Deployment of ETDs briefing session

For postgraduate taught administrators

Tue 23rd/Thu 25th February, 2010Phil Butler, Scott Taylor

Why are you here?

PGT briefing session - summary

• handout– top 20 facts on postgraduate taught electronic dissertations– 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

PGT briefing session - summary

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

common administrator scenarios• what’s next and questions

PGT briefing session - summary

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

common administrator scenarios• what’s next and questions

PGT 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 PGT 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

• Masters level ETD – examination (first submission)

• Masters level ETD – corrected (re-submission)

... 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

EMAILstudent notified ETD submission

window open

ETD submission – scenario I

... student submitting EXAMINE version

(first – submission)

ETD stored, preserved and

secured

STUDENTdeposits ETD

STUDENTsubmits

print dissertation

STUDENT prints and

binds dissertation

STUDENT downloads cover page

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 EXAMINE version (approved to be made open access)

STUDENTsubmits notification

of submission

STUDENTprepares ETD

ADMINISTRATORcreates ETD submission

window

EMAILstudent notified ETD submission

window open

ETD submission – scenario II

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

ETD stored, preserved and

secured

STUDENTdeposits ETD

STUDENTsubmits

print dissertation

STUDENT prints and

binds dissertation

STUDENT downloads cover page

ETD submission – scenario II

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

ADMINISTRATORacknowledges receipt of

ETD submission

ADMINISTRATORaccepts print and ETD

submission

ETD submission – scenario II

... student submitting EXAMINE 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 EXAMINE 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 FAILS examine and given option to re-submit

STUDENT prepares ETD ,deposits ETD,

downloads cover -page , prints and binds ,

submits print

ADMINISTRATORcreates ETD submission

window

STUDENTsubmits notification

of submission

EMAILstudent notified ETD submission

window open

ETD submission – scenario III

... student FAILS examine and given option to re-submit

ADMINISTRATORacknowledges receipt of

ETD submission

ADMINISTRATORaccepts print and ETD

submission

ETD submission – scenario III

... student FAILS examine and given option to re-submit

STUDENT/EXAMINERnotifies

ADMINISTRATOR

EXAMINATIONFAIL with re-submit

ETD submission – scenario III

... student FAILS examine and given option to re-submit

ADMINISTRATORcreates ETD re-submission

window

STUDENTsubmits notification

of submission

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• identify Masters-level student guinea-pigs• confirm formal training in March to start late March/April• final check-point for 2009/2010 opt-out probably end of

May (to be confirmed by GAG/GEG)• once trained we become second-line support and

monitoring

Questions?

1. What flexibility exists around the PGT submission deadline?

2. How many students/windows to batch process?

3. Role of Campus Solutions data?