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					 Electronic Theses &
    Dissertations

  Program Implementation
Issues & Responsibilities
 Moderator
 John Hagen, NDLTD Implementation Committee Chair / Manager,
    Institutional Repository Programs, West Virginia University Libraries
   Panelists
   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 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 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 Impact
 Administration
 Graduate School
 Office of Information Technology
 Library
 Students
 Faculty
Program Scale Models
 Single ETD Collection
 Institutional Repository
   – ETDs
   – Plus other digital library collections
Software / System Options
 Open Source Solutions
 Commercial Service Providers
 Home Grown Solutions
Open Source
 Virginia Tech ETD System
 D-Space
 E-Prints
Commercial Services
 Ex Libris DigiTool
 ProQuest / BePress Digital Commons
 BioMed Central Open Repository
 VTLS Vital
Home Grown Solutions
 Individual Department or Institution
 Regional Consortium
 National & International Consortia
NDLTD Resources
 NDLTD Web Site & List Serve
 ETD Guide
 UNESCO ETD Clearing House
The WVU Experience
WVU 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 & Benefits
 Graduate School
 Library
 Information Technology
Education
 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 Seminars
  University Libraries (submissions consultant)
    Many students complained initially, now accepted
     and exploring new formats
Graduate 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
Libraries
Technical 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.
Libraries
Public Services

 Reference / Document Delivery:
   Existing personnel utilized; minimal impact;
    required initial training, augmented use of
    electronic delivery & copy services
Collection 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 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 Future
 Migration and implementation on
 commercial based system
  – Standards compliance
  – Avoid over-dependency on in-house
    operation and key personnel
Deliver ETD Submission
Packet 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
Document 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
Document & Data Online
    Web based submission form
         http://eidr.wvu.edu/

    ETD is made available according to
     student’s Web Distribution choice.
    1.   World
    2.   Campus Only
    3.   Campus Encrypted
    4.   No Access
ETD 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 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 ETDs
 Citation from the WVU MountainLynx
 Catalog
  – Links to Online Full-text documents
 Direct Search / Browse
 Document delivery services (ILL)
Library 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
Publishing
 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 &
Web 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
                WVU Print vs. Electronic
              Thesis & Dissertation Access


            1,200,000
            1,000,000         1,181,111
Number of
 Accesses




              800,000
              600,000
                                            1998-99:
              400,000
              200,000        813            Print
                    0                       2000-01:
                          WVU ETDs are
                                            Electronic
                        accessed 145,000%
                          more than print
                            documents
                           Total WVU ETD Accesses:
                                 1998 - Present



                     10,000,000          8,618,894
Number of Accesses




                      8,000,000

                      6,000,000

                      4,000,000

                       2,000,000

                               0
                                          Educational (.edu)
 WVU ETD Access by Geographical Domain
                                          Commercial (.com)

                                          Network (.net)
United Kingdon              Educational
     (.uk)                     (.edu)     United Kingdon (.uk)
      4%                         26%
                                          Germany (.de)

                                          Australia (.au)

                                          Canada (.ca)
                        Commercial
                                          Italy (.it)
       Network (.net)     (.com)
           17%              23%           Japan (.jp)

                                          France (.fr)
     WVU ETD Most Accessed
        January 2001 - May 2002




          20,000                  15,000
Number of
          10,000
 Accesses
               0
                        Total
                   Zheng / Mech. &
                        Aero.
                     Engineering
       WVU ETDs Most Accessed
                    2007


                       37,501        33,752
          40,000
          30,000
Number of                                     13,812
          20,000
Accesses
          10,000
              0
                   Shirley Manjunath Kim
                   Stewart Dasarath Samson
                    Burns    Rao
                   History / Engineering /
                      Athletic Training
        Total WVU ETDs as of Spring 2008



                   3,800
4,000

3,000

2,000

1,000

   0
Web Distribution of WVU ETDs:
          1998-2000
  Campus-         Patent
  Encrypted        2%
     3%

      Campus-
                 World
        Only
                  53%
        42%
WVU ETD Collection Web Distribution 1998 - 2008

        Campus Encrypted    No Access
              2%              0.4%


             Campus
               15%




                           World
                           83%
                                                                         80%
                                                                   70%
                                                             60%
                                                       50%
                                                40%
                                          30%
                                    20%
                              10%
                         0%
                   pdf

         pdf & pdf
                                                                          72% pdf



       pdf & links

       pdf & jpeg

     pdf & video


     pdf & html
                                             28%



   pdf & SGML
                                          Multimedia



         XML


  pdf & mp3


   pdf & xls


  pdf & ppt


pdf & vrml
                                                                                    WVU ETD Format Types as of Spring 2008
               WVU ETD Submissions

500                                  441
                             418 431 410   429
      371       352   377
400         345    342 345


300
                                                 Theses
200                                              Dissertations
100                                              Totals

 0
      97 98 99 00 01 02 03 04 05 06 07
       - - - - - - - - - - -
      98 99 00 01 02 03 04 05 06 07 08
WVU Institutional Repository
Program Resources
 WVU ETD Program
 www.wvu.edu/~thesis

 WVU Guide to the Preparation of
 Theses and Dissertations
 http://www.libraries.wvu.edu/theses/

 WVU Institutional Repository System
 http://eidr.wvu.edu/
NDLTD Newcomer’s Session
   “ETDs for Rookies”

      John H. Hagen
         ETD 2008
  Robert Gordon University
    Aberdeen, Scotland
     John.Hagen@mail.wvu.edu
            4 June 2008

				
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