dr. ramesh c gaur university librarian jawaharlal nehru
TRANSCRIPT
Dr. Ramesh C Gaur PGDCA, MLISc,Ph.D. Fulbright Scholar (Virginia Tech, USA)
University Librarian Jawaharlal Nehru University(JNU)
New Meharuli Road, New Delhi - 110067 Tele +91-11-26742605, 26704551Fax : +91-11-26741603
Email: [email protected] ;[email protected] URL: www.jnu.ac.inBrief Profile: http://www.jnu.ac.in/Library/RameshCGaur.htm
and
Dr. Jagdish Arora Director
INFLIBNET Centre Infocity, Gandhinagar - 3802007 Phone: 079-23268201 FAX: 079-23268111
Email: [email protected]; [email protected]; [email protected]
Topics discussed
ETDs in India National Mandates Sodhganga- Open Access to ETDs in India Creation of ETD Archive at JNU
Policies Digitization Campus Online Access Open Access Archiving
My Association with ETDs I was introduced to the concept of ETD by non-other than Prof. Ed Fox during my visit to VT as a
visiting Fulbright Scholar in year 2003-04. He further encouraged by inviting me to the meeting of Board of Directors of NDLTD at Washington in year 2003. Along with Prof. Fox, I also attended some NDLTD meetings at University of Tennessee.
I was member of ETD draft regulations committee of University Grant Commission (UGC), Government of India. On the basis of work done by the above committee the UGC regulations for open access to ETD was announced in year 2009.
I joined Jawaharlal Nehru University and immediately after joining JNU, I initiated following steps:
Approval of JNU Academic Council for open access to Theses and Dissertations of JNU Scholars and also to sign agreement with INFLIBNET to provide all Ph.D theses for SHODHGANGA –ETD Repository.
Organized first ever ETD event in India i.e. National Seminar on ‘Managing Electronic Theses and Dissertations (ETDs)” on 22-23 March 2012. The Seminar was attended by over 300 participants from various institutions and universities in India.
23-27 July 2012 - Workshop on “Development of Institutional Repository using Dspace with special reference to creation of ETD Archive” jointly organized by JNU and INFLIBNET. This workshop was intended to equip participants with skills for developing their own ETD archive.
·Have digitized entire Theses and Dissertation Collection at JNU ( approximately 18000). This has been done in just 8 months
Have implemented ETD submission at JNU.
Member-National Committee for Implementation of Submission and Access to Electronic Theses and Dissertations in Universities in India, INFLIBNET, Ahmedabad (UGC) I am playing a very active role in the promotion of ETD Access in India.
Introduction Theses and dissertations contribute considerably to the scholarly knowledge
bank and constitute a pivotal segment of research literature. There are 42 Central Universities, 243 state Universities, 53 state private
universities, 130 deemed universities, 33 institutions of national importance, established under the act of Parliament and five institutions, established under various state legislations.
The number of colleges, across the country, in 2011 was 30,000+; More than 11,000 doctoral theses are awarded to the students every year. The report of the NKC Working Group on Libraries has recommended that
ETDs be set up across the country. Consequently concerted efforts are being made nationwide by the universities to set up and maintain ETDs.
ETDs ensure access to knowledge and learning and can transfer India’s potential for development, lift young Indians to new levels of understanding and competencies and make India one of the leading knowledge societies in the word.
ETD Initiative in India
Currently in India, there are more than 40 digital repositories of ETDs available. The Indian Institute of Technology-Bombay has introduced online submission of electronic theses and dissertations
of postgraduate and PhD students since January 1999. This may be the first such attempt in India. The following year the Vidyanidhi project started. Association of Indian Universities (AIU) publishes list of theses awarded in various universities in its weekly
publication called “University News” The INFLIBNET and DELNET host databases of bibliographic records of Ph.D. theses submitted to various
universities in India The NASSDOC systematically acquires Ph.D. theses in social sciences submitted to the Indian universities.
