ETDS INITIATIVE IN FEDERAL UNIVERSITY OF TECHNOLOGY OWERRI

ETDS INITIATIVE IN FEDERAL UNIVERSITY OF TECHNOLOGY, OWERRI (FUTO): SUCCESSES, CHALLENGES, & PROSPECTS By Chinwe V. Anunobi Festus Aghagbo Nwako Library, Nnamdi Azikiwe University, Awka, Nigeria chiinobis@yahoo. com & Colette O. Onyebinama The Library, Federal University of Technology, Owerri, Nigeria ocoletteihuoma@yahoo. com 10/16/2021 Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

OUTLINE • • The University Library ETD Initiative Library Management Push University Decision ETD Implementation with Endnote Successes Challenges Future 10/16/2021 Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

THE UNIVERSITY LIBRARY Schools Agriculture FUTO Library Started services 1981 Provides Information Resources & serves as Institutional Repository Engineering Management Science Postgraduate In 1981 10/16/2021 Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011 Established

THE UNIVERSITY LIBRARY • Documents and Archives Unit houses Print Ø Undergraduate Projects; Ø Postgraduate theses/dissertations Ø Other indigenous resources • Challenged by: Ø Low visibility & accessibility; Ø Acquisition, Processing & Circulation problems 10/16/2021 Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

ETD INITIATIVE • Received ETD CDROM in 2005, (Procite application: Bibliographic) from AAU(University of Jos & OAU from Nigeria represented). • Library management motivation Overcome & Reap The issue of TDs mutilation especially those with high impact factor Delay in movement of TDs from the Postgraduate School to the Library; Print Challenges Preservation of aged TDs Increasing shelves demand for TDs storage as years go by 10/16/2021 Submission of incomplete sets of produced TDs to the Library Inaccessibili ty and low use as well as the nittygritty in shelving of TDs Enhanced availability, accessibility and distribution Reduced move Enhanced institutional visibility duplication of research reports ETD Benefits Reduced cost of production Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011 Versatility in production and use Advancing the participation in open access initiative Improved graduate education through adoption of technology in production of research reports Ease of storage, backup and preservation

LIBRARY MANAGEMENT PUSH … • Considered Issues involved in the ETD Technology Personnel FUTO Library ETD Issues Legal 10/16/2021 Production and Submission Policy Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

LIBRARY MANAGEMENT PUSH CONT… … TECHNOLOGY • Hardware: servers, workstations, storage media, printers, digital camera, scanners as well as CD/ DVD writers • Software: system & application Extensible Markup Language (XML), Standard Generalized Markup Language (SGML), and other database platforms like Procite, Dspace, Greenstone 10/16/2021 PRODUCTION AND SUBMISSION • Offline submission with CD • Online Submission • Hyperlinks • Hypermedia POLICY LEGAL PERSONNEL • Substitution of print submission with electronic( 1 electronic copy and 4 print copies) • Online submission to commence as soon as University intranet is ready • Library ICT Unit to help ensure standard during ETD production • Copyright not considered as problem with Print TD • Assumed to belong to University as part of requirement for award of degree • Library ICT staff • University ICT Directorate • School of Postgraduate Studies as go between faculty , students & library Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

LIBRARY MANAGEMENT PUSH CONT… • Library Presentation to the University Community 10/16/2021 University Senate: community Board of Members of Postgraduat e School: University e Board Proceedings of the Vice– 14 th International Symposium on and Electronic Theses and Librarian Cape Town, South Africa, 13 -17 September 2011 all the carried. Dissertations, Chancellor,

UNIVERSITY DECISION Other issues relating to University TD visibility and accessibility to be pursued Print copies & ETD to be archived as backup Access to ETD open to registered user of University Library 10/16/2021 Initial production & submission of TD to PGS for onward submission to Library Retrospective Digitization of Print TDs to be stored in Library server Copyright own by University to be indicated in TD verso page Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

ETD IMPLEMENTATION WITH ENDNOTE • 1 st set of ETD on CDROM submitted to library in 2006 • University presented the collated CDROM at DATAD policy meeting in Kenya in 2007. • FUTO library provided with Endnote(full text application software) in a training at Addis Ababa in 2008. • Endnote installed and put to use Sept. 2008 10/16/2021 Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

ETD IMPLEMENTATION WITH ENDNOTE CONT… • ETD Life cycle Preparation and Submission Access Provision 10/16/2021 ETD Life cycle in FUTO with Endnote Processing Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

