Development of the West Virginia University Electronic Theses & Dissertations System Presented By Haritha Garapati at ETD the 7 th International Symposium on Electronic Theses & Dissertations e TD in a Nutshell

Introduction Who? What? Haritha Garapati   A graduate student in the Computer Science Department at West Virginia University (WVU) in Morgantown, West Virginia   The WVU eTD database system development is the topic of Master’s project through the WVU Office of Information Systems. WVU’s Electronic Theses & Dissertation (eTD) Collection:   Now in its fifth year, the WVU eTD program continues to advance as our new and improved digital library on the Oracle platform.   Was upgraded January 2004 from a MS Access database powered by Cold Fusion to an Oracle Database in a Unix environment with Oracle technology front-end

June 3 – 5, 2004 eTD in a Nutshell  Is a "smart" system -- knows who is logged in and each person’s role  Allows users to upload a thesis or dissertation in a secure online environment  Allows the update of document metadata even after the initial load  After submission, s are sent automatically to the Library Administrator, Committee Chair, Committee Members and the author regarding the submission  Graduate faculty have a formal role in the review process – the Committee Chairs review the eTDs and either approve or reject the submissions  Library Administrator reviews the eTD and makes an evaluation of the document and its associated paperwork  s are sent automatically to author & committee regarding any eTD decision  External Visitors & the WVU community access the system, browse & search based on their interest, view document data & download files for reference Key eTD Features

June 3 – 5, 2004 eTD in a Nutshell Advanced Features of eTD   Multiple file upload/download using JUPLOAD applet   Search for the committee members by entering the last name or first letter which results in a list of all the related persons pulled from LDAP   WVU faculty, students and staff have remote secured access to campus- restricted documents from anywhere in the world   Researchers benefit from the advanced and user-friendly search screen and faster access time.   Advanced Searches can be by a combination of abstract, author’s first & last name, college, committee chair & members, department, degree program & type, document type & id, title, and key words   Up-to-date collection statistics are just one click away.

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Welcome Screen

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Provost Welcome (this only shows the first time a user logs in to the system)

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Login  Login is required for  submission of an eTD  review / approval of an eTD  access of campus-restricted documents  Login is based on WVU Central Id established through LDAP of active faculty, staff, and students  Menu shown after login is based on individual’s role within the eTD system

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Login Screen

June 3 – 5, 2004 eTD in a Nutshell WVU eTD World Access  Visitors from outside the WVU community may use the "Basic Access" link in order to access the WVU eTD Collection  Visitors have access to the document data for all eTDs but will only be provided direct file links for eTDs designated as "World" access distribution  Campus restricted documents may still be obtained through Interlibrary loan request

June 3 – 5, 2004 eTD in a Nutshell WVU eTD World Access Screen

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Browse  This feature produces a listing of all eTDs in the collection  the default sort arranges the list in alphabetical order by document title  The user may also organize the browse list by author’s name, or earliest or latest submission using the links provided at the top of the screen

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Browse Screen

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Assisted Search  The assisted search form is designed to help the users find theses and dissertations in WVU's electronic archive that may be related to their topic of interest.  Enter words, phases, names or substrings there of that may be contained in relevant fields in the theses and dissertations.  For remote (off campus) users the eTDs designated with "Campus" availability may be accessed on the web only when logged in to the system  Alternate access arrangements can be made by contacting the Interlibrary Loan Department at your local academic institution.

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Assisted Search Screen

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document Data Screen (part 1)

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document Data Screen (part 2)

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Download Screen

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document Submission Process  A student thesis, dissertation, problem report, research project or technical report are required to be submitted electronically as part of the graduation process at WVU  The submission includes the following steps:  The document demographic (metadata) data is entered (includes college, department, degree type, degree program, document type, key words, abstract, title, and access restrictions  The list of the committee members is entered  The respective files of the document are uploaded  The student flags the eTD submission process as complete

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document Data Submission Screen (part 1)

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document Data Submission Screen (part 2)

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Committee Members Screen

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document File Upload Screen

June 3 – 5, 2004 eTD in a Nutshell WVU Library Administrator Screens  The library administrator is a powerful role with a unique set of screens In addition to functionality available to other users:  The library administrator has multiple work lists  Documents for review / approval  Restricted access documents  The library administrator has the ability to  Review, update, reject all new documents waiting approval  Change the document access levels  Maintain basic demographic lookups (departments, degrees, open semesters, submission deadlines)

June 3 – 5, 2004 eTD in a Nutshell WVU Library Administrator’s Menu

June 3 – 5, 2004 eTD in a Nutshell WVU Library Administrator Update / Review Work List Screen

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document Review Process  The library administrator and committee chair receive an notification of the competed document submission  The library administrator will normally contact the author by within 24 hours after submission regarding the status of the document review  The committee director/chair has the option to review the document data and file(s) submitted, and is given up to 5 days to review the document submitted  After 5 days the submission is assumed approved and the record will be updated according to the library administrator’s review if the committee chair has not responded  The library administrator will send an notification of the approval to the student, committee director/chair and the college coordinator  The approval will list the URL (Web address) of the eTD. The author may also access their eTD by searching or browsing the WVU eTD collection.

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document Review Screen (part 1)

June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document Review Screen (part 2)

June 3 – 5, 2004 eTD in a Nutshell WVU Library Administrator Collection Maintenance Screen

June 3 – 5, 2004 eTD in a Nutshell Capsule Summary of Experiences as a Graduate Student team member  It was a challenging yet enjoyable experience developing the new ETD system with the whole team.  The migration procedure, system design, architecture and the front-end layout process was impressive.  Everything was done systematically and the goals were reached in a timely fashion.  Any suggestions and innovative ideas were appreciated and encouraged  The creative environment lead to the constant growth and honing of application development skills.

June 3 – 5, 2004 eTD in a Nutshell The End Questions?