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Electronic Submission

An Electronic Thesis and Dissertation (ETD) program makes the works of Creighton University’s intellectual output available to the international scholarly community via the web.  An ETD program provides an opportunity for the Creighton University graduate programs to consider allowing students to enrich the content of their final dissertation product with non-textual digital materials.  Ultimately the dissertations at Creighton University are openly accessible via the web, which raises the profile of the students who author them, the faculty and department who sponsor them, and the university, which provides them to the world.  The vehicle used to provide access is the Networked Digital Library of Theses and Dissertations, of which the university is a member.  It is recognized that initially the dissertations and theses are embargoed for an agreed-upon period of time at the discretion of the author (student) and faculty advisor, but for no more than twelve months.  It is also recognized that a faculty advisor or department can require that a print copy be created as well as the ETD.

Electronic Thesis/Dissertation Submission

 Guidelines and Principles

 

The Graduate School sets policy for the formal process of submission and approval of theses and dissertations and provides the final stamp of approval that the candidate has met the requirements for a degree.  Faculty advisors help determine the acceptability of the type of content that students include in their final product. This may include the requirement that the student provide bound copies of their thesis or dissertation. Students are the creators and authors of the ETD.

 

Staff in the Health Sciences Library and Reinert Alumni Library manage the processing of the digital content and provide metadata (cataloging) associated with the document. They provide the infrastructure to allow access to the full text of the dissertation. The libraries handle licensing for Creighton University to the Networked Digital Library of Theses and Dissertations.  Librarians provide training opportunities for faculty and students to access ETD.

 

Open access to dissertations and theses will be encouraged, although initially, with input from faculty advisors, an embargo would be set for accessing the electronic files by non-Creighton people.  The dissertations and theses would be indexed in the library’s catalog, CLIC, for easy accessibility and the item record will be linked to the full text of the document.  Dissertations and theses will also be deposited into the Networked Digital Library of Theses and Dissertations.

 

Initially, the cost of storage will be absorbed by the libraries and the Division of Information Technology.  Costs of the digital management software will be borne by DoIT as part of the annual maintenance of the online catalog, CLIC.  Ongoing maintenance of the digital collection will be done by the libraries.

 

Procedures

 

The Graduate School sets policy for the formal process of submission and approval of theses and dissertations and provides the final stamp of approval that the candidate has met the requirements for a degree.

 

1.            Notification of the library ETD staff:

 

a.            When a thesis or dissertation is first approved, the library ETD staff will be contacted by the student’s department or program.

 

i.              The ETD staff will in turn contact the student to provide a description of the project and review recommended formats.

 

b.            Several weeks prior to approval/acceptance of the thesis or dissertation, the following information must be submitted to the library ETD staff by the student using the Thesis/Dissertation Pre-submission Form:

 

i.              Student’s name as it will appear on the dissertation.

 

ii.             The degree

 

iii.            The major / department

 

iv.           Title of the thesis or dissertation.

 

v.            Name of the major advisor.

 

vi.           Committee members

 

vii.          Date of defense.

 

viii.         The file format and software version of the thesis or dissertation.

 

ix.           The number and format of accompanying files or materials.

 

x.            The number of images in the work.

 

xi.           Access restrictions and embargo periods, if any.

 

•             For example: Access restricted to Creighton faculty only for 12 months, then general access via the web is permitted.

 

2.            Submission of the Dissertation

 

a.            After approval, all files described in part 1 above will be submitted to the library ETD staff, along with a Dissertation Submission Form.

 

b.            The student will be responsible for collecting the necessary signatures on the signature page.  Once the signature page is complete, with signatures from the major advisor, the Graduate School Dean, and the thesis/dissertation committee members, the page will submitted to the Graduate School for conversion to a pdf form and inclusion with the ETD.

 

3.            Processing of the Dissertation

 

a.            The library ETD staff will:

 

i.              Convert the work to the Adobe PDF format (if necessary)

 

•             Create the table of contents navigation in the PDF file.

 

•             Create hyperlinks to external files within the PDF as needed (high resolution images, sound files, videos, etc.)

 

•             Verify that the text is searchable.

 

ii.             Create the descriptive metadata record for the work and its associated files.

 

iii.            Assemble the ETD record in the archive for review and set the appropriate security levels.

 

b.            The student & major advisor will review the archived material

 

i.              The ETD staff will make corrections requested by the student and the advisor.

 

c.             The library staff will create a cataloging record corresponding to the work in the ETD repository and the corresponding print version, if any.

 

d.            At the end of the embargo period, if any, ETD staff will update the access status of the work.

 

e.            Dissertations and theses will be deposited by library staff in the Networked Digital Library of Theses and Dissertations (NDLTD) at www.ndltd.org.  If a thesis or dissertation is embargoed, metadata and descriptive data will be submitted to NDLTD.

 

4.            Long term storage

 

a.            ETD staff will annually review the ETD repository for file formats that will become obsolescent and report the information to the appropriate advisory group.

 

b.            Appropriate physical storage media (e.g. magnetic disk vs. DVD) will be determined by established guidelines.  Cost of storage will be absorbed by the libraries.  That policy will be evaluated after two years.

 

c.             It is the responsibility of the student to provide a print copy for archival purposes.

 

d.            Status reports on the repository to check for missing files, corrupted links, etc. will be run on a regular schedule.

 

5.            Print copies of theses/dissertation

 

a.            Students may bind as many copies of a thesis/dissertation as are required by their graduate program, or that they wish to pay for.  Binding services are available through the Graduate School Office.  The cost of binding is $25.00 per copy bound.  Payment for binding must be made to the Business Office, and a receipt submitted to the Graduate School.

 

b.            Students must complete a Thesis Binding Form and submit it to the Graduate School along with any theses/dissertations to be bound.