Transforming Print to Electronic Theses and Dissertations

Abstract

Objective: In response to a changing environment, the library collaborated with The Graduate School (TGS) to transition from print to electronic theses and dissertations (ETD). Since graduate students are writing their thesis and dissertations on a computer, the library initiated the electronic submission to provide long-term archiving of ETDs. This paper discusses new submission processes, including successful strategies and lessons learned. Methods: The University’s existing institutional repository is the new host for ETDs allowing students to upload their final thesis or dissertation into the repository. TGS worked with ProQuest to create an online ETD administrator for students. An ETD Microsoft Word template was designed and programmed by the library according to Graduate School specifications and approved by TGS administrators. TGS dissertation and thesis preparation manual was updated to reflect new formatting and template requirements and a second alternative template was developed for student use. To introduce the new process and workflow to PhD program directors, librarians attended TGS Council meeting. A Graduate School LibGuide for TGS was amended to provide instruction on the new ETD standards and process including the need for additional face-to-face instruction on ETDs. The Library developed an ETD bootcamp for the new process. Results: After reviewing the initial submission process, the library partnered with ProQuest to simplify their procedures. The library worked with ProQuest to create a Sword protocol for automatic deposits of metadata and PDF files to the repository. Students no longer deposit their final thesis or dissertation into the repository but only to ProQuest eliminating a step in the submission process. Conclusions: Collaborating with our university's Graduate School created a unique partnership that resulted in new library ETD services for graduate students. Future work with ETDs will focus on retrospectively digitizing the library’s print dissertations.