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Development of the West Virginia University Electronic Theses & Dissertations System Presented By Haritha Garapati at ETD 2004 - the 7 th International Symposium on Electronic Theses & Dissertations e TD in a Nutshell
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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
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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, e-mails 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 E-mails 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
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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.
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June 3 – 5, 2004 eTD in a Nutshell WVU eTD Welcome Screen
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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)
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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
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June 3 – 5, 2004 eTD in a Nutshell WVU eTD Login Screen
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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
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June 3 – 5, 2004 eTD in a Nutshell WVU eTD World Access Screen
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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
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June 3 – 5, 2004 eTD in a Nutshell WVU eTD Browse Screen
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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.
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June 3 – 5, 2004 eTD in a Nutshell WVU eTD Assisted Search Screen
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June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document Data Screen (part 1)
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June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document Data Screen (part 2)
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June 3 – 5, 2004 eTD in a Nutshell WVU eTD Download Screen
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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
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June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document Data Submission Screen (part 1)
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June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document Data Submission Screen (part 2)
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June 3 – 5, 2004 eTD in a Nutshell WVU eTD Committee Members Screen
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June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document File Upload Screen
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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)
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June 3 – 5, 2004 eTD in a Nutshell WVU Library Administrator’s Menu
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June 3 – 5, 2004 eTD in a Nutshell WVU Library Administrator Update / Review Work List Screen
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June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document Review Process The library administrator and committee chair receive an e-mail notification of the competed document submission The library administrator will normally contact the author by e-mail 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 email notification of the approval to the student, committee director/chair and the college coordinator The approval email will list the URL (Web address) of the eTD. The author may also access their eTD by searching or browsing the WVU eTD collection.
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June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document Review Screen (part 1)
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June 3 – 5, 2004 eTD in a Nutshell WVU eTD Document Review Screen (part 2)
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June 3 – 5, 2004 eTD in a Nutshell WVU Library Administrator Collection Maintenance Screen
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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.
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June 3 – 5, 2004 eTD in a Nutshell The End Questions?
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