ETD IMPLEMENTATION WITH ENDNOTE CONT… • Preparation and Submission Stage Students Carry out Research • Use resources in the Library including other TDS Research Report Produced Presentati on at PGS Final ETD Submission at University Library 10/16/2021 • Approved ETDs and print copies are batched to the University library • Students prepare their TDs using word processing software as well as other application , convert to PDF • ETDs are approved by Postgraduate School Board Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

ETD IMPLEMENTATION WITH ENDNOTE CONT… • Processing Digitally born TDs Server Endnote Retrospective digitization of Print TDs of 10/16/2021 Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

ETD IMPLEMENTATION WITH ENDNOTE CONT… ENDNOTE NEW REFERENCE PAGE • Endnote interfaces include • Bibliographic information • Full text attachment option • DOI ENDNOTE COMPILED REFERENCE • All reference in database • The author • Year of publication of theses/dissertations • Title of Dissertation etc ENDNOTE SEARCH RESULT • Bibliographic information • Abstract • Full text attachment 10/16/2021 Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

ETD IMPLEMENTATION WITH ENDNOTE CONT… • Access Provision Two Levels of Visibility and Access Provided Open Access Server with ETD on ENDNOTE Internet connection from DATAD Site 10/16/2021 Library Intranet with workstations Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

SUCCESSES v All theses and dissertations submissions from 2006 to date are electronic. v 50% of all print theses/dissertations digitized. v 272 ETDs have been batched to AAU for DATAD initiative and 420 are accessible from the University Library Intranet. v Benefits the major stakeholders : University, library, faculty and students / researchers. 10/16/2021 Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

SUCCESSES CONT… The University Faculty Students The University Library 10/16/2021 • Participating in global open access initiative • DATAD provides global visibility to the university • Promoting their research profile and creating avenue to unlock the indigenous information resources • Enhancing their digital technology skills • Easy Access to their students bibliographic and full text research reports • Research topics are tracked easily and duplication as well as plagiarism is minimized • Storage and preservation of supervised ETDs easier • Exposed to technology based model of ETDs that sensitise them on further technology adoption. • Increase and diverse use of ETD without restrictions • Easier for students to identify over-flogged research areas, gaps in research and recommendations upon which they could build their own research • Saves time due to multiple access • Search easier with title, author, subject, year of publication schools, keywords etc • , departments, Acquisition easier : Timely batching of ETD to library • Processing cost is highly reduced: No shelving, less staff time, no preparation of indexes, provision of index cards and cabinet • Overcome problems associated with issuing and return of TDs in addition to ‘mis-shelving’, theft, mutilation • Enhanced preservation • Improved services Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

CHALLENGES Technological Factors Legal Issues Absence of National Plan for ETD Consortium • No University wide access to Library ETD server. Intranet yet to be completed • No access to ETDs at DATAD site ; IP and technical problems • Difficulty in scanning and Endnote processing of special characters , program codes, graphs and charts • No form or legal agreement on students ceding copyright to university • Students still publish research reports as articles and books • Students use copyrighted materials & graphics without permission from owners • Not yet a National Database on ETD • Many universities yet to start ETD project while a few are at advanced stage Personnel and Users • Advance competencies needed for multimedia enhanced ETDs and hyperlink is yet to be developed • Many faculty skeptical about technology and future of ETDs Power and ICT Infrastructure • Inadequate power supply slow down ETDs life cycle. • Poor ICT maintenance culture and depending on contactors for such purpose Other Technical Issues 10/16/2021 • • • Damage of print TDs during digitization Poor scanning output ETD submission in application unknown to the library Distorted scanned symbols Loss of data during restoration in an event of technical breakdown Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

FUTURE Endnote will continue to be used for FUTO ETDs and other indigenous resources University to modify teaching, learning & research policy; ETD promotion strategychan ge of perception attitude Endnote expected to accommodate multimedia submissions FUTO ETD Future University full compliance with DATAD requirements Stakeholders training on: Use of multimedia resources and production of multimedia enabled ETDs; Use of Standard Generalized Markup language (SGML) and Hypertext Markup language (HTML); & submission process as well as ETDs use Online submission and university wide access through Intranet All print TDs digitized by 2013. 10/16/2021 Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011

Epilogue Traditional learning has metamorphosed to elearning. Traditional TDs migration to ETDs is inevitable. Nigerian University libraries should embrace it and utilize opportunities provided by AAU through DATAD initiative. Benchmark is keep moving Thank You Dr Chinwe 10/16/2021 Miss Colette Proceedings of the 14 th International Symposium on Electronic Theses and Dissertations, Cape Town, South Africa, 13 -17 September 2011