Introduction and Existing Documentation on Managing Series and ETDs
Electronic Theses and Dissertations (ETDs) are often a core part of an IR. This document is meant to serve as a reference guide for commonly utilized features that are specific to the ETD series structure in Digital Commons. The ETD series structure shares most of its features with the standard series structure, and we encourage you to also consult Publishing to a Series as you plan and set up your ETD structures. The basic steps of adjusting configurations, managing submissions, and setting up collection filters are well-documented in the general series guide. This guide will address the unique parts of ETD workflows which may be of interest to administrators and graduate school stakeholders. Your Consultant will be glad to answer any questions you may have about general series management that are not addressed in that guide.
For IR administrators who are starting out with adding ETDs, bepress has created separate documents that contain useful information for managing ETDs in an institutional repository. See resources for managing ETDs in the Resource Library for talking points that may be of use in making a case for the inclusion of ETDs in an IR. Those resources also address common misperceptions regarding online publishing of ETDs.
ETD series include default metadata fields to capture information such as degree name, advisor names, and departments. Additionally, metadata is often customized to support features like embargoes. Some schools also configure fields to help harvest their ETDs from Digital Commons to other third party platforms; see Digital Commons and OAI-PMH: Harvesting Repository Records. You can learn more about Digital Commons metadata flexibility in our metadata guide, Metadata Options in Digital Commons.
Embargoes and Limiting Access to ETDs
If your institution has access policies regarding student work, DC can accommodate that in different ways.
- Embargoes can be enabled with either a list of options for set periods of time (e.g., 6 months, 1 year, 2 years), or a drop-down menu for a submitter to choose the day, month, and year on which an ETD will become available to the public. N.B.: embargoes start their count from the day on which an item is submitted, not the day from which an item is posted. For example, an item that’s placed under a six-month embargo but is posted two months after its submittal will have its embargo expire four months after it is posted. Your Consultant can enable the embargo field for you and advise you on which date option to use. While an ETD is under embargo, a message will appear on the article information page informing users that the document will be available for download after the date that the submitter has chosen.
- Access controls: ETDs may also be configured so that access to them can be granted only to users who have email addresses containing certain domain names, or who are seeking access from computers within a set IP range. Users who attempt to access ETDs from email addresses that are not from an approved domain, or are outside of the designated IP range, will be directed to a page that contains text informing them of the unavailability of the document.
One of the main aspects to consider in managing ETDs is the workflow. Bepress characterizes the three common ETD workflows based on the stage when submission occurs: caterpillar, chrysalis, and butterfly. This model can be used for both undergraduate and graduate student work.