Indian Institute of Astrophysics Indian Institute of Science, Bangalore Indian Institute of Technology, Delhi Indian Institute of Technology, Kanpur Indian Institute of Technology, Kharagpur Indian Institute of Technology, Mumbai Indian Statistical Institute, Bangalore Librarian’s Digital Library, Bangalore National Chemical Laboratories, Pune National Institute of Oceanography National Institute of Technology, Rourkela University of Hyderabad National Institute of Technology Karnataka, Surathkal National Institute of Technology , Calicut Physical Research Laboratory, Ahmedabad SRM University, Chennai
But the major initiative started with Shodhganga
National Mandate
UGC Draft Regulations Committee 2005 UGC Notification 2009 Shodhganga UGC National Committee for Implementation of e-
theses Other initiatives
The NASSDOC systematically acquires Ph.D. theses in social sciences submitted to the Indian universities.
Vidyanidhi Project ( University initiative)
Roles and Responsibilities of INFLIBNET Centre
• Define and provide multiple methods that can be used by students/universities to submit their theses and dissertations into the central repository (Shodhganga) ie. online, off-line, officially through University's Research Cell or voluntarily by students themselves and methods to get the thesis authenticated;
• Set-up web based interface for registration of students prior to submission of theses into Shodhganga.
• Set-up Shodhganga Repository reflecting organizational structure of all universities so as to facilitate:
a) students to submit their theses into respective department, centre and college; and b) supervisors/designated University Coordinator to authenticate the theses submitted into Shodhganga by their researcher.
• Recommend to the UGC to provide financial assistance to universities recognised under 12(B) and 2(f) Sections of the UGC Act for digitization of backlist of theses;
• Provide system configuration and specifications for procurement of computer hardware and related equipment for setting up of IRs for ETDs in universities;
• Provide training to one or two persons from each university on various aspects of Shodhganga/ETD repositories; and
• Provide access to internationally renowned anti-plagiarism software service to the universities to facilitate detection of plagiarism in the theses and dissertations
Who can join SHODHGANAGA? All Universities, who conducts PhD or M. Phil programme, are eligible to join
Shodhganga by signing an MoU with INFLIBNET Centre. However, universities covered under Sections 2(f) and 12(B) of UGC Act are eligible
for financial assistance from UGC within the frame work of norms and broad outlays specified by the UGC for Setting up of ETD Lab; Digitizing back-files of theses; Subscription to anti-plagiarism software to detect plagiarized portion of theses and
dissertations; Any other items identified by the Committee set-up by the UGC for the purpose. The
criteria for allocation of grants to universities will be ascertained by the Committee appointed for this purpose to promote electronic submission of theses and dissertations in UGC Guidelines for Shodhganga
Allocation of funds to a university for digitization of theses, establishment of ETD Lab. or any other benefits decided by the UGC on a later date would vary from university to university based on the following criteria: Universities covered under Sections 2(f) and 12(B) Sections of UGC Act and have signed
MoU with the INFLIBNET Centre for Shodhganga; Universities wherein atleast 10 theses are submitted every year; Universities with atleast 100 theses submitted to in past years would qualify for getting
funds for digitization of old volumes of theses
How to join Shodhgnaga? MODIFY PHD ORDINANCE/GUIDELINES Signing of Memorandum of Understanding between
University and INFLIBNET APPOINTING A UNIVERSITY COORDINATOR Guidelines for Submission of Theses in Digital ACCESS TO ANTI-PLAGIARISM SOFTWARE
PACKAGE TO UNIVERSITIES RELEASE OF FUNDS Retrospective Digitization of Old Theses SUBMISSION OF DIGITAL COPIES TO Shodhganga
How to submit the Theses in Shodhganga?
Step 1. Registration/Login
The Ph.D. student, his / her research supervisor or an authorized representative of the University (submitter), visits the INFLIBNET's ETD Web site and register himself / herself following the steps mentioned below:
Visit ETD Registration Website Choose University and Department Choose Role (Researcher / Guide / University Representative) Enter e-mail ID (User-ID) and other details and upload scanned copy of certificate
Step 2. Validation of Account Step 3. Submission of Content / Metadata by Registered User Step 4. Verification of Submitted Metadata and Content The metadata created and chapter uploaded by the submitter will have to be verified for its completeness and
correctness preferably by the research supervisor or university representative or alternatively by the INFLIBNET Staff.
