QSpace Queens Research Learning Repository Sam Kalb Scholarly
QSpace Queen’s Research & Learning Repository Sam Kalb Scholarly Communication Services Coordinator
Outline Ø Scholarly Communications Web Site Ø Ø Ø QSpace Promotional Kit QSpace Basics Staff Changes in Managing QSpace Electronic Theses & Dissertations Service
Scholarly Communications Web Site: Home » Library Services » Scholarly Communications
QSpace Basics Ø Ø Uses customized DSpace software (most commonly used open source repository software) Production system started 2006 with business plan and successful grant application to VP Academic Runs on dedicated Solaris (Unix) server + smaller test server 5, 500+ titles � Major collections: ETDs (2, 207), 18 th cent. British pamphlets (2, 204), Biology undergrad theses (373), Canada Millennium Scholarship Foundation. Research Collection (198)
QSpace Structure Communities Subcommunities (optional) Collections Items (metadata) File 1 File 2 Items (metadata) File Collections To deposit in a collection, a user or group of users must be assigned to the collection by the collection’s administrator
Staff – General Coordination Ø Coordinator (. 2 fte) � Coordinate Queen’s participation in International Open Access Week with Planning Group � Establish new communities and collections as required; assign administrator/submitter permissions. Community admins can assign submitter permissions, create collections, edit contents, etc. � Advise faculty on available options and potential benefits � Liaise with QSpace Tech Support and partners to plan upgrades and enhancements, community and collection configurations, trouble shoot, etc. � Continue to document QSpace services and DSpace developments on the web site � Explore possible collaborative initiatives on provincial and national level
Tech Support Ø Ø QSpace has dedicated production and test servers owned by Library & maintained by ITS Dedicated Qspace programmer/analyst hired and managed by ITS (. 5 fte funded by Library) Programmer/analyst responsible for maintaining servers, software upgrades, configurations, custom programming and tech support of database ITS also supplies any additional expertise required for troubleshooting the network and for backup.
Changes in Managing QSpace Ø Ø In preparation for my retirement, have documented and posted procedures for routine management of the service on the Scholarly Communications web site. The GS Thesis Coordinator and Tech Support will be able to handle directly, operations that would previously have been channeled to the Coordinator. Managing QSpace http: //library. queensu. ca/node/8563
E-Theses Service Downloads Templates + Guides Prepares Thesis (optionally in QShare: web file sharing system) Converts to PDF Metadata export programs QSpac e Deposits thesis in QSpace ETD Collection Thesis Officer Reviews thesis format Asks student format revisions Accepts thesis Deposit completed Student receives notice of deposit Pro. Quest Metadata + thesis to Dissertations Online Library Catalogue Metadata with link to thesis Theses Canada Harvests metadata and thesis Search for theses Student Google Scholar & other search engines harvest metadata System generates link from thesis in ETD collection to a corresponding dept. thesis collection If student asked to embargo thesis, access to thesis blocked for up to 5 years but metadata is publicly available
ETDs @ Queen’s - Background Ø Ø Ø Library initiative, based on Queen’s DSpace repository platform (QSpace); working closely with School of Graduate Studies & Research Solicited project funding from VP Academic to customize DSpace for maximum ease of student authentication and submission Mandatory e-thesis submission since July 2007 (3 rd University in Canada) Continuous refinement of submission screens during 1 st year based on queries and feedback from students Ø Developed initial Word templates in 2008 Ø @ 480 theses and dissertations deposited annually Queen’s ETD Service has served as a model for many Canadian and some American schools starting ETD programs Ø
Staff – ETD Coordination Ø Coordinator (. 3 fte) Maintain close working relationship with Grad Studies (GS) regarding theses and dissertations, incl. policy and formatting changes, proposed changes to the ETD service, et al. � Maintain ETD resource site, develop new instructional materials and promote their availability to grad students via library grad liaisons and GS staff. � Advise graduate students on physical organization and formatting of theses, answer or refer questions appropriately � Maintain and support thesis templates (may move to Discovery Systems) � Liaise with Copyright Office to support grad student copyright queries � Investigate options for digitization and loading of retrospective thesis collection � Ø School of Graduate Studies � � Thesis Coordinator Additional support from the Dean, Associate Deans, etc.
