files and packets to UMI for publication and archival services.

Library catalogs ETD:– MountainLynx– OCLC

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)

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.

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

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.

Open Access &Open Access &Web Distribution OptionsWeb Distribution Options

Self-Acknowledged Archiving of Research =

2-5 Times Increase in Scholarly Citations

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

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

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

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)

15,000

0

10,000

20,000Number of Accesses

TotalZheng / Mech. &

Aero. Engineering

WVU ETD Most AccessedJanuary 2001 - May 2002

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

3,800

0

1,000

2,000

3,000

4,000

Total WVU ETDs as of Spring 2008

Web Distribution of WVU ETDs:1998-2000

World53%

Campus-Only42%

Patent2%

Campus-Encrypted

3%

WVU ETD Collection Web Distribution 1998 - 2008

Campus Encrypted2%

No Access0.4%

Campus15%

World83%

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

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

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/

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, ScotlandJohn.Hagen@mail.wvu.eduJohn.Hagen@mail.wvu.edu

44 June 2008 June 2008