Deployment of ETDs briefing session

For postgraduate research administrators

Thu 18th Feb/Tue 2nd Mar, 2010Phil Butler, Scott Taylor

Why are you here?

PGR briefing session - summary

• handout– top 20 facts on postgraduate research electronic theses– glossary of terms, phrases and concepts– example workflows– example screenshots

• demonstrate a student ETD submission• describe key concepts and take you through

common administrator scenarios• what’s next and questions

PGR briefing session - summary

• handout• demonstrate a student ETD submission• describe key concepts and take you through

common administrator scenarios• what’s next and questions

PGR briefing session - summary

• handout• demonstrate a student ETD submission• describe key concepts and take you through

common administrator scenarios• what’s next and questions

PGR briefing session - summary

• handout• demonstrate a student ETD submission• describe key concepts and take you through

common administrator scenarios• what’s next and questions

An example PGR student ETD submission ...

Managing ETD submissionsconcepts and scenarios

ETD submissions - concepts

• balance flexible and fixed workflows• transparent to student and administrator• point of submission is preserved

leads us to ... ETD submission windows

ETD submission windows

• required for student to submit ETD

• types of window• states of a window

... a gateway by which ETD submissions occur and are managed

ETD submission window types

• Doctoral level ETD – examination (first submission)

• Doctoral level ETD – examination (re-submission)

• Doctoral level ETD – final• Doctoral level ETD – final

MPhil (re-classification)

... determine the properties of a submission

ETD submission window states

• Pending• Awaiting submission• Expired• Cancelled• Deposited• Acknowledged• Rejected• Sent to library• Processed by library

... determine what can be done with a submission

ETD submission – scenario I

... student submitting EXAMINE version

(first – submission)

STUDENTsubmits notification

of submission

STUDENTprepares ETD

ADMINISTRATORcreates ETD submission

window

ETD submission – scenario I

... student submitting EXAMINE version

(first – submission) ETD stored, preserved and

secured

STUDENTdeposits ETD

STUDENTsubmits

print thesis

STUDENT prints and

binds thesis

ETD submission – scenario I

... student submitting EXAMINE version

(first – submission)

ADMINISTRATORacknowledges receipt of

ETD submission

ADMINISTRATORaccepts print and ETD

submission

ETD submission – scenario II

... student submitting FINAL version (approved to be made open access)

STUDENT/SUPERVISOR

notifies examination complete

STUDENTprepares final/corrected ETD

ADMINISTRATORcreates ETD submission

window

ETD submission – scenario II

... student submitting FINAL version (approved to be made open access)

ETD stored, preserved and

secured

STUDENTdeposits ETD

STUDENTsubmits

print thesis

STUDENT prints and

binds thesis

ETD submission – scenario II

... student submitting FINAL version (approved to be made open access)

ADMINISTRATORacknowledges receipt of

ETD submission

ADMINISTRATORaccepts print and ETD

submission

ETD submission – scenario II

... student submitting FINAL version (approved to be made open access)

Is ETD submission restricted

Is student declaration

cleared

Is ETD submission final

version

ADMINISTRATORsends ETD submission to

library

ETD submission – scenario II

... student submitting FINAL version (approved to be made open access)

ETD stored, preserved and

secured

LIBRARIANchecks ETD and

sets as open access

ETD made available for display and download on

public websites

ETD submission – scenario III

... student misses ETD submission window deadline

STUDENTsubmits notification

of submission

STUDENTmisses deadline

ADMINISTRATORcreates ETD submission

window

ETD submission – scenario III

... student misses ETD submission window deadline

ADMINISTRATORaccepts request for another submission

ETD submission window set as EXPIRED

STUDENTnotifies

ADMINISTRATOR

What’s next?

You• review these materials• discuss with colleagues/managers how you will embed

management of ETD submissions into your local practices• identify in your offices who will need formal trainingUs• continue hand-holding students• confirm formal training in March to start late March/April• once trained we become second-line support and

monitoring

Questions?

1. Administrator privileges?

2. Role of Campus Solutions data?

3. How many students/windows to batch process?