Why ETD Templates? Ø Ø Ø Answering the same questions and resolving the same recurring problems one-by-one was very timeconsuming and frustrating for staff and students Most people do not use styles and other advanced word processing features Queen’s does not provide training for students on these advanced features Templates conform with Grad Studies formatting requirements Preparing templates is initially time consuming – but a good investment
ETD Template Features Ø Ø Ø Styles conform to the Queen’s School of Grad Studies thesis formatting requirements Macros automatically format headings, etc. Support only MS-Word (Windows, 2003, 2007, 2010) & (Mac, 2004 & 2011)
Categories of Templates Ø MS-Word Chapter Template: intended to allow students to work on each chapter as a separate file (if they wish). § Ø MS-Word Main Template: contains all of the elements required for a Queen’s thesis in correct order and format. § Ø Benefit: simple template with editing macros; allows student to keep thesis construction flexible and in relatively small manageable files. Benefit: ensures that student includes all required thesis elements, correctly formatted; contains macros to help with final compilation. La. Te. X Template: supplied and maintained by graduate students in the Queen’s School of Computing. § Benefit: provides sci-tech students with template in the system they use to compile their theses. Not supported by Library.
Template Instructional Materials Ø Web Site http: //www. queensu. ca/etheses/ �Guides to the Templates �Online Tutorials �Questions & Answers (searchable database)
Guides to the Templates Ø Ø Separate manuals for 2003 and 2007/2010 MS-Word templates Step by step fully-illustrated guides to all the key template functions: Step 1: Decide which Template you need Step 2: Downloading the templates Step 3: Read the Guidelines Step 4: Styles & Macros Step 5: What about saving my files? Step 6: OK, I'm ready to write! (i. e. working with the chapter templates) Step 7: Setting up the Front Matter Step 8: Assembling Chapters with the Front Matter Step 9: Creating Landscape Pages Step 10: Update the Table of Contents, List of Figures & Illustrations, and List of Plates � Appendix 1. Editing, Navigation, Formatting and Selecting Shortcuts � � � � � 2007/2010 Guide
Template Instructional Materials Ø Ø Ø Guides to the Templates Online Tutorials Questions & Answers (searchable database)
Online Tutorials Ø Ø Created using Adobe Captivate Follow the sequence of instructions in the Guide to the Templates Demonstrate the functions / features described in the Guide No tutorial is longer than 3 minutes; most are one minute or less Online Tutorials
Template Instructional Materials Ø Ø Ø Guides to the Templates Online Tutorials Questions & Answers (searchable knowledgebase)
Q & A Knowledgebase Ø Ø Ø Contains all of the questions submitted by grad students and the answers supplied since the service began in 2007 Our Web Development Librarian recommended Wordpress for its functionality and easy to use Essentially a blogging program, Wordpress provided me with the tools to both design the desired knowledgebase and host the ETD web site. http: //www. queensu. ca/etheses/
Browse Q & A Category
Phasing out ETD workshops Ø Ø As more instructional resources were added, attendance at ETD workshop diminished Focus moved to making students aware of the resources and their importance by: � asking Grad Liaison Librarian to incorporate this information into the resources workshop they offer in the Grad Studies Expanding Horizons Workshop Series � staff in Grad Studies, providing this information to students when they will be most receptive (after they have finished their course work)
Individual Instruction Ø Ø There will always be a few students each year who will have problems preparing their theses with or without the templates and instructional materials. These students will require individual support – in a few cases throughout the whole process of preparing their thesis.
Converting Your Files to PDF Ø Ø “A single PDF file of the finalized thesis or dissertation is required for submission. Each student is responsible for converting their own document to PDF format and verifying the PDF version for accuracy. The thesis must be printable. So, do not password protect the submitted PDF. Supplementary multimedia files may also be submitted with your PDF file. ” “Adobe Acrobat Pro is mounted on all of the Queen’s Library computers. You can convert your thesis directly from within the workstation’s copy of MS Word. Queen’s only supplies and supports PDF conversion via Adobe Acrobat. ”
Submitting your electronic thesis Ø Ø Ø The submission process is sufficiently simple that few students need more than the few line on the web page Instructions on each screen have been refined based on past experience There is also a step-by-step instruction sheet to walk the student through the whole submission process for those who need it. Guide to depositing your thesis in QSpace
Logging into QSpace Ø Automatic authentication of registered Queen’s grad students via LDAP + student information system
Minimize Data Entry Errors Ø System supplied student name and file type cannot be changed by student
Simple Thesis Embargo Feature Ø A student may restrict access to their thesis by simply ticking the box and indicating the reason on the 1 st submission screen. The embargo is automatically lifted after five years unless the student requests that it be lifted at an earlier date.
Student tracking information integrated with submission Student contact information stored separately from thesis record to generate optional print copies Added to thesis metadata record degree Master supervisor Joe Smith department Biology
Resources This Presentation: https: //qspace. library. queensu. ca/jspui/handle/1974/7064 Queen’s ETD Resource Page: http: //www. queensu. ca/etheses/ QSpace Repository: https: //qspace. library. queensu. ca/ QSpace Coordinator Email: qspace@queensu. ca Thesis Coordinator Email: thesis@queensu. ca
Thank You! Questions? Sam Kalb kalbs@queensu. ca
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