Christine Jewell, Lisa Tomalty-Crans, William Oldfield, University of Waterloo

1. Christine Jewell, Lisa Tomalty-Crans, William Oldfield,University of Waterloo From Electronic Theses to an Institutional Repository

2. From Electronic Theses to an Institutional Repository Overview • Christine Jewell - advantages of an electronic theses program • Lisa Tomalty-Crans – the implementation challenge • William Oldfield – benefits of an Institutional Repository

3. Advantages of an Electronic Theses Program Christine Jewell Library University of Waterloo

4. What is an electronic theses program? • Electronic Submission • Electronic Distribution • Open Access

5. Electronic Theses and Dissertations (ETDs) • Advantages for Students/Authors • Advantages for Researchers • Advantages for Graduate Studies Office • Advantages for the Library

6. Advantages for Students/Authors • Save photocopy and binding costs • Multimedia allow wider range of expression • Remote submission • Research receives greater exposure.

7. Advantages for Researchers • Remote access • Searchable metadata and full text

8. Advantages for the Library • Provide increased access to research • Save shelf space. • Cost saving efficiencies

9. Advantages for the Grad Studies Office • Speed up checking of submissions • Reduce moving and handling of paper • Cost saving efficiencies

10. Infrastructure Support for an Electronic Theses Program Lisa Tomalty-Crans IST (Information Systems and Technology) University of Waterloo

11. Infrastructure Support for an Electronic Theses Program Outline • Preparation/Planning • Training • Ongoing Support • Enhanced Thesis & Multimedia

12. Preparation/Planning • Information sessions were offered to the various faculties regarding: • New electronic thesis regulation (no more paper) • Open Access (with some exceptions) • Training information (documentation, courses) • Questions and answer period • Email was also sent to graduate students with related information and links • Graduate students are emailed regularly regarding training sessions and online documentation

13. Preparation/Planning • Library, Graduate Studies Office and IT department representatives met regarding: • usability of new dspace system, http://uwspace.uwaterloo.ca • suggestions and recommendations for procedures, wording, etc. • Documented the upload procedure, http://ist.uwaterloo.ca/ew/ethesis/uploading-new.html • Researched/made recommendations regarding PDF creators; ensured PDF creation programs and related documentation were available to students

14. Training • Training classes are offered through our Skills For the Academic Workplace (SAW) program: http://ist.uwaterloo.ca/ew/saw/index_real.html • Most courses related to electronic thesis are taught monthly • Courses are advertised to graduate students bi-monthly via email • Documentation is available online and the links are included in the email to the graduate students so they can do the courses on their own as well

15. Training Details • Creating Theses With Microsoft Wordhttp://www.ist.uwaterloo.ca/ew/thesis/ThesisCourse/WordTheses.html • Word and PowerPoint Equationshttp://www.ist.uwaterloo.ca/ec/equations/equation.html • LaTeX for Theses and Large Documents http://ist.uwaterloo.ca/ew/saw/latex/ • On-Line Thesis Submissions http://ist.uwaterloo.ca/ew/ethesis/On-LineThesisSubmissions.pdf

16. Ongoing Support • Teaching courses (involves 3-4 people) • Template updates • Maintenance of web sites and course notes (including updating for Office 2007) • Meeting with ethesis group regarding changes, issues, direction (e.g. file size for supplementary files)

17. Ongoing Support • From our IT department, three people are involved: • Lisa Tomalty-Crans • Teaches Word and Equations courses • Co-teaches On-Line Thesis Submissions course • Primary support person for Word • Also helps with individual submissions and works with e-thesis project group • Stephen Markan • Assists with Word courses • Backup for Word/submission support • Steve Carr • LaTeX courses, course notes and support

18. Enhanced Thesis & Multimedia • The submission of data files and video files, in addition to the main PDF version of the thesis, is on the rise • We have recently set a 500 M max file size for these extra files • The procedure to include these files is documented:http://ist.uwaterloo.ca/ew/ethesis/enhanced-new.html • We hope to involve an additional IT person to assist when needed with large audio/video files

19. Benefits of an Institutional Repository William Oldfield Library University of Waterloo

20. Benefits of an Institutional Repository Outline • Institutional Repository Software for Etheses? • Why Universities Need An Institutional Repository!

21. Institutional Repository Software for Etheses? • Locally developed Etheses system • Self Sustaining – students do most of the work • Students create the metadata and upload their thesis through a web form • Graduate Studies Office reviews and accepts the thesis (mapped drives) • Library sets the approval status and ftps the thesis to an etd server for distribution (Etheses System)

22. Institutional Repository Software for Etheses? • What is DSpace? • Open source Digital Repository software developed by MIT and Hewlett Packard Labs • Who uses DSpace? • Here is a list of Universities and Institutions world wide • What is UWSpace? • UWSpace is what we’ve named our instance of DSpace

23. Institutional Repository Software for Etheses? • Unicode (UTF-8) • Creative Commons license • Workflow Process • Handles facilitate citations • Unlimited multiple file submission • Checksum verification for uploads • Lucene Search Engine • Item Mapping to Faculty • Collection subscriptions

24. Benefits of an Institutional Repository Outline • Institutional Repository Software for Etheses? • Why Universities Need an Institutional Repository!

25. Why Universities Need An Institutional Repository! • The Online World • Research Visibility • Preservation • Open Access • Data Management and Research Funding

26. From Electronic Theses to an Institutional Repository • UW Ethesis Project:http://www.lib.uwaterloo.ca/ETD/index.html • UWSpace:http://uwspace.uwaterloo.ca