Development

1

eTD in a Nutshell

• Development
• of the
• West Virginia University
• Electronic Theses Dissertations System
•  
• Presented By
• Haritha Garapati
• at
• ETD 2004 - the 7th International Symposium
• on Electronic Theses Dissertations

2
IntroductionWho? 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 Masters project through the WVU Office
  of Information Systems.
• WVUs 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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Key eTD Features

• Is a "smart" system -- knows who is logged in and
  each persons 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

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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, authors 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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WVU eTD Welcome Screen
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WVU eTD Provost Welcome(this only shows the
first time a user logs in to the system)
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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 individuals
  role within the eTD system

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WVU eTD Login Screen
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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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WVU eTD World Access Screen
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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
  authors name, or earliest or latest submission
  using the links provided at the top of the screen

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WVU eTD Browse Screen
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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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WVU eTD Assisted Search Screen
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WVU eTD Document Data Screen (part 1)
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WVU eTD Document Data Screen (part 2)
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WVU eTD Download Screen
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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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WVU eTD Document Data Submission Screen (part 1)
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WVU eTD Document Data Submission Screen (part 2)
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WVU eTD Committee Members Screen
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WVU eTD Document File Upload Screen
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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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WVU Library Administrators Menu
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WVU Library Administrator Update / Review Work
List Screen
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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 administrators 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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WVU eTD Document Review Screen(part 1)
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WVU eTD Document Review Screen(part 2)
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WVU Library Administrator Collection Maintenance
Screen
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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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The End

• Questions?