National Collaboration and Dissemination:The development of an e-theses based institutional toolkit

as part of the JISC funded ‘EThOS’ Project

ETD2005…evolution through discovery 28th September 2005

Richard Milne

Andrew Penman

‘EThOS’ is…

• Funded by the Joint Information Systems Committee (JISC) and participating institutions:

www.jisc.ac.uk/index.cfm?name=project_ethos

• Part of the JISC Digital Repositories Programme:

www.jisc.ac.uk/index.cfm?name=programme_digital_repositories

• Funded from 1st January 2005 until 30th June 2006

‘EThOS’ is also…

• Improving research theses access to those who need it

• Improving post graduate research knowledge transfer to students

• Creating a one stop electronic shop for all UK Theses

• Promoting UK Higher Education post graduate research to the world

• Contributing to the global knowledge pool

‘EThOS’ Project Consortium Members

• The University of Glasgow (Lead Institution)

• The British Library• Cranfield University• The National Library of Wales• The Robert Gordon University• SHERPA (Consortium led by the

University of Nottingham)• The University of Birmingham• The University of Edinburgh• The University of Southampton• The University of Warwick

‘EThOS’ Workpackages:

EThOS is a multi-faceted project requiring a variety of methodologies across its eight workpackages:

1. Project Management - University of Glasgow  

2. Building of British Library-based central host with single search interface - British Library  

3. Building of interfaces to harvest data from institutional hosts - Cranfield University  

4. Implementation of a pilot programme of retrospective and current digitisation - British Library 

5. Development and integration of rights and permission procedures - University of Edinburgh

6. Production of a start-up e-theses toolkit for institutions - The Robert Gordon University  

7. Development of business models for long term sustainability - University of Glasgow and the British Library  

8. Dissemination and advocacy programme - University of Birmingham & University of Warwick

Workpackage 6: Objective

To support the set-up of an e-theses system within an individual institution and its integration within the UK-wide online service

The toolkit will include recommendations, guidelines and, when necessary, minimum requirements for the following:

• Hardware for storage and delivery• Software (DSpace, EPrints, others) including staff time / skills level• Metadata• Standards for linking with central host• Digitisation• Workflows for processes within the institution and for deposit in central host,

including business models• Advocacy, including culture change and the updating of institutional regulations• Procedures for IPR, royalties and permissions• Preservation• Advice on training authors in creation of e-theses• Support network (mentoring institutions, useful contacts etc.)• recommendations for sustainable support and development of the toolkit

Toolkit…Issues addressed

• Collaboration amongst WPs– Multi-faceted approach– Communication– Timing and submission of content

• UK-wide Approach– Common use of standards and compliancy– Unified progression

• Support– Free to access– 5 year guaranteed maintenance

Toolkit…Aims

• End user focused

– Informative without being overbearing

– Logical and progressive structure

– Intuitive

– Ease of access (no log in, registration or fee)

• Web based provision

– Accessibility (Use of CSS for visually impaired etc…)

– 24/7 and remote access

– Up-to-date information for latest technologies and methods

Toolkit…Structure

• Cross-functional Flowchart model– Identify individual roles– Identify skills & personnel required

• Layered approach– Overall model

• 5 main ‘Phase’ models– Phase Sub-content

• Sub Section - Software Toolkit– Recommended software– Links and downloads– Installation guidance

Phase 1: Culture Change

• Information for individual target groups within the institution:

– Value

– Benefits

– Usage statistics

– Success Stories

Initial Stage aims to create awareness and allow for structured reasoning:

Creation of a collaborative push conducive to change…

Phase 2: Business Requirements

• Business Case– Risk Analysis– Budgets– Workflows– Resources

• Legal Requirements– IPR & Digitisation– Author recommendations– End user IPR recommendations

• Admin– Regulations– Procedural workflows

Phase 3: Technical Implementation

• ‘Path’ Choice– All content to British Library– Metadata only to BL– Combined solution (Stored local & BL)

• Repository Work– Hardware selection– Software selection– Software installation

• Content– Acquiring– Assigning Metadata– Submitting

• Storage & Preservation

Phase 4: Training and Guidance

• Staff Training & Guidance

– Training materials

– Workshops

• Student Training & Guidance

– e-theses creation

– Training materials

– Workshops

– Resource location

Phase 5: Advancement and Advocacy

Provide on-going awareness and

continued interest in the area:

• Publicise benefits

– Journals

– Articles

– Press releases

– Papers etc…

• Promote good practice

– Award winning e-theses

‘EThOS’ Project Outcomes

• Enable users to locate all UK theses via one single web interface - dramatically increase visibility

• A one-stop-shop approach to accessing and viewing theses will reinforce the ‘UK Thesis’ brand, thus giving greater exposure to the UK research output - of which theses are an essential part - both domestically and internationally.

• Greater exposure of research graduate work will minimise duplication of effort and maximise cross-fertilisation between research programmes both domestically and internationally.

• The production of electronic theses will lead to higher quality and more sophisticated graduate research work both because of the promise of greater visibility and the possibility of using a wider range of media.

• Electronic access to theses will make it considerably easier for research and teaching staff to incorporate their use in teaching programmes targeted at both campus-based and distance-learning undergraduate and postgraduate students.

• Ease of access will be a great incentive for both students and researchers to use theses which they would not have otherwise chosen to consult because of the time and effort it would have necessitated.

• Greater visibility of graduate research work via both institutional and UK-wide web interfaces will be an excellent means for UK universities to showcase their research output and promote their institutional brands both at home and abroad.

Further information on ‘EThOS’ WP6…

Andrew Penman Richard Milne Susan Copeland

a.penman@rgu.ac.uk r.milne@rgu.ac.uk s.copeland@rgu.ac.uk

EThOS website:

www.ethos.ac.uk

JISC website:

www.jisc.ac.uk

RGU ‘Electronic Theses’ Project

www.rgu.ac.uk/library_edocs/e-theses.htm