proprietary and confidential proquest information & learning etd administrator the online...

Proprietary and Confidential

ProQuest Information & Learning

ETD AdministratorThe Online Solution



Includes vaults of dissertations on microfilm and the digital repository and database, PQDT

PQDT = ProQuest Dissertations and Theses Holds more than 2.5 million citations Going back to the 1800’s Representing all scholarly and creative disciplines ~ 1 million full-text dissertations in PDF More than 3,000 libraries worldwide subscribe to PQDT

The ProQuest UMI CollectionThe ProQuest UMI Collection



To serve the scholarly interests of graduate students as they embark on their chosen career By entering and maintaining the dissertation or thesis in the scholarly record By disseminating the citation and abstract and making copies available

according to the author’s choices for access and distribution To help the university meet its mission

By maintaining a non-local repository of all the institution’s graduate work By maintaining a complete record of the institution’s graduate productivity

Including some you may be familiar with; e.g.: Cambridge Scientific Abstracts RefWorks

And more than 200 databases used by researchers all over the world in more than 5000 libraries

Our CommitmentOur Commitment



ETD Administrator®

ETD Administrator® is a service that allows you to manage the whole submission process – even some of the degree conferral process – electronically, and to organize and save associated records.

There is nothing to install or maintain, and there is no charge for this service from ProQuest .

NOT JUSTNOT JUST an electronic submission tool an electronic submission tool



Why Go Online?

Superior Quality Publication Viewed online, or downloaded and printed, digital documents retain their original appearance,

with color images and graphics and crisp, clear text.

Faster publication We can process online submissions twice as fast as paper or FTP submissions.

Easier submission for students Students log on, provide information, and upload their manuscript to your school's

administrator. All instructions and guidance are a mouse click away.

Great for distance programs Connects your off-campus students to you, and you to UMI.

Easy for administrators Administrators log on to do degree clearance, review and manage submissions, communicate

with students by email, and send on to UMI. The system keeps track of all actions. No more paper to store, keep track of, and ship!

Can eliminate bookkeeping If it works for you, students can pay all fees online with a credit/debit card.

Great for libraries Free delivery of the pre-print to libraries. New! They can use this copy in their digital repository.



It’s Your Site . . .

Custom-built

University-specific information loaded into the site

Linked to your university’s resources

One gateway to everything your students need to publish their dissertation or thesis

and everything your staff needs to administer the process

plus tech support for both students and administrators

. . .but we build, maintain, and support it.



It’s Your Process

Nothing can be sent to UMI until the graduate school approves submission.

The Graduate School Administrator reviews all dissertations/theses before the titles are sent to UMI for publishing.

compliance with policies

format requirements

advisor and committee sign-off’s

fee payments

other graduation and/or submission requirements



Process for Students

1. Convert document to a .PDF file (other file types for multi-media are submitted as supplementary files).

2. Go to the submission website and create an account. The system generates a password, which is sent to the student to confirm the email address.

3. Log in and begin the submission process:4. Read and accept the UMI® publishing agreement online.

5. Enter contact information (present and future, if known).

6. Enter details of the submission (e.g., degree to be conferred, subject).

7. Upload the PDF document.

8. Upload supplementary files, if any.

9. Choose other available options (e.g. copyright filing, ordering print copies, publishing open access).

10. Complete any associated surveys (e.g. eventually the SED).

11. Elect payment method (unless the school uses another process). Students may now pay their publishing fees with a credit card at this point.

12. Submit. Review confirmation screen, correct any errors, and finalize.

The student receives an email confirming that the graduate school has received the submission.



Process for Administrators

1. Log in to your website to access submitted dissertations and theses. The initial view displays all submissions with their unique ID number, author, title,

and status (and the administrator assigned to the document, if the school uses more than one person in the process).

2. Manage your submissions: View the dissertation/thesis details.

Correct the submission data, if necessary.

Review and check off items on the checklist.

Communicate to student re: missing information, incomplete or incorrect items.

3. When everything is complete, the administrator sends an acceptance message to the student.

4. Then with one click, the administrator delivers the manuscript to UMI.

5. Manuscripts can be delivered as ready, individually, or held and delivered in a batch.



For More Information . . .

Go to http://dissertations.umi.com/ to access:

Full Feature List

List of Participating Schools

Dissertation Management Help

Administrator Guide

Setup Questionnaire

Explore the demonstration site at http://dissertations.umi.com/marin/

Username: [email protected]

Password: demo



ETD Administrator®

The Student’s View



The student begins by selecting their institution from the list of participating graduate schools and programs..

Start Page for Students



Help for converting

to PDF

Put links to all your guides, instructions, and other information here.

You don’t have to answer all the questions yourself anymore!

Easily accessible FAQs and other useful information.

Preparation Screen for Students



The system guides students through each step of the process.

This replaces the paper agreement form.

Your universit

y logo appears here on every page.

Your university name goes here.

Students must accept (= signature)

before they can continue.

Publishing Agreement Page



Students provide a limited amount of personal information.

Student’s Personal Information



The menu of selections in some fields is custom-built for your institution. e.g.

These are UMI-defined categories. NOTE: we are revising and expanding our subject categories in 2007, to go into effect in 2008.

Beginning June, 2007, we will be capturing committee members also.

Then the student provides information about their dissertation/thesis.

Submission Details



Click here . . .

. . . to set preferences for viewing submitted dissertations and theses.

Use searches to find what you’re looking for – without digging through piles of dissertations and stacks of paper.

Main administrator’s management screen



Beginning June, 2007, some of these web forms will change. In particular, students will have the option to select from several common embargoes and restrictions. This field for notes will remain in place to capture special instructions that do not appear on the standard form.

Submission Details



ETD Administrator®

The Administrator’s View



Students’ submissions come into your administrator’s site where you can review them and manage the degree conferral process.

Clicking here will take you to the next screen. . .

Administrator’s Start Screen



Sort by status of submissions.

Sort by assigned administrator, if you have multiple staff handling submissions.

Find a particular student’s submission.

Search and Sort



Use your customized Checklist to help manage the degree conferral process along with the student’s submission.

Click here when you’re ready to release the submission to UMI.

No more packing up boxes of manuscripts and shipping them off!

You can include many items in your Checklist, or just a few. When you do your initial set-up, try to mirror as much of your paper process as you can to take advantage of this tool.

Make notations for the student’s file here.

No more sticky notes in file folders or falling off the manuscripts stacked on your office floor!

Working with a student’s submission



Check a student’s submission information by clicking on the name . . .

. . .which opens the student’s submission form.

Something wrong with this information? Contact the student. A record of the action, with date and time stamp, is automatically saved.




Check the data associated with the degree and dissertation by clicking on the title . . .

All actions related to each submission are captured, date stamped, and recorded.

Does the degree entered match the degree earned?

Is the committee chair’s name spelled correctly?

Remind students to provide keywords!




Take an action on this submission.

Review the actions taken . . .

. . . and/or other related information you have noted.

Pull up the manuscript for review.

Click here when you’re ready . . .

. . . to register your decision.




At the time you register the decision, you automatically generate an email notifying the student.

Emails can be auto-scripted.




Generate and download reports . . .

. . .customized to your specifications.

ETD Administrator is much more than a tool for students to submit their dissertations and theses.

It is a service that allows you to manage the whole submission process – even some of the degree conferral process – electronically, and to organize and save associated records.

Again, there is nothing to install or maintain, and there is no charge for this service from ProQuest .

Play with the demonstration site yourself at http://dissertations.umi.com/marin/

Username: [email protected]

Password: demo

Managing the cohort and your workflow

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