From byandell@facstaff.wisc.edu Tue Dec 15 16:59:14 1998 Date: Tue, 15 Dec 1998 17:00:17 -0600 From: "Brian S. Yandell" To: yandell@cs.wisc.edu Subject: etd notes ETD COMMITTEE MEETING 9 DECEMBER 1998 PRESENT: Cleo Kiergaard-Sorenson, Lou Pitschmann, Peter Gorman, Deiter Zeppenfeld, Maggie Brandenburg, Mike Farmer, Brian Yandell, Henry Cuthbert, Judith Kornblatt, Bill Heiss, Jeane Boston ABSENT: Rick Nordheim, Nolan Pope, Ken Frasier PLANNING MEETING In our last meeting with Bill Savage, it became clear that UW and UMI have similar plans and concerns over electronic dissertations. One consideration is the possible use of UMI as a repository for UW dissertations. CURRENT COSTS: Lou presented a table of current costs for microfilming and submitting dissertations to UMI. Current workflow: * Dissertation deposited at Memorial Library * Filmed at UW. Sent to UMI in lots. From deposit at UW to shipping to UMI: 3.5 months * After UMI approval, UW binds the dissertation Current costs: * Labor and supplies: $29.35/dissertation * Student pays $25 * Shipping costs of film: $30/lot [~20 lots/year] * Binding costs: avg. $5.50/dissertation * Staff cost: $1.00 1 month to bind. Then sent to catalog dept. Student costs: * $65 $45 to UMI (rising to $55) $20 to library (for filming--needs to rise to $30) $6-7/dissertation (binding, shipping to UMI will not change) ELIMINATION OF UW MICROFILMING Recyclable paper discount from UMI UMI will pay shipping costs Cleo presented a handout of shipping costs from major parcel carriers If we ship at the end of the degree period, we have to deal with storage, and packing costs. (CD-ROM, pdf, etc.) In general, all are in favor of eliminating UW microfilming. LEGAL ISSUES: The language of the UW-UMI agreement must be reviewed carefully. Currently, there are a number of phrases that need clarification. Need to add a termination of agreement clause. Specify "access" in contract language TRANSITIONAL PLAN PROPOSAL For the next 2 years, UW will continue to accept paper dissertations. Students may submit electronic copies to UMI, but a paper copy must remain at UW.Issue of additional cost to student was raised. Options for getting paper copy in Memorial Library: 1. Student submit 2 paper copies to Library. (One for archive, one to UMI) 2. Submit 1 copy to UMI. UMI then returns copy to UW. 3. Submit 1 copy to UMI. UW buys bound copy from UMI. Lou will look into the costs of such arrangements for next meeting. FOR NEXT MEETING: * Clarify cost issues-Cleo and Lou * Modify contract between UW and UMI- Henry * Draft proposal- Brian will circulate via email prior to meeting * Draft protocols * Vote on proposal in February * Additional review of UMI contract