University of Waterloo ETD Flowchart Christine Jewell Librarian & Chair of the UW E-thesis Project ETD 2001 California Institute of Technology

Submission Preparation Student completes thesis form, uploading PostScript & supplementary files to Library server Abstract input converted to XML file and thesis file(s) uploaded to raw_theses directory GSO drags thesis and checks to determine if thesis meets standards GSO thesis coordinator replies to student; student revises thesis to meet standards Standards Met? GSO sends UMI notification and the URL GSO notifies Library Library verifies accessibility Routine campus electronic files backup Routine database maintenance Fiche archive for long term preservation YES NO University of Waterloo Electronic Theses Flowchart GSO converts PostScript thesis to PDF and drops all files on the ETD server Student completes abstract form, sending identification and abstract to Library server Library runs abstracts database index Student attends E-thesis Submission Course

Theses are created in various applications, e.g. Word, WordPerfect, LaTeX Student prints thesis to PostScript –PostScript format allows traditional print standards to be maintained –Can be filmed for preservation without loss of content –Multimedia files are submitted as supplements Electronic submission course provides instructionscourse Submission Preparation Student attends E-thesis Submission Course

The completion of the Web- based abstract form is the first step in the electronic submission process Student Identification –unique uwuserid Thesis Title Keywords Abstract Comments –supplementary files Student completes abstract form, sending identification and abstract to the Library server abstract form

Program finds thesis file on student’s hard drive PDF version of thesis containing hyperlinks and/or multimedia attachments can be uploaded as supplementary files Student completes thesis form, uploading PostScript & supplementary files to Library server

CGI script converts abstract input to XML file The searchable abstracts database consists of these XML files Unique filenames based on uwuserid and year of acceptance Thesis file(s) received in raw_theses directory Abstract input converted to XML file and thesis file(s) uploaded to raw_theses directory

Samba allows drag and drop function to ftp files GSO uses the GhostScript/GhostView software to view the PostScript thesis Graduate Studies Office drags thesis to GSO computer and checks to determine if thesis meets standards

The PostScript thesis must be the standards in place for traditional paper theses Supplementary PDF version duplicates the PostScript version, but includes links to appendices containing multimedia Standards Met? No

Graduate Studies Office Thesis Co-ordinator corresponds with student Student makes required changes and resubmits The process is a loop until GSO declares standards have been met GSO Thesis Co-ordinator replies to student; student revises thesis to meet standards Standards Met? Yes

PDF is the submission format required by UMI Upon receiving notification, UMI picks up the thesis on the UW thesis server UW participates in the theses preservation program coordinated by the National Library of Canada NLC contracts the services of UMI to microfilm Canadian theses (whether submitted in PDF or paper) for long-term preservation GSO converts PostScript thesis to PDF and drops all files on the ETD server GSO sends UMI notification and the URL Thesis is filmed and preserved in NLC archive

The Graduate Studies Office also notifies the Library that the thesis has been approved and is now available on the ETD server GSO notifies Library

The searchable abstracts database is built with the input from the abstract formsearchable abstracts database When a new thesis is installed on the ETD server, the database index is run, thus allowing the abstract to be retrieved in a search of the database The abstract record contains a link to the full text of the thesis Library runs abstracts database index

Library performs a test search of the abstracts database Library verifies that the link to the full text is functioning PostScript, PDF, and supplementary files receive routine campus electronic files backup Searchable abstracts database receives routine maintenance Library verifies accessibility Routine campus electronic files backup Routine database maintenance

University of Waterloo E-thesis Project UW E-thesis Project homepage UW E-thesis Database Abstract Submission Form Submitting your Thesis Online course notes your Thesis Online course notes Christine Jewell, Librarian