 I think it's time. It's time to get started. I'm Janice Robinson. I'm the moderator for this session. This session is called Born Analog. A university library joins the digital age through private public partnership and our presenters, Detroit SB, Melissa Bailey and Austin McLean from ProQuest. So this is just a reminder to all of you who have entered this session to make sure that you keep your video and microphone off until we get to a point where you might want to ask the question, but you can also type your questions in the Q&A and the presenters can see those and I can help make sure that if they don't get them answered that I'll help them, you know, ask the question. So take it away, Melissa, Austin and Troy. Okay well great. Well my name is Troy Espey and I'm a librarian at the University of Wisconsin-Stevens Point and joining me are Melissa Bailey who is a cataloging assistant also from the University of Wisconsin-Stevens Point and Austin McLean senior director of academic relations at ProQuest and like Janice said this is our presentation Born Analog. A university library joins the digital age through a public-private partnership. Melissa take it away. Alright so I have been working at UWSP with the thesis for close to nine years and we've always been real paper pushers. When I first started helping out with the thesis finding we required everybody to submit a paper and an electronic thesis and they had to deliver each of those paper copies to us. If they wanted extra copies for themselves they had to print out their own copy of each one they wanted to have bound and they had to physically deliver it to us in the library. Along with that we only accepted paper payments. We didn't have a card reader so you either had to pay with cash or check and we also had a lot of paper forms to fill out. There were agreement forms and there was a form we had to fill out and return to the department to confirm that the student had completed their requirement for graduation and we also had to do a lot of shipping. So we physically had to ship every item that we got in so that increased our paper trail with shipping lists and additional bindery slips. So we first considered digital submissions in 2017. That's when the Doctor of Education and Sustainability launched at the University of Wisconsin-Stevens Point. Now this was the second doctoral program on campus but it would be the first to require a dissertation for graduation. I just kind of love this photograph they're all holding up flat Stevie. Stevie Pointer is our mascot so to make doctoral students do something that silly I thought was fun to share. Next slide there Melissa. Okay more about the EDD program. So the EDD and sustainability was an online program with students spread across the country and there's even an international student or two in that program. So we knew that paper submissions for dissertations was going to pose some challenges and then it wasn't long after the EDD program started in 2017 that their faculty began asking about submitting dissertations to ProQuest ETD administrator. The faculty argued and Anastas is going to tell you much more about ProQuest ETD administrator at the end of this presentation. So the EDD faculty they argued that inclusion and ProQuest would increase discoverability of students' dissertation and then it also carried a degree of prestige. I mean I think the ProQuest definitely is the gold standard of thesis and dissertation databases and those were all valid arguments. Next slide. But I was having none of it. There was no way that I was going to put our students' dissertations behind a pay wall of a private for-profit company. Not I just wasn't going to do it. I'm a librarian. I'm all about open access. Plus our library we don't even subscribe to ProQuest dissertations and theses database. So does that mean our own patrons wouldn't be able to access the dissertations of our own students? Well, spoiler alert. I eventually changed my mind but please let me let me explain why here. Next slide Melissa. Okay so sometime after this EDD program launched on our campus the UWSP libraries made a decision and it was kind of a big decision. We decided that we were going to upload all of our theses into our institutional repository which is called Mines at UW. So we're talking more than a thousand theses dating back to the early 1970s. And we did it. They're all in there. It took over a year to get them all in there with all the metadata and such. But now you can freely access and download all of our dissertations and all of our theses from anywhere in the world with an internet connection. We also made another decision that any future theses or dissertations also would be uploaded to Mines at UW. So this would ensure preservation and open access and never one of those pesky paywalls. And you're going to see why this was an important decision in just a little bit. All right go ahead Melissa. So let's fast forward to 2020 the year 2020. Our acquisitions manager Ann Swenson announced her retirement. Now Ann was the one who had handled paper theses for more than three decades. And from Melissa's slide you understand how much work that involved. And this probably won't surprise you either. The library wasn't going to replace Ann. Theses processing would be absorbed by the staff. And when I say staff I really mean Melissa. All right next one. Okay also in 2020 as you remember an uninvited guest visited campus. Melissa next slide. Yeah like with everything else in the world the pandemic really wreaked havoc on the library and on theses submissions. So the library closed students were sent home. And then for theses and dissertations the library we actually suspended paper submissions. So instead of paper submissions we asked students to send us an electronic version of their theses or their dissertation. And then we the library would print copies for them. And that was all on the library's dime. We absorbed that cost for the students. However students still had to pay if they wanted bound