Step 5. Publish on ETD Repository Once the metadata and uploaded content are verified for its completeness and correctness in the process
mentioned above, theses get published in the ETD repository. While the metadata of thesis could be made available on submission, the full-text of thesis would be published only after receiving confirmation of award of degree by the University through notification / e-mail confirmation (in cases where theses is submitted prior to award of theses).
Step 6. Intimation to stakeholders by Sending Notification to Researcher / Guide and the University Once full-text of theses is published in the INFLIBNET's ETD repository, all stakeholders including researcher, guide
and the university will be informed through email which will be triggered automatically by the ETD repository. RSS Feed technology will be used to disseminate and deliver new content added to the ETD repository to the users.
Data Formats
Although, PDF is preferred file format for submission of theses and dissertations, you may use other open standard document formats such as HTML, XML, Tex, LaTeX Portable Network Graphics (PNG):
Joint Photographic Experts Group (JPEG): In addition to the PDF document, researchers are also encouraged to upload supporting materials such as Audio files, Video files, Statistical results etc. However, while uploading such contents it is suggested to use proper open format. (for eg. MP3 for audio files,http://en.wikipedia.org/wiki/MP3, MPEG4 for Video files-http://en.wikipedia.org/wiki/MPEG4) etc.
THESIS SPLITTING AND NAMING CONVENTION
SN DC Fields Qualifier Descriptions
1 title Title of the thesis along with subtitle. 2 title alternative Alternate title, if any, of the thesis 3 creator researcher Main responsible person of the “work”, mostly the research work
4 subject keyword If subject keywords drawn from the thesis title and abstract 5 description abstract Abstract of the thesis 6 description note Any information available in the thesis for the 7 description release In case any errata etc. released by the re searcher. 8 contributor guide Repeatable, in case of co-guide 9 publisher place Place of the publication 10 publisher university Name of the publisher, mostly the name of the university that
granted the Ph.D. award. 11 publisher institution Name of the institution, mostly the name of the institution that
granted the Ph.D. award. 12 date registered Ph.D. registration date 13 date completed Ph.D. completion date 14 date awarded Ph.D. awarded date. According to ISO 8601 dates YYYY- MMDD
15 type dcmitype (Text/ETD, Software, Moving Image) will be selected from the dropdown
16 format medium PDF file, Image file, Text file, etc. (to be auto identified by
17 format extent Pagination details in case of text, bytes in case of software and duration in case of moving image.
18 format dimensions Size of the dissertation 19 format accompanying
material Accompanying material, if any, released with the thesis. Mandatory, if available.
20 identifier uri Uniform Resource Identifier. Mostly the URL. 21 identifier thesis number Thesis number, if any, is provided by the INFLIBNET Centre to the
thesis. 22 identifier handle Handle number, if any provided to the thesis (as case of
23 source uri If the thesis is harvested from the online source 24 source university If the thesis is submitted by the university. 25 source selfsubmission If the thesis is submitted by the research scholar himself/herself
26 source guidesupervisor If the thesis is submitted by the research guide/ supervisor 27 source inflibnet If the thesis is submitted by the INFLIBNET Centre. 28 language Language of the thesis 29 relation Any other relation with the thesis available 30 coverage spatial Time period or region related coverage 31 rights Copy right of the thesis. Mostly copy right lies with the
university/institution.
METADATA STANDARDS & FORMATS
SHODHganaga: Digital Repository of Theses of Indian Universities
Universities & Departments Issue Date Researcher/Guide Title Keyword University
Created in Dspace 9300+ Full Text Records Can Browse-
Universities & Departments
Issue Date Researcher/Guide Title Keyword
Advance Search Can download /print
Chapter wise
http://shodhganga.inflibnet.ac.in/
Guidelines
EDT Archive @ JNU The Central Library, knowledge hub of
Jawaharlal Nehru University provides comprehensive access to books, journals, theses and dissertations, reports, surveys covering diverse disciplines.
