Dr. Ramesh C Gaur PGDCA, MLISc,Ph.D. Fulbright Scholar (Virginia - - PowerPoint PPT Presentation

• 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: rcgaur@mail.jnu.ac.in ;rcgaur66@gmail.com 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: director@inflibnet.ac.in; jarora@inflibnet.ac.in; jarora42@gmail.com

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

• f 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

• f 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

• pportunity 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.