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--- electronic_dissertations_workflow [2012/04/26 15:15]
kdion
+++ electronic_dissertations_workflow [2012/10/18 17:53]
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 === Overview ===
-Three times a year (for February, May, September), the Office of Degree Requirements in the Graduate School of UMass receives dissertations submitted electronically for a Ph.D. or Ed.D. degree. Graduate students do an online submission of their works to ProQuest, which then gives the Graduate School access to the back end of this submission system so that each submitted title can be reviewed. Once the Grad School gives the go-ahead to publish, ProQuest FTPs a copy of each dissertation to one of the UMass Library web servers. The company also adds World Wide Web links to each dissertation title contained in the Dissertations series of the ScholarWorks@UMassAmherst digital repository.  These are external links to the ProQuest Theses and Dissertations database and only users who have an UMass Amherst OIT NetID account can access the full text PDF files in this database.  However, dissertation titles which are designated Open Access by the authors are uploaded to the Open Access Dissertations series on ScholarWorks.  The full text of these dissertations will be openly accessible to both UMass and non-UMass users. For more information, see [[Dissertations and Theses Overview]] in this wiki.
+Three times a year (for February, May, September), the Office of Degree Requirements in the Graduate School of UMass receives dissertations submitted for a Ph.D. or Ed.D. degree. Graduate students do an online submission of their works to ProQuest, which then gives the Graduate School access to the back end of this submission system so that each submitted title can be reviewed. Once the Grad School gives the go-ahead to publish, ProQuest FTPs a copy of each dissertation to one of the UMass Library web servers. The company also adds World Wide Web links to each dissertation title contained in the Dissertations series of the ScholarWorks@UMassAmherst digital repository.  These are external links to the ProQuest Theses and Dissertations database and only users who have an UMass Amherst OIT NetID account can access the full text PDF files in this database.  However, dissertation titles which are designated Open Access by the authors are uploaded to the Open Access Dissertations series on ScholarWorks.  The full text of these dissertations will be openly accessible to both UMass and non-UMass users. For more information, see [[Dissertations and Theses Overview]] in this wiki.
-Each dissertation author has the option of embargoing, or limiting public access to, their works. The Bepress Digital Commons system, which powers the ScholarWorks Digital Repository, will automatically handle embargoes and access restrictions that students decide to place on their works.  If an open access dissertation has an embargo placed on it, a note will appear on the title's citation page on ScholarWorks indicating when it will be available for full text download.  If it is a campus access dissertation, the download page contains a note that the work is currently unavailable for purchase at the request of the author, with no release date given. Embargoes are typically for six months but note that the terms are counted from the date they are received by ProQuest, not when they are received by the Graduate Office. Also ProQuest typically uploads files on or around the 15th of each month, so there may be a delay before the titles become available on Scholarworks. At times a title does not appear on ProQuest at all. Such missing works should be searched for on Scholarworks periodically for up to a year before checking with the Graduate Office and/or ProQuest.
+Each dissertation author has the option of embargoing, or limiting public access to, their works. The BePress Digital Commons system, which powers the ScholarWorks Digital Repository, will automatically handle embargoes and access restrictions that students decide to place on their works.  If an open access dissertation has an embargo placed on it, a note will appear on the title's citation page on ScholarWorks indicating when it will be available for full text download.  If it is a campus access dissertation, the download page contains a note that the work is currently unavailable for purchase at the request of the author, with no release date given. Embargoes are typically for six months but note that the terms are counted from the date they are received by ProQuest, not when they are received by the Graduate Office. Also ProQuest typically uploads files on or around the 15th of each month, so there may be a delay before the titles become available on Scholarworks. At times a title does not appear on ProQuest at all. Such missing works should be searched for on Scholarworks periodically for up to a year before checking with the Graduate Office and/or ProQuest.
-The Graduate Office no longer sends a binder containing paper dissertation signature pages to the UMass Library’s Thesis Cataloger since the practice of requiring print copies was discontinued in 2010, but an emailed Excel spreadsheet containing information for each author is still sent to the Cataloger. It is the Cataloger’s responsibility to implement and keep track of each step required to make these dissertations available to the public, including and not limited to creating catalog records in Connexion, creating temporary bibliographic records in ALEPH and uploading the finished bib records into OCLC’s database and the library’s own OPAC.
+The Graduate Office no longer sends a binder containing paper dissertation signature pages to the UMass Library’s Thesis Cataloger since the practice of requiring print copies was discontinued in 2010, but an emailed Excel spreadsheet containing information for each author is still sent to the Cataloger. It is this Cataloger’s responsibility to implement and keep track of each step required to make these dissertations available to the public, including and not limited to creating catalog records in Connexion, creating temporary bibliographic records in ALEPH and uploading the finished bib records into OCLC’s database and the library’s own OPAC.
 === Procedures ===
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 ) The dissertations are automatically assigned to their appropriate ir_series (academic program) collection in [[http://scholarworks.umass.edu/|Scholarworks]] but should be spot-checked occasionally. See related instructions at [[Adding Dissertations and Theses to ScholarWorks Collections]].
 Make sure the Excel spreadsheet have had their categories checked off where appropriate for each author.
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   * **Dealing With Attached Files**
-On occasion, an electronically submitted dissertation will be accompanied by attached files, most notably .avi (movie) files. These are to be noted in a 500 field of the cataloging bibliographic record in the following format:
+On occasion, an electronically submitted dissertation will be accompanied by attached files, most notably .avi (movie) or PDF files. These are to be noted in a 500 field of the cataloging bibliographic record in the following format:
 Accompanied by [number of] [type of file(s)] which are accessible through the same online resource.
 (Example: Accompanied by two .avi files which are accessible through the same online resource. )
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-  * **Errors in ScholarWorks**
-If there are typos in an author's name or in a title which are severe enough to impede a search for the work, these typos can and should be corrected. Since the works live at ProQuest (which provides the links to each title added to Scholarworks), the library's metadata cataloger must submit any corrections needed to ProQuest and have them make the fix(es). For open access titles, the errors will need to be fixed by Proquest in the Dissertation series AND by the metadata cataloger in the Open Access Dissertation series.
 --//[[kdion@library.umass.edu|Primary contact: Kay Dion]]//