copies of their thesis or dissertation. And this really turned into a logistical fiasco. You try convincing a millennial to mail a paper check to the library and good luck with that. In fact we still have a box of unpaid dissertations in the library basement. Next slide. Finally we decided to take the plunge. Next slide. In June 2020 we created a portal in ProQuest ETD administrator for students to submit to ProQuest dissertations and theses database. And despite my initial reluctance setup was quick and easy and support was fantastic. Next slide. So at first submission to ProQuest ETD was optional. Students still had to submit paper copies of their theses and dissertations to graduate. The portal was more or less just a convenience for students who wanted to include their theses or dissertation in the ProQuest database. Discoveries, prestige, all that. Now students still could buy cheap bound copies of their theses or dissertation from the library. They didn't have to buy from ProQuest if they didn't want to. For students who submitted to ProQuest the the process included institutional repository agreement form. Next slide Mosa. So with one click while students are submitting their theses or dissertations to ProQuest ETD students could agree to upload their theses or dissertation to minds at UW institutional repository. And for me this was really the clincher and ensured that our students research would remain open access forever more with no pay walls. Next slide. And as promised ETD students started submitting their dissertations to ProQuest. In fact the library received the first dissertation in the university's 126 year history. Next slide. So we pulled the plug-on paper submissions in January 2021. Now all theses and dissertations must be submitted online to ProQuest ETD if students want to graduate there. Now I kind of want to explain this next part here. There is no upfront cost to students okay that is if they just want to submit their theses and dissertation and be done with it that's free okay. However students must pay if they want any bound copies for themselves okay and ProQuest also offers extra services that cost money as well okay so it's not completely free it's free just to submit if that's all you want to do that's free but you definitely can buy extras. And full transparency most of our students do end up buying bound copies from ProQuest along with extra services such as copyright protection. Okay next slide. Now whenever a student submits a thesis or dissertation ProQuest automatically sends a copy a bound copy automatically sends a library a bound copy which we then add to our permanent print collection here in the building. Now the library pays for that bound copy not the student okay so that's kind of the end of it and Melissa now will explain the process in much more detail. Yeah so the process has been much simplified so on the student side they just have to go in and they create their login and they submit their PDF to the ETD site. And then all the information that we had on our agreement forms and any additional information we needed for cataloging was already in what they had to fill out on the site. Then if they wanted their own extra copies they could enter their payment information right there and then after that all they have to do is wait for their confirmation email and then their personal bound copies would be sent right to them. And then on the staff side I receive an email that somebody has submitted their thesis or dissertation. I check to make sure everything's complete mostly that's checking that they have their signed warrant page in there that's usually the one thing that holds things up and I can insert that in there if needed and then all I have to do after that is accept the submission on the ETD website and then I can download the PDF from there to upload to our institutional repository mines at UW. I send out a confirmation email to the student and their department and their advisor and then I just have to sit back and wait for the library copy to be delivered. And there are many benefits to switching to this. With the online submission form it moves a lot more smoothly than it did when we had all these paper copies. The students don't even have to leave their home to come and submit their thesis. They don't have to print off like five copies of their sometimes very long thesis and then bring that to campus. They don't have to worry about bringing cash or a check to pay. That was one of our big questions was how do we pay and most people wanted to pay with a card. We would have to send them to the ATM which is actually no longer in our building and we actually got rid of our cash registers so that that was one of the things that was holding us up with being able to get rid of that and then with the binding we don't have to make shipping lists or fill out the bindery slips. We just have to press a button and then wait for it to come. Another thing that cost us a lot of time was having to contact the students or their advisor when their copies came back to us and trying to coordinate a pickup or directly mailing their thesis back to them. Most people have left the area, left the state, a few even leaving the country and we would have carts full of bound thesis and that nobody had come to pick up and then of course there's the added benefit of the added open access. There's more readers, more citations, more recognition and their works are able to have a greater impact. I think that's it on our end. Great, yes. Hi, I'm Austin. I'll be happy to talk a little bit about ETD administrator for those of you who don't know what it is and are maybe interested in trying it. So next slide please. So the ETD administrator is a free and easy way to manage the workflow. The process is in the middle of the slide there where a student submits their ETDs, is then reviewed as Melissa talked about and some universities do a very thorough review that includes format, going through the PDF in a lot of detail. Other universities do more