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ETDs at the University of FloridaUnited States Electronic Thesis and Dissertation Association Conference 2012
WELCOMERobert ParkerETD Coordinator, George A. SmathersLibraries at the University of Florida Stacy Wallace Coordinator, Editorial Office University of Florida Graduate School
ETDs and UF Pilot project began in the fall of 1998. Mandated for all submissions fall of 2001 Last paper submission received was in 2007. Over 10,000 ETDs currently in our repository
Units coming together Graduate School Application Support Center George A. Smathers Libraries Digital Library Center (DLC) Florida Center for Library Automation (FCLA)
Graduate School Editorial Office Coordinates Graduate Curriculum Committee Reviews Thesis and Dissertation Format Coordinates Graduate Catalog
The Graduate SchoolEditorial Office: Ensures theses and dissertations meet UF Graduate Schools standards http://graduateschool.ufl.edu/ graduation/thesis-and-dissertation
Graduate School Editorial Office Three staff members review well over 1800 documents each year Ensure these documents meet formatting guidelines set by the Graduate School Verify hyperlinks are working properly Confirm Graduate School milestones have been met, passing this information onto Graduate Records Assure all ETD requirements have been met Transfers electronic document and all related objects and forms to the library for processing and transfer to FCLA, DLC, ProQuest, etc.
Application Support Center https://asc.helpdesk.ufl.eduASCs primary mission is to advise and guide graduate students through the technical challenges they face when formatting their electronic theses or dissertations.
Data Management:Maintains online Electronic Document Management (EDM) System http://edm.gradschool.ufl.edu/
EDM System (Editorial Document Management) Tracks submission of data related to ETD process For student For editorial staff workflow Communication mechanism between editorial staff and student; also faculty advisor Records data, mapping it into GIMS Transfers all ETDs to library
Editorial Document Management System
Communication history with student
Life Cycle of an ETD: Part I
Theses and DissertationsMajor advisor & committee responsibilities Content Grammar/professional publication quality Template, guidelines, and checklists Available through Editorial Office webpage Enumerates all forms tracked by Editorial Application Support Center services for template and pdf conversion Provides guidance with templates and pdf conversions Formerly known as the ETD Lab
Supervisory Committee Plans the course of study Guides the research efforts Promotes scholarly growth
Editorial Office Reviews Margins, hyperlinks, headings, and subheadings Table of Contents List of Tables and List of Figures pages Academic Abstract and Biographical Sketch General formatting guidelines for tables, figures, lists, citations, references, etc.
Successful Submission1. Student writes document Works with the Application Support Center for help with formatting and the template Consults format guidelines on the Editorial Offices website
Successful Submission2. Student submits to Editorial Office Paper or electronic version delivered to Editorial Office Submission date: Throughout the semester No later than the date listed as Last day to submit thesis or dissertation on academic calendar and deadline link
Successful Submission Thesis students must defend before making this submission Doctoralstudents must defend prior to final submission deadline Separate checklists ( thesis or dissertation ) for required submission documents available from the Editorial Offices website
Successful Submission3.Editorial staff receives document Editorial accepts or rejects Status e-mail sent to student, Chair, and graduate staff sent via GATORLINK email with further instructions on how to complete
Successful Submission4. Editorial staff reviews document Review document and comments are e-mailed to student, Chair, and graduate staff If originally submitted as a paper copy, student arranges for pick up of hard copy from our office(Handwritten changes will be noted on copy corresponding to the e-mail recommendations previously sent.)
Successful Submission5. Student revises document and prepares final pdf Works with an Application Support Center Consultant to upload and submit the pdf for review through the EDM system by Final Submission Deadline Will get an e-mail with required revisions noted and the timeline for completing these revisions in order to achieve clearance by the Final Clearance Deadline
Achieving Final Clearance1. Editorial Office notifies student, Chair, and graduate staff by GATORLINKe-mail that the PDF document has been accepted for publication.
