Roles, Responsibility and basic
workflow - ETD
Charl Roberts
[email protected]
Defining the tasks
 The Library cannot do this alone
 Can only work if each section clearly understand the
procedures
 Consider what the responsibilities will be for:
 The students
 Faculty
 Library
 Library / Central IT
 University Archives
Student Responsibilities
 Responsible for attending training
 Submit an electronic version on CD / DVD
 Submit in required file format (PDF)
 Must ensure that final e copy corresponds to final print copy
 Embargo information given correctly
 Pay any submission fees?
 Clear understanding of rules and requirements on ETD
publication
 Copyright
Faculty Responsibilities
 Ensures all documentation accompanying ETD is correct
 Information / training for supervisors
 Checks final e copy is the same as final print copy
 Delivering the ETD with print copy to University Archives
 Communication to students should there be a problems with
submitted ETD / rejected ETD
 Able to answer ETD questions from students and staff
 Continued communication with all other sections
University Archives Responsibilities
 Re-check Faculty delivered content – all documents, CD /
DVD
 Communicate any problems to faculty
 Forward content to Library
 Continued communication with all other sections
The Library
 Load ETD onto system
 Check / correct metadata
 Catalogue ETD and link to item on the ETD system
 Training for students and staff
 About ETD
 PDF conversion
 Copyright information
 Requirements
 Continued communication with all other sections
Library / Central IT
 Make access available to the software located on the NRF
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server
Network Traffic and Hardware
Software
Troubleshoot technical problems
Understand the workflow
Liaise with NRF on technical details
Work with NRF on
 Back up
 Possible migration
 Continued communication with all other sections
Sample workflow from Wits
Student submits to
Faculty final copy
Rejected Copies forwarded
to Faculty who contacts the
student
WWL –
Catalogued and
loaded onto
ETD system
Faculty sends
copies
to the University Archives
Archives keeps unbound copy,
send the digital and bound copy
to the Cullen Library (WCL)
WCL
sorts
copies,
sends it
on to WWL
(Wartenweiler Library)
Where to look for help when it
comes to workflow
 The ETD guide -
http://curric.dlib.vt.edu/wiki/index.php/ETD_Guide
 The ETHOS Toolkit – http://ethostoolkit.rgu.ac.uk/
 Contact other Universities for advice and suggestion
Recommendations
 Meet with all role players
 Make sure everybody is onboard from the beginning
 Arrange for an ETD coordinator at Faculty, Archives, Library
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and Registrar’s office
Ensure staff understands workflow and are able to assist with
queries
Ensure students are properly trained and equipped
Accept that workflow will need to be adjusted / changed as
the project continues
Maintain continued communication with all role players
Beware students loading ETD
Questions?