Workflows for ETD submissions to Institutional Repositories

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Sherry Lake

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Aug 23, 2024, 1:57:01 PM8/23/24
to ETD
Hello,

I would love to hear about how you get theses and dissertations in your local institutional repositories. We do not submit to Proquest, only to our repository.

We have a home-grown system that creates student accounts when we get an "OK" that they have successfully "defended" (OK = an automatic process for receiving student information and creating a repository record). The student gets an email letting them know a record has been created, logs in with their campus ID and then fills out metadata forms, uploads their PDF and then submits.

This is all self-deposit, little to no interaction with my repository team.

I would love to hear your ETD deposit workflows.

Thanks,

Sherry Lake | Scholarly Repository Librarian | LinkedIn | ORCID: 0000-0002-5660-2970 |“Keeper of the Dataverse"

University of Virginia Library

Scholarly Communication Services

434-924-6730

160 McCormick Road

P.O. Box 400129

Charlottesville, VA 22904


My working day may not be your working day. Please respond during your working day.

Bailey, Jody Elizabeth

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Aug 26, 2024, 1:45:37 PM8/26/24
to e...@ndltd.org

We also have a custom ETD platform, which was built using open-source Samvera/Hyrax software. I think you are also using this software at UVA, Sherry – is that right? You may want to review our instructional videos that help users who have questions about the functionality of the repository. The first one on that page walks users through the submission process and is just shy of 11 minutes, so not very long.

 

HTH,

 

Jody

 

Jody Bailey, MA, MLIS (she, her)

Head, Scholarly Communications Office

Emory University

jody....@emory.edu

Schedule a meeting with me

https://orcid.org/0000-0002-4226-4173

I sometimes work flexibly and send emails outside normal office hours. 

No need to respond to my emails outside yours.

 

 

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Subject: [External] [etd] Digest for e...@ndltd.org - 1 update in 1 topic


Hello,
 
I would love to hear about how you get theses and dissertations in your
local institutional repositories. We do not submit to Proquest, only to our
repository.
 
We have a home-grown system that creates student accounts when we get an
"OK" that they have successfully "defended" (OK = an automatic process for
receiving student information and creating a repository record). The
student gets an email letting them know a record has been created, logs in
with their campus ID and then fills out metadata forms, uploads their PDF
and then submits.
 
This is all self-deposit, little to no interaction with my repository team.
 
I would love to hear your ETD deposit workflows.
 
Thanks,
 

*Sherry Lake *| Scholarly Repository Librarian
<https://www.library.virginia.edu/staff/sah> | LinkedIn
<https://www.linkedin.com/in/shlakeuva> | ORCID: 0000-0002-5660-2970
<http://orcid.org/0000-0002-5660-2970> |“Keeper of the Dataverse"
 
University of Virginia Library <http://library.virginia.edu>


 
Scholarly Communication Services
 
434-924-6730
 
160 McCormick Road
 
P.O. Box 400129
 
Charlottesville, VA 22904
 
 

*My working day may not be your working day. Please respond during your
working day.*

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Read, Max

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Aug 27, 2024, 2:24:32 PM8/27/24
to Sherry Lake, ETD

Hi Sherry,

 

Our repository, cIRcle, is DSpace. Students obtain approval from their committees for their final thesis and submit that approval to the thesis section in the grad school. They create a cIRcle account and deposit their theses, which are then routed back to us (thesis section) for review. We tell them if changes/corrections are needed (including to the metadata), and when that’s done, approve the thesis for deposit. Then it goes to the cIRcle staff who do a final check of the metadata and archive the thesis in cIRcle.

 

Instructions for students are here:

https://wiki.ubc.ca/Library:Circle/Submitting_Theses_and_Dissertations_to_cIRcle

 

Best wishes,

 

Max

 

Max Read 
Associate Director, Student Academic Services
Graduate and Postdoctoral Studies | Office of the Dean and Vice-Provost
The University of British Columbia | Vancouver Campus
170-6371 Crescent Road | Vancouver BC | V6T 1Z2 Canada
Phone 604 822 0283
max....@ubc.ca | http://www.grad.ubc.ca

 

From: Sherry Lake <shla...@gmail.com>
Sent: Friday, August 23, 2024 10:57 AM
To: ETD <e...@ndltd.org>
Subject: [etd] Workflows for ETD submissions to Institutional Repositories

 

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Laura Patzschke

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Aug 27, 2024, 2:40:03 PM8/27/24
to Sherry Lake, ETD
Hello Sherry,

We use an OnBase form for the submission, approvals, and communications.  Our repository, CurateND, is hosted by Figshare.  Here is a brief overview of our submission process at Notre Dame: 

Once they have successfully defended, the student creates the initial submission of the Electronic Dissertation and Thesis Form in OnBase providing required metadata and a PDF of their Dissertation or Thesis document.

Research Directors are then, via e-mail, asked to approve or request changes to the students' submission.  If changes are requested by the research director, the student receives an email asking them to make changes and re-submit.  Upon approval, theGraduate School and the student are informed of the research director's approval.

Next, the Graduate School reviews the metadata and PDF for any formatting errors and either approves the submission or sends it back to the student for corrections.  If approved it goes to the catalogers in our library.

The catalogers create a library record and either approve it or send it back to Grad School for review if any errors are noticed.

Once the catalogers approve it, then it finalizes and the publish API is called in FigShare

Throughout the process the FigShare API is called passing metadata from OnBase to FigShare which creates the private article.  Prior to going to the catalogers, the attached Dissertation or Thesis as well as support documents are uploaded into the article in FigShare.


Best,
Laura Patzschke



--
Laura Patzschke
__________________________________________
Senior Academic Services Coordinator 
The Graduate School
117 Bond Hall
Notre Dame, IN 46556

John Fudrow

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Aug 27, 2024, 3:12:46 PM8/27/24
to ETD, Sherry Lake
Sherry,

At the University of Pittsburgh, we utilize our institutional repository, D-Scholarship@Pitt, for the submission, formatting review, and subsequent approval. We currently use Eprints as the platform, but are transitioning to Hyku for Consortia this year.  The students use their university account to authenticate with the IR, via Shibboleth, and self-submit the metadata and files.

 Each school maintains a dissertation/thesis defense form, that each committee member signs and then is delivered to the graduate school.  The students are then responsible for formatting their documents and each graduate school selects at least one staff member to perform the formatting review and approval using the IR.  Those staff members are also in charge of tracking any milestones for graduation. 

After the ETDs are approved, ProQuest harvests new ETDs on a monthly basis via a saved search from our IR.  Our library department only manages the platform and doesn't intervene in the approval process.  I am in charge of ETD Support and assist with formatting needs, plus I am the coordinator of a campus-wide ETD Process Group, which decides on policy changes and assesses the workflows.

Sincerely,
John Fudrow
Repository Librarian
University Library System
University of Pittsburgh

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