Objectives To procure, organize and disseminate
information in different formats. To support and promote the use of rich
and diverse collection among the users. To preserve and house the collection for
posterity. To enhance and support the academic
environment by providing seamless access to information resources..
Objectives of ETD Archive at Central Library, JNU
Promoting the research Improve the quality, accessibility and availability of Research Broader exposure to research students To prepare the next generation of scholars to function effectively as
knowledge workers in the Information Age. Students knowing how to contribute to and use digital libraries; Universities developing digital library services and infrastructure; Enhanced sharing of university research results; and ETDs having higher quality and becoming more expressive of
student findings
Access to ETD@JNU
Approval of Academic Council, JNU Signing of MOU with INFLIBNET Funding Plan for Digitization Creation of Metdata in MARC 21 Uploading on Library Server and access using ILMS Creation of Institutional Repositories using DSPACE Providing copies to SHODHGANGA for open access Creation of ETD Lab Organisation of Author Workshops Turnitin account for Faculty and Students– to check the
plagiarism Guidelines for submission of these and dissertations
Digitization of Theses and Dissertations
In-house Outsourcing Outside Projects Collaborations Tendering – Two bid systems Quality Checking Archival Systems
Tender Document and award of contract for
Digitization of theses and dissertations at JNU
Scope Objectives Job specifications Technical specifications Sample submission Technical Committee Sample digitization work Contract agreement In-house team to check the quality
Digitization Process ( Flow Chart)
Collecting
Unbinding
Preparing Document
(File preparation)
Scanning (Single Page
TIFF)
Quality Control
Copy editing
Clearing (Image ‘X’)
Rechecking
Conversion to searchable
PDF(A) Final Quality
Check
Final Output
Binding Back to Shelf
Scanning
Cleaning of Image
Cost involved
Digitization per page INR 1.10 Metdata Creation per title INR 5.80 Uploading on Archive per title INR 9.85 Total average cost per title approx. INR 225 ( US $ 4) (In-house staff cost involved in Editing, Quality Checking and related works not included in above cost)
JNU ETD Archive
All 20000 Theses and Dissertations of JNU has been digitized.
2012 onwards, the electronic submission of Theses and Dissertations has also been implemented at JNU.
Now uploading of all digitized theses and dissertations on the JNU ETD Archive created using Dspace is in process and expected to be completed by October 2013.
It will be accessible both from JNU Library website and Shodhganaga Repository. JNU is soon joining NDLTD.
Current Submission of ETDs at JNU
Hard Copy + Digital Copy of the Theses / Dissertations submitted by the Students to Evaluation Branch
Had copy is sent for evaluation to examiners and after receiving of the report of examiners Viva is conducted
After the award of degree, the CD containing Digital Copy is received by the Central Library
CD/DVD is checked and Accessioned PDF(A) file is created Metadata is created
Uploaded on Library Server
Thesis/Dissertation to be checked by the both student and supervisor using TURNITIN - anti-plgiarism software before submission for evaluation
Online Campus Access to ETDs at JNU
JNU LIBRARY DATABASE
The above screen shot shows the basic search interface of the JNU Library database.
Marc 21 Tags for English Language M.Phil/Ph.D. Dissertations/Theses
Marc 21 Tags for other than English Language M.Phil/Ph.D. Theses
JNU LIBRARY DATABASE
The above screen shot shows the “Advanced” search interface of the JNU Library database.
JNU ETD ARCHIVE
JNU ETD ARCHIVE
The above screen shot shows the full text digital copy of theses.
JNU ETD ARCHIVE
The above screen shot shows the options of save and print.
Conclusions
ETDs @JNU Open Access ETD Repository using DSPACE Module for online submission of ETDs by the Students Preservation Policy and Programme
ETDs @ Shodhganga More and more Universities to join the programme Union Catalogue should be linked with NDLTD Union Catalogue Open Access to ETDs Preservation Planning Awareness and training programmes
Conclusion A large number of libraries
undertaking ETD projects to provide global access to ETD Collection and long term preservation of these materials.
The ETD, besides providing an opportunity to create freely brows able and searchable documents of value to all humanity, has become a tested for Indian research.
Setting up an ETD is very important in any institution to meet the present and future information requirements.