of a cursory review but after the review occurs there's communication that can happen with the student. For example if the student didn't follow the format guidelines you see those up and down thumbs represent the ability for the university to ask the student for changes and then the student can resubmit their ETD and the graduate school or the library can take a look at the formatting and if it meets all the guidelines that the university can deliver the ETD and that delivery happens at the same time it's sent to ProQuest and sent to the IR or to the library to load into the IR. We have a direct integration or it can be a mediated integration from the university perspective and then the finished ETD is presented in ProQuest and in the IR. So next slide please. So there's quite a few university benefits if you're thinking of having an ETD submission system and using the ETD administrator and we have a lot of new features. The ETD administrator has been in existence for over 15 years but one of the newer things we've implemented is this committee review feature which you can see on the screen there. A lot of times the university would like to have a committee member or maybe it's the advisor ensure that the PDF the student uploaded is the correct and final PDF. So we have a process that we can implement an ETD administrator for that to happen as well. We can accept lots of different file types. We're very flexible. They can be PDFs, video, audio files, data sets, etc. And we also have a new single sign-on feature that works with Shibboleth to allow students and administrator to use their university logins to access the ETD system. So it's quite a straightforward and simple process there. We heard Melissa and Troy talk about the university copies that are available for students and for the university if a bound copy is of interested. And we have this responsive customer service team. I was really glad to hear Troy that that's been something that's worked out for you to have that team be very responsive. So that's good to hear. Next slide please. So there are a lot of benefits for the authors as well and I thought I'd go into this a little bit in more detail since Melissa and Troy didn't talk about it in too much detail. I don't want to repeat things that they've said which was a lot about the system but this is the author benefit. So the author benefits by securely hosted content at ProQuest with the dissertation of thesis as well as I'm sure what Wisconsin has great security for the dissertations in your IR and the thesis there as well. It's important and we always point out that the authors retain copyright. ProQuest dissertations is not one of those publishers where we have to take the copyright from the author. The author has the copyright and ProQuest is a non-exclusive distributor of that dissertation and thesis. So that means that the author can do many many things with that work that they may be interested in doing down the road hosting it on their own website or turning it into a print monograph or a chapter as was talked about in the plenary session earlier that's very much possible through ETD administrator. We're happy to also offer customized embargoes for the university. The university can dictate what type of embargoes are offered to the student for their institutional repository. We also pay the author a royalty so the author earns 10 percent if we ever sell a copy of it you know in a bound format for example or a microfilm or still selling microfilm or in a pdf format the author gets 10 percent royalty payment to them on an annual basis and we have those services that I think Troy touched on the copyright registration which is an optional service and an open access service that is also optional through ProQuest as well. A lot of schools are generating an orchid for the student so that's a way an orchid ID is kind of an identifier a numeric identifier to track the student through their life cycle if they go into the academy or if they go into a corporate setting you'll be able to have that orchid ID and follow that student. The you know the alumni departments love that ability to follow the students kind of a career after they graduate. Next slide please. So what we're trying to do at ProQuest is really amplify what's occurring at the institutional repository. The institutional repository we know has thousands of viewers and readers each university has their institutional repository typically and so what ProQuest does is it takes it to an even wider audience and amplifies what happens in that repository. So we put it in four different streams essentially. In the ProQuest platform which is the ProQuest dissertation and thesis global database or what we call PQDT Global that has over four million researchers that are using it throughout the year. 3,000 universities subscribe to the PQDT Global database and it has an audience there. We also partner with Google Scholar so we've made a partnership with Google Scholar that ensures that the ETD is visible through a Google Scholar search. So that's another way that we're amplifying the visibility. We also increase readership and viewership through subject indexes and what we mean by a subject index or a disciplinary index are things like compendix and psych info and inspect and MLA. We know that a lot of faculty in particular are really focusing on their disciplinary index so if they're a psychologist for example they'll use psych info almost exclusively to do a lot of their research and so ProQuest puts in the case of psych info all the psychology dissertations and theses making them available to psych info to then add visibility as users are using those disciplinary indexes. We also support your IR by providing enhanced metadata providing the copy of the ETD through ETD administrator to your IR and making sure that the users have a quality metadata experience when they're accessing the work in the local repository. Next slide please. So we put on the screen here just a few examples of the universities that