Achieving Final Clearance2.Student and Graduate School Editorial Office verifies that all doctoral dissertation and/or thesis defense forms have been logged by Last Day to Achieve Final Clearance date as provided on the UF academic calendar. (Deficiencies will be indicated both in their EDM record and in GIMS)
Achieving Final ClearanceFor record to be complete and to achieve Final Clearance status: 3. Students status must read Final Clearance in the EDM 4.Student and staff must see a date in the Thesis/Dissertation Clearance with Graduate School Editorial Office field in GIMS
Now they are
Life Cycle of an ETD: Part II
Relationship of EDM,GIMS, and Degree Certification Departments: input data into GIMS EDM: harvests selected data elements from GIMS EDM: records editorial milestones which map into GIMS GIMS: continues with degree certification process for thesis and dissertation students
GIMSIntegrates data elements fromUniversity Directory/PeopleSoft Office of the University Registrar Graduate SchoolProvides transaction interface betweenColleges and departments Graduate School
GIMS -Net effectAllows transactional and reporting elements to present a unified perspective ofA students degree program Faculty activity Degree program growth Attrition and retention rates
GIMSStudent records Academic milestones Graduate Faculty information Department information and student deficiency reports
Application Drivers Allows for easy transfer of files to the library et al.: Select the semester Generate XML Validate XML FTP to FCLAet al.
What is included in the ETD file? Editorial milestones pdf documentTitle page: name, degree, term of degree award Copyright Dedication/Acknowledgments Abstract Text of thesis or dissertation including hyperlinks References Biographical Sketch Separate files for objectsAcceptable file formats Movies, audio, pictures, databases
Transfer to the Library Data files and reports are created in the EDM system These Files are transferred to library Library :Ensures they have received every document and all of their disparate pieces are intact; The data on the meta reports matches all data in the paper forms and reports provided.
Transfer of data to FCLA .xml file is created by the EDM system File is transferred to FCLA FCLA:Verifies they have received the ETDs and the attached object and meta files are intact; Ensures ach package contains necessary metadata; Confirms attached object files are functional (e.g.,movie, audio, some types of pictures, databases)
George A. Smathers Libraries at UFPreservation: Paperwork, coordinate between Graduate School, FCLA, DLC, and ProQuest Cataloging and Metadata: Aleph updates http://web.uflib.ufl.edu/committees/etd/ (Policies and Procedures) http://www.uflib.ufl.edu/etd.html (OPAC)
Digital Library Center Maintains Institutional Repository Ingests digital Projects in Lieu of Theses
Florida Center for Library Automation Receives and creates Aleph records posts files to Aleph Tracks release dates Monitors shipment of dissertations to UMI according to release date Maintains Florida Digital Archives
UF ETD Committee Meets three times a year to discuss policies and procedures Consists of members from Grad School, Library, Florida Center for Library Automation, Digital Library Center, Application Support Center Internal listserv to discuss issues between meetings
Campus wide workflow Metadata and files from EDM system are transferred to FCLA from Grad School Preservation staff perform Quality Control. Aleph records for theses and dissertations created from metadata supplied from EDM System. Immediate worldwide release titles made available via UF catalog.
Campus wide workflow ProQuest Agreement forms separated by release date Immediate release agreement forms and PDF files sent to ProQuest Restricted agreement forms and PDF files held back until release date is reached
Lessons Learned: Bad Version control of documents Vendor accuracy can be an issue Read the fine print on all forms Google
Lessons Learned: Good Up-to-date documentation is key. Must foster excellent working relationships campus wide. Communicate, Communicate, Communicate!
Current UF ETD Usage Over 10,000 ETDs 5/13/2011
ERROR CAUGHT WHILE SAVING NEW DIGITAL RESOURCE
6/28/2012 2:21:36 PM
Error while executing stored procedure 'SobekCM_Save_Item'.
at SobekCM.Bib_Package.Database.SobekCM_Database.exception_caught(String stored_procedure_name, Exception exception)
at SobekCM.Bib_Package.Database.SobekCM_Database.Save_New_Digital_Resource(SobekCM_Item thisPackage, Boolean textFlag, Boolean online_submit, String username, String usernotes, Int32 userid)
at SobekCM.Library.MySobekViewer.New_Group_And_Item_MySobekViewer.complete_item_submission(SobekCM_Item Item_To_Complete, Custom_Tracer Tracer) in C:\inetpub\wwwroot\UFDC Web\SobekCM_Library\MySobekViewer\New_Group_And_Item_MySobekViewer.cs:line 729