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Christine Jewell, Lisa Tomalty-Crans, William Oldfield, University of Waterloo. From Electronic Theses to an Institutional Repository. From Electronic Theses to an Institutional Repository. Overview Christine Jewell - advantages of an electronic theses program

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christine jewell lisa tomalty crans william oldfield university of waterloo
Christine Jewell, Lisa Tomalty-Crans, William Oldfield,University of Waterloo

From Electronic Theses to an Institutional Repository

from electronic theses to an institutional repository
From Electronic Theses to an Institutional Repository

Overview

  • Christine Jewell - advantages of an electronic theses program
  • Lisa Tomalty-Crans – the implementation challenge
  • William Oldfield – benefits of an Institutional Repository
advantages of an electronic theses program
Advantages of an Electronic Theses Program

Christine Jewell

Library

University of Waterloo

what is an electronic theses program
What is an electronic theses program?
  • Electronic Submission
  • Electronic Distribution
  • Open Access
electronic theses and dissertations etds
Electronic Theses and Dissertations (ETDs)
  • Advantages for Students/Authors
  • Advantages for Researchers
  • Advantages for Graduate Studies Office
  • Advantages for the Library
advantages for students authors
Advantages for Students/Authors
  • Save photocopy and binding costs
  • Multimedia allow wider range of expression
  • Remote submission
  • Research receives greater exposure.
advantages for researchers
Advantages for Researchers
  • Remote access
  • Searchable metadata and full text
advantages for the library
Advantages for the Library
  • Provide increased access to research
  • Save shelf space.
  • Cost saving efficiencies
advantages for the grad studies office
Advantages for the Grad Studies Office
  • Speed up checking of submissions
  • Reduce moving and handling of paper
  • Cost saving efficiencies
infrastructure support for an electronic theses program
Infrastructure Support for an Electronic Theses Program

Lisa Tomalty-Crans

IST (Information Systems and Technology)

University of Waterloo

infrastructure support for an electronic theses program11
Infrastructure Support for an Electronic Theses Program

Outline

  • Preparation/Planning
  • Training
  • Ongoing Support
  • Enhanced Thesis & Multimedia
preparation planning
Preparation/Planning
  • Information sessions were offered to the various faculties regarding:
    • New electronic thesis regulation (no more paper)
    • Open Access (with some exceptions)
    • Training information (documentation, courses)
    • Questions and answer period
  • Email was also sent to graduate students with related information and links
  • Graduate students are emailed regularly regarding training sessions and online documentation
preparation planning13
Preparation/Planning
  • Library, Graduate Studies Office and IT department representatives met regarding:
    • usability of new dspace system, http://uwspace.uwaterloo.ca
    • suggestions and recommendations for procedures, wording, etc.
  • Documented the upload procedure, http://ist.uwaterloo.ca/ew/ethesis/uploading-new.html
  • Researched/made recommendations regarding PDF creators; ensured PDF creation programs and related documentation were available to students
training
Training
  • Training classes are offered through our Skills For the Academic Workplace (SAW) program: http://ist.uwaterloo.ca/ew/saw/index_real.html
  • Most courses related to electronic thesis are taught monthly
  • Courses are advertised to graduate students bi-monthly via email
  • Documentation is available online and the links are included in the email to the graduate students so they can do the courses on their own as well
training details
Training Details
  • Creating Theses With Microsoft Wordhttp://www.ist.uwaterloo.ca/ew/thesis/ThesisCourse/WordTheses.html
  • Word and PowerPoint Equationshttp://www.ist.uwaterloo.ca/ec/equations/equation.html
  • LaTeX for Theses and Large Documents http://ist.uwaterloo.ca/ew/saw/latex/
  • On-Line Thesis Submissions http://ist.uwaterloo.ca/ew/ethesis/On-LineThesisSubmissions.pdf
ongoing support
Ongoing Support
  • Teaching courses (involves 3-4 people)
  • Template updates
  • Maintenance of web sites and course notes (including updating for Office 2007)
  • Meeting with ethesis group regarding changes, issues, direction (e.g. file size for supplementary files)
ongoing support17
Ongoing Support
  • From our IT department, three people are involved:
    • Lisa Tomalty-Crans
      • Teaches Word and Equations courses
      • Co-teaches On-Line Thesis Submissions course
      • Primary support person for Word
      • Also helps with individual submissions and works with e-thesis project group
    • Stephen Markan
      • Assists with Word courses
      • Backup for Word/submission support
    • Steve Carr
      • LaTeX courses, course notes and support
enhanced thesis multimedia
Enhanced Thesis & Multimedia
  • The submission of data files and video files, in addition to the main PDF version of the thesis, is on the rise
  • We have recently set a 500 M max file size for these extra files
  • The procedure to include these files is documented:http://ist.uwaterloo.ca/ew/ethesis/enhanced-new.html
  • We hope to involve an additional IT person to assist when needed with large audio/video files
benefits of an institutional repository
Benefits of an Institutional Repository

William Oldfield

Library

University of Waterloo

benefits of an institutional repository20
Benefits of an Institutional Repository

Outline

  • Institutional Repository Software for Etheses?
  • Why Universities Need An Institutional Repository!
institutional repository software for etheses
Institutional Repository Software for Etheses?
  • Locally developed Etheses system
  • Self Sustaining – students do most of the work
  • Students create the metadata and upload their thesis through a web form
  • Graduate Studies Office reviews and accepts the thesis (mapped drives)
  • Library sets the approval status and ftps the thesis to an etd server for distribution (Etheses System)
institutional repository software for etheses22
Institutional Repository Software for Etheses?
  • What is DSpace?
    • Open source Digital Repository software developed by MIT and Hewlett Packard Labs
  • Who uses DSpace?
    • Here is a list of Universities and Institutions world wide
  • What is UWSpace?
    • UWSpace is what we’ve named our instance of DSpace
institutional repository software for etheses23
Institutional Repository Software for Etheses?
  • Unicode (UTF-8)
  • Creative Commons license
  • Workflow Process
  • Handles facilitate citations
  • Unlimited multiple file submission
  • Checksum verification for uploads
  • Lucene Search Engine
  • Item Mapping to Faculty
  • Collection subscriptions
benefits of an institutional repository24
Benefits of an Institutional Repository

Outline

  • Institutional Repository Software for Etheses?
  • Why Universities Need an Institutional Repository!
why universities need an institutional repository
Why Universities Need An Institutional Repository!
  • The Online World
  • Research Visibility
  • Preservation
  • Open Access
  • Data Management and Research Funding
from electronic theses to an institutional repository26
From Electronic Theses to an Institutional Repository
  • UW Ethesis Project:http://www.lib.uwaterloo.ca/ETD/index.html
  • UWSpace:http://uwspace.uwaterloo.ca
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