Professional Documents
Culture Documents
Objectives:
• Allow graduate students to submit the final version of their thesis
electronically using D-Space software.
• Make UVic theses immediately accessible to the public through the World
Wide Web.
• Evaluate the costs and benefits involved in electronic theses submission.
• Evaluate the technical issues of electronic formats, storage and
preservation; intellectual property issues and digital multi-media.
• Experiment with D-Space software to store the ETDs.
Purpose:
• Currently UVic theses are produced electronically using some type of
word processing software, then printed. Over the last few years, the UVic
Libraries have been running out of space to store printed bound theses.
At the same time there has been an increased demand for access to UVic
theses from outside the UVic community.
• The ETD Pilot Project will demonstrate how UVic theses can be
immediately accessible via the Web and decrease demand for space by
using electronic submission.
Scope:
• The scope of the project will include 3 or 4 different faculties with graduate
students who plan to defend their thesis by Dec. 2005
• The project will include theses with plain text, images, scientific notation
and data in order to experiment with various digital formats.
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• The project will include theses created in MS Word and LaTex.
• The number of students participating in the project will depend on the
number of willing students and faculties to participate. It is hoped to have
between 8 and 20 grad students participate.
Deliverables:
• Between 8 and 20 electronic theses in PDF format stored on a UVic
server using D-Space software.
• Customized D-Space software for uploading and searching for theses.
• Projected cost of moving to electronic submission of theses
• Development of Theses Guidelines for electronic submission of theses.
• Thesis template for both MS Word and LaTex.
• Development and distribution of a Pilot Project results report.
Priority:
• The ETD Pilot Project will give graduate students an opportunity to learn
skills in e-publishing and self-publishing.
Key Stakeholders:
• UVic graduate students
• Faculty members of the Faculty of Graduate Studies
• Graduate faculty advisors
• Faculty of Graduate Studies
• UVic Libraries
• Graduate Admissions and Records Office
• Registrar
• V-P Academic
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• V-P Research
• Graduate Secretaries
• Computing Services
• ETD Project Management Team
Budget Resources:
• Participants will contribute time, expertise and equipment.
• Hours will be logged in order to project costs for ongoing electronic theses
submission.
• Project Manager’s time (LIBR)
• D-Space Programmer’s time (LIBR)
• Thesis template design – one summer student (COUS)
• Thesis Guidelines revision (GARO)
• Project website design (LIBR)
Project Plan
• Jan. 2005
o Project Manager named and Project Charter signed off
o Establishment of the Project Management Team
• Feb. 2005
o Establishment of Work Breakdown Structure (task groups) with
named Task Group leaders
o Communication strategy developed.
• Faculties and grad students informed and invited to
participate
o Work plans for Task groups developed
• Mar./Apr. 2005
o Electronic submission guidelines and workflow developed
o D-Space customization beginning for theses input
o MS Word thesis template final version
o PDF file format and conversion developed
o Identify and develop training sessions for ETDs
• May 2005
o Electronic submission guidelines finalized
o Workflow finalized
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o First ETD submitted, evaluation of process and guidelines
• June/July 2005
o Develop LaTex thesis template
o D-Space customization continuing
o Website developed for ETD Pilot Project to communicate project
and progress to the campus
• Aug/Sept. 2005
o First harvest of metadata by Library and Archives Canada using
OAI-PMH.
• Oct./Nov. 2005
o Work on converting metadata to Marc records for display in UVic
catalogue.
o Obtain feedback from participants in the ETD Pilot Project.
o Write final results report on ETD Pilot Project
• Dec. 2005
o Send ETD Pilot Project results report to the V-P Academic and V-P
Research.
o Send ETD Pilot Project results report to Dean’s Council, the
Research Advisory Committee and the Faculty of Graduate
Studies.
Risk Management
• Clear and timely communication strategy
• Personal invitation to potential faculty and grad students
• Hire extra expertise if necessary
• Hire extra personnel
Completion criteria
• Between 8 to 20 electronic theses in the Institutional Repository
• D-Space functionally working with functional search interface
• LAC able to harvest our metadata from our Institutional Repository
• Theses submission guidelines fully revised for electronic submission.
• ETD Website where grad students find all necessary information for thesis
writing, oral examination and submission.
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Approvals:
__________________________________ _____________________
University Librarian Date
__________________________________ _____________________
Dean of Graduate Studies Date
__________________________________ _____________________
Director of Graduate Admissions Date
and Records
__________________________________ _____________________
Project Manager Date