are accessing your theses if you're working with a ProQuest ETD administrator and these are universities around the world and these are some of the more prominent universities that have access to PQDT global and are doing extensive research on your ETDs. Next slide please. So finally one of the newest things that we have and we encourage anyone that is submitting their dissertations and theses to ProQuest and contributing to PQDT to take advantage of the free ETD dashboard which shows your universities dissertations and theses and how they're being accessed through those 3000 universities that use PQDT global. You can see some really interesting statistics what are your best sellers your most downloaded works for universities around the world what are your most downloaded subject areas by other universities who are accessing your ETDs and what universities in specific terms are accessing your ETDs. You may find it's a university around the block that is accessing your ETDs the most or could be a university around the world that is looking at your ETDs the most. It's a really intriguing way to think about potential collaboration with these universities because since they're accessing your ETDs so so much you must have comments courses or doctoral programs or master's programs or subject areas and that's a good way to open a dialogue potentially with these universities that are using your ETDs so extensively. So if you don't have your ETD dashboard access set up we invite anybody and at USETDA to have to contact ProQuest and we'll set up your account. Your account probably is already being used by others at your university but each person has their own login and we'd be happy to set up a login with you so you can chat me privately or or anybody at ProQuest and we'll be sure to access to set up access for your ETD dashboard site yourself. Great. So now I think I'll turn it back over to Troy and Melissa and to Janice for the Q&A session. I do have one question I'd like you and I posted it here. Can you remind all of us that so now there's an ETD at thesis or dissertation in ProQuest so if somebody finds that in ProQuest can they view the whole document or are they only viewing the abstract or the first page and then have to pay to view anymore? Can you clarify that? It's sort of changed over the years I think. I can take it. Yes. Okay go ahead. Okay yeah you go ahead. I'm just going to take a stab at it but I want you to correct me Austin. So the way I understand it if they find UW-Steven's point thesis or dissertation in ProQuest they will not be able to access it from ProQuest right then and there because we do not subscribe to that database but again the the dissertation or the thesis would be in our institutional repository and then it's also in Google Scholar or in Google so if the researcher would just Google the title of the thesis they would find a free PDF but if they wanted to access it right then and there from ProQuest they would hit a paywall unless the student paid for the online access option in ProQuest or if their library happens to subscribe to that database. Is that accurate Austin? I don't want to completely slander you. Yeah thank you yeah that's right yeah it really depends on as Troy is saying on the library library subscription so if the library has subscribed though and you click on the link you'll be passed right through to the PDF if you're if you're on Google and you click on the link it'll say oh does does your library subscribe you know or log in through your library and so that's a good kind of prompt to a student or a researcher to log into their library and see if if they do subscribe to the PQDT database if they're not sure themselves or obviously you can do what Troy suggested and go find the dissertation or thesis through another avenue so all of those are great paths and there's it's wonderful that there's lots of different discovery paths for the ETD. And Janice we also put a link to the free PDF in our library catalog as well so did that answer your question? Yes I think so I just think that's great to know that if someone discovers it in ProQuest that they they have an avenue where they don't have to pay for it even though there's so many great services with showing up in ProQuest and the ease of getting it out there we don't want people to feel like they can't really find it and read the whole thing so thanks for clarifying that. Yes yes and ProQuest does have our own open access publishing option for an author that that is $95 as the author uses the ETD administrator if they want to publish open access through ProQuest and publish open access through their IR and that they want they're able to pay that $95 free ProQuest makes it available on our ProQuest.com website so anybody with an internet connection can find it through ProQuest or through the IR using our open access model. Do you have any statistics about how many people are actually selecting that option paying for open access open access in ProQuest versus just uploading that because they're required to for their school? Yes we do it's it's a low number it's all about five percent five or six percent that do the ProQuest open access publishing model and what we initially did that because there are a lot of universities that didn't have an institutional repository you know this was 10 years or so ago and so they wanted that option and yet even today when universities do have an institutional repository students pay that $95 because they say oh I really want the widest possible visibility and I'll do it through my IR and do it through ProQuest as well so it's very much kind of an individual decision that authors make. Yeah Janice to my knowledge on our campus we've only had one student who has opted for that and I kind of advise students not to do that because as long as they you know click the one button on the IR agreement form you know it will be open access in Mines at UW. Have you noticed that Melissa any other students doing the open access option in ProQuest? No