Electronic Theses: The Next Stage RGU Project Recommendations Susan Copeland The Robert Gordon University 27 th September 2004

ETDs in the UK: The Background The University Theses Online Group (UTOG) Formation Membership Aims Survey Seminar

The JISC FAIR Programme Focus on Access to Institutional Resources 14 Projects in 3 clusters: Museums and Images Institutional Portals E-Prints and E-Theses 3 Related to ETDs: Daedalus (The University of Glasgow) Theses Alive! (The University of Edinburgh) Electronic Theses (Consortium led by The Robert Gordon University)

University of London Library Electronic Theses Project Consortium Members

Electronic Theses Project Aim and Timescale (Phase 1) To evaluate a wide range of existing practices of e-theses production, management and use against a set of criteria in order to produce models for use within the UK information environment. July 2002 – July 2004

Objectives (Phase 1) To identify examples of relevant best practice which could be adopted throughout the UK information environment. To evaluate a comprehensive selection of methods, which are used to create, store, organise, manage and access e- theses. To liaise with the Daedalus and Theses Alive! projects. To produce a model, or models, of e-theses production which could be recommended for converting paper-based theses into digital format.

Objectives (Phase 1) …continued To produce a model or models, of e-theses production which could be recommended for creating born-digital theses. To produce a set of guidelines for the storage, organisation and management of the above collections. To produce models for access arrangements to the above, taking into account the advantages and disadvantages of centralised, federated, distributed or individual collections.

Electronic Theses Project Aim and Timescale (Phase 2) To develop e-theses in a service environment – taking account of the needs of an independent repository and a broader Virtual Research Environment (VRE). October 2003 – September 2004

Objectives (Phase 2) To create an e-theses archive hosted using EPrints software To create an e-theses archive hosted using DSpace software To demonstrate the integration of the above within institutional WebPages To assess the difference between the capabilities of EPrints and DSpace archives from the point of view of installation, administration and usage. To identify preferred methods of embedding audio-visual resources and interactive material within a single ETD file To identify preferred methods of delivery of e-theses at institutional and national level

Recommendations: Advocacy Target Groups Senior Management Supervisors Examiners Students Librarians Highlight Advantages For Researchers For Students For Institutions Highlight international developments Provide statistics of use Identify examples of best practice

ETDs: The Advantages for Researchers Immediate access Remote Access 24/7 access Simultaneous multiple access Full content searches

ETDs: The Advantages for Students Greater creativity / flexibility in expressing results Improved I.T. skills Improved understanding of publishing requirements Cost effective production Improved access / greater readership for research output

ETDs: The Advantages for Institutions Research output publicised Libraries save storage space Libraries save staff time on shelving etc... Fewer library loans required

International Developments The Networked Digital Library of Theses and Dissertations (NDLTD) The UNESCO Clearing House on Electronic Theses and Dissertations The UNESCO Guide to Electronic Theses and Dissertations Annual ETD conferences 2003 Berlin; 2004 Kentucky; 2005 Sydney

Statistics of Use Virginia Tech. (Virginia Polytechnic Institute and State University) Currently have approximately 6,000 ETDs International sites accessing VTs ETDs (Fiscal Year 2002/03) UK 269,168Germany 160,958 Canada 165,466France135,349 Accesses within the U.S. (Fiscal Year 2002/03) Commercial405,302Government 20,183 Networks 172,661Non-Profit Organisations 9,460 Educational 207,911Military 5,174

Examples of Best Practice RGU project assessment of ETD Websites Individual Theses NDLTD Most Innovative ETD Award

Recommendations: Polices and Procedures Decide whether optional or mandatory submission of ETDs is required Decide whether electronic versions of paper theses, or born-digital theses (with no paper equivalent) are required Obtain agreement from appropriate committees to implement changes to institutional regulations Amend student thesis submission form Provide advice on copyright/IPR issues (JISC Legal Information Service paper on Intellectual Property and Electronic Theses) Decide upon plagiarism detection management (JISC advisory and detection services)

Recommendations: I.T. Requirements Decide whether to include theses in an institutional repository, and/or to submit content to a national collection Identify and train staff to manage ETDs. Install software (EPrints or DSpace) Identify who is to provide metadata (based on the core set) Decide whether to use additional software (such as ProfileSkim) Provide appropriate training for students and supervisors

Recommendations: National Level Individual Institutional Repositories (Implications of the House of Commons Science and Technology Committee Report) Federal arrangements (Potential needs of federal universities) National arrangements (Collections, access, support, preservation) Infrastructure developments required

Electronic Theses Project Project Website: Dr. Susan Copeland – Project Manager Andrew Penman – Research Assistant Richard Milne – Systems Librarian