From yandell@stat.wisc.edu Wed Sep 16 12:51:08 1998 Date: Mon, 31 Aug 1998 22:40:44 -0500 (CDT) From: Brian Yandell To: Ken Frazier , Henry Cuthbert , Cleo Kiergaard-Sorenson , Lou Pitschmann , Nolan Pope , Brian Yandell Subject: Draft Model for Voluntary Submission of ETD Folks, Can you please give me any feedback by early next week so that I can incorporate it to distribute to the ETD Committee? Thanks! Brian ------------------------------------------------------------------- DRAFT MODEL Voluntary Submission Period for Electronic PhD Dissertation University of Wisconsin-Madison 1998-2000 BIG PICTURE Students during the Voluntary Period will submit both paper and electronic copies of their dissertation. The paper copy remains the "official publication" for the purposes of completing the degree, and is subject to current rules and guidelines. The additional electronic copy will be placed in the prototype ETD database. Students will have the option to allow no, limited (e.g. campus and/or delayed) or full access to their ETD. Electronic copies in Spring 1999 (and hopefully Fall 1998) would become part of the permanent library record unless the student wishes to withhold permission. A draft guideline for "Preparing your Doctoral Dissertation" is in place. Some progress has been made on the "Three D's". (See http://www.library.wisc.edu/projects/eds/ for originals and drafts.) The third guideline on "Risks and Benefits" (no draft yet) poses the concerns as we understand them today about publication and intellectual property. The fourth guideline (outline linked to "Preparing ..." on web) concerns technical aspects of web publishing; it is not clear how far to go with this. SEMESTER TIMETABLE Fall 1998: recruit small group (3-5) of PhD candidates mature and Internet savvy willing, cooperative advisor and committee use only PDF or SGML/HTML explore needs, snafus & guidelines technical: formats, preparation requirements logistical: deadlines, handoff of documents legal: concerns about publication draft guidelines Preparing your Doctoral Dissertation Deadlines, Defending, Depositing Risks and Benefits of ETD Special Electronic Guideline Spring 1999: recruit modest group (12-24) of PhD candidates willing, cooperative advisor and committee reasonably mature, word processor savvy use only PDF or SGML/HTML refine guidelines based on feedback from Fall grads (completion survey) GS staff (process survey) advisors (advising survey) limited training staff assist student in conversion to PDF or SGML work with GS staff on logistics not general help on web publishing document problem areas for future needs Summer 1999: prepare for open Voluntary Period in Fall finalize guidelines based on feedback from surveys prepare material for Fall publicity Fall 1999: open Voluntary Period mass mailing (email and paper) to advisors Spring 2000: assess ETD model decide on next phase VOLUNTARY PERIOD MODEL 1. Student and advisor are identified by self-selection or referral via ETD Committee member. 2. Student and advisor receive electronic guidelines (including "Risks and Benefits") and sign form agreeing to participate in Voluntary Period. This form would clearly delimit this as an additional, voluntary process separate from but parallel to the official submission. It may have a suggested timetable: electronic precheck 1 week before paper precheck special appointment for GS final review of both electronic deposit of dissertation pretest of printed copy from database completion of surveys 3. Electronic forms for deposit include options for a) no access b) open access c) access limited to UW-Madison (wisc.edu) d) access restricted until 1 year after submission e) combination of (d) and (b) or (c) Forms clearly state that access will not begin until 3-6 months after submission, even in open access. 4. Student may opt to NOT submit electronically due to whatever reason. However, deadlines will be enforced. No late submissions. 5. Student and advisor must complete surveys. [What can we offer as incentive? Waive UMI fee?] DOCUMENTING THE VOLUNTARY PERIOD The primary documentation will come from surveys and oral feedback on guidelines. Training staff should keep a log of comments (electronic or paper), although some comments may be anonymous if desired. In additions, GS and training staff should log hours spent on electronic advising. Electronic logs of time spent by students and GS staff on the electronic submission would be helpful. Access "hits" to dissertations with some access should be monitored. These should be separated by robots (search engines) vs. individuals and by geographic and/or domain (.edu vs. .com).