I don't I haven't noticed I know there was that one but that was about it. I do have one other question oh Austin will you just post either in the chat where we would go to start creating a login or asking for a login to the ETD dashboard. I know it's been around for a while but I haven't used it and I have a new dean and I think there are others here who probably you know we haven't published that that's available and that was a great reminder to me that we ought to all go take a look at it you know share the education. Absolutely I'll post that right now I'll give you a post the email address to our customer service team that will be able to set you up with access to that. Hopefully that'll be helpful to all of us are there any other questions by anybody in the room feel free to turn on your video and mic and ask your question and see anybody I know we started with ETD administrator long time ago um and then our our publishing our bindaries in the in the state wherever we were sending them they sort of said we're not going to be in this business anymore we're not making money and we've always asked our doctoral students to submit to ProQuest but we had our own internal submission system and they always got confused they would go to ProQuest I think they were done it would like no you have to do internal too so a couple years ago we started the or last year we started the harvesting option and this so ProQuest comes and harvest all of our theses and dissertations and they're now discoverable in ProQuest and we don't have to require our doctoral students to submit to ProQuest anymore because they're going to end up there anyway which you know years ago we we made a gentleman's agreement that we would share our doctoral research with with the world through ProQuest or what what was your name how many years ago Austin UMI that well we might even be my yes that was quite a few years ago but but it's great Janice to know that the switch to harvesting has worked out so well and we're very happy to have all those master's theses to provide that added amplification and visibility it made it so smooth for us and our students only have one place they have to upload and we love that part great great and I think that's a good good thing to point out you know we we have multiple ways to be coming to the ProQuest stream e2d administrator harvesting so we really try to make it such that if you want to work with ProQuest we have a an easy way for you to do so your mic is something it's kind of choppy we couldn't quite understand that it's still a little bit choppy yeah i had a hard time translating that anybody else uh no it's it's still choppy maybe type your your comments in the chat luckily the gremlins didn't enter until after you did the presentation which is a very good thing right right um i mean maybe you could type your comments in the chat troi we have about five five six more minutes whatever you were trying to tell us you can put in the chat we can read it there or in the q and a either one and maybe maybe i could ask a question of molissa's about the e2d processes she went through the process pretty pretty much in detail has your e2d you know review changed much when you did the change from paper to electronic in terms of what you do within the e2d administrator uh no i think it's it's pretty much the same as what we were doing before um it i think it makes it a lot easier um in that area because the biggest thing was we would get um the thesis but not the signed warrant page and it's it works very easy just ask for an email with the pdf and i can slip it in there and i can upload it right away so that's that's been great so your university all of the approvals come through just the department and the committee and does your graduate office or your library do any formatting review or send them back for revisions we just kind of um assume that if it's gone through the review process with their department and and all that stuff that um it should be ready to go um we don't the library itself doesn't require much in formatting um that's another one of the big questions that we got but as long as we have a pdf that can be printed and bound that was really all that we required that in the signed warrant page and when you say a signed warrant page so this has an actual signature on it a paper format is scanned or um we right now where i think we're doing a lot of getting it signed through docuSign so that you can transmit it through the email um but before we had to have the the we had physical signatures on there from the the committee yeah and is that part of the etd that you upload or is it just allows you to upload it um i think the student can um upload that along they can upload it along with the pdf we like to have it in the pdf that gets bound um so i usually have to just edit the pdf and slip it in there but both of those will show up in the submission yeah and we talked about in the in the our preparation call i think you know making sure that they're not live signatures in the copy that goes to pro quest since we you know really discourage signatures and i know you are going to go back with Troy and talk about that to me to try to make sure that they're not live signatures in pro quest because of identity theft or things of that nature i don't do you have have you had talked any or thought anymore about that since we talked okay well we definitely don't want signatures so please please don't send them to us and we'll we're too savvy these days take your signature and plop it in somewhere so avoid that but um i do want to commend you guys for doing this quickly during the pandemic you know sort of resolving and doing something that was actually really helpful to everyone on your campus and i think you made a good choice going with progress i've used that etd administrator for many years and you know when we build our own in-house etd approval system i wanted some of those same functionality so um i think that's you know you've done a great job so kudos to you guys