skip to main content ISU bar University Faculty Senate Approved November 14, 2008 October 31, 2008 Minutes Indiana State University Faculty Senate 2008-09 GC#6 Present: W. Barratt, M. Boyer, B. Corcoran, B. Frank, M. Haque, E. Hampton, B. El-Mansour, L. O’Laughlin Absent: Stan Buchanan Speaking Seats: W. Barratt (Administrative Fellow, SOGS), D. Collins (COE), J. Gatrell (Graduate Dean), H. Hudson (CAS), A. Jamison (Graduate SGA), R. McGiverin (Library), P. Terpelets (Graduate SGA) Guests: 1. Call to Order: M. Boyer called the meeting to order at 10:04AM. 2. Agenda: The agenda was adopted by acclamation. 3. Minutes: B. Frank moved approval of minutes from 10.26.08; D. Collins seconded. Minutes were approved. Vote: 5-0-2. [E. Hampton arrived after vote was taken.] 4. Old/Unfinished/Ongoing Business 5. New Business a. Program Development Committee Actions b. ETD Consultants will be on campus next week. There is an afternoon panel on Wednesday, Nov. 5. ETD Consultants will have breakfast with GC on Thursday morning, Nov. 6. c. Electronic Thesis/Dissertation Task Force Report: Presentation by W. Barratt: [wbarratt.indstate.edu/etd/etd.htm] i. Summary of the Policy 1. New policy takes effect January 1, 2010 a. All submissions after 01-01-2010 will be electronic b. Submissions after the approval of the ETD policy and before 01-01-2010 may be electronic 2. Students submit the final copy as a PDF file a. Associated files must be standard file formats, exceptions can be made by the SOGS Dean b. Departments may require bound paper copies, but the Grad School will not arrange binding 3. ISU will maintain membership in the Network of Digital Libraries of Theses and Dissertations 4. Because of concern for making potentially publishable or patentable material available before publication of patents have been finalized, there are three levels of access a. Open access - Thesis or dissertation is available as soon as possible b. Limited access - Thesis or dissertation is available only with an ISU login. Abstract is open access. This is available for 2 years with a one year extension and then reverts to Open access c. Restricted access - Thesis or dissertation is not available. Abstract is open access. This is available for 2 years with a one year extension and then reverts to Open access ii. DRAFT Procedures from the student perspective (developing and implementing procedures will take an estimated 12 months) 1. Submit Committee approved final copy to Grad School for review 2. When final Grad School approval is given, save as a PDF file and submit to Grad School for technical review a. PDF is available as a "Save as" format using a free add-in from Microsoft b. PDF is available in ISU Labs 3. Select an access level 4. Submit PDF file and, if any, all other associated files 5. Graduate 6. ISU will catalog the dissertation and make it available on line (NOTE: This will take a great deal of planning and a new level of resources.) iii. RESOURCES 1. Networked Digital Library of Theses and Dissertations?http://www.ndltd.org/ 2. Ball State University ?http://www.bsu.edu/libraries/virtualpress/student/dissertations/author_list.asp 3. Virginia Tech ?http://scholar.lib.vt.edu/theses/ 4. West Virginia University?http://www.wvu.edu/~thesis/ iv. Discussion: 1. Regarding value: institutional membership gains everyone access. UMI is a member of the network, so it means that individuals will get access to the documents for free. J. Gatrell notes that one dissertation on mountain-top removal had over 35,000 downloads; this technology allows an extraordinary access to primary research. Also, ISU is considering digitizing current hardcopies of ISU theses. Preservation of electronic documents are real but technical concerns. The library is generally supportive of this move to ETDs. 2. Regarding security: signatures will be removed from the document to protect against identity theft. 3. Regarding formatting: W. Barratt says that from the student’s standpoint, the SoGS will approve of the word processing document and then the student will save as a PDF for final submission of the PDF file. PDF allows for “attached files”—sound, video, images, etc. 4. Regarding quality control and oversight: J. Gatrell says that SoGS needs to hold faculty committee chairs accountable for the quality of the work. H. Hudson says that with the changes in grad faculty status appointment, the college should have some role, especially regarding problems with committees. J. Gatrell: the role of the college would probably become more meaningful, especially for associate deans. They would be asked a more fundamental question: did this committee do what it was supposed to do? W. Barratt: per the new policy, when a thesis or dissertation is returned to the student, a note is to be sent to the committee chair. B. Frank comments that the loss of the dissertation/thesis reader has many drawbacks. We may want to reconsider reinstating this position. She also notes that plagiarism search programs are highly limited. M. Haque asks about external observers for dissertation committees; M. Boyer this is an important but different conversation. 5. Regarding implementation: Once policy moves forward, procedures involving cataloging will have to be generated. The issue of multiple-authored projects and parameters on research teamwork will need to be thoroughly discussed in the future. 6. Regarding taskforce timeframe: there have been two meetings and extensive electronic communication. M. Boyer asks whether we are at the beginning or end of this movement nationwide? W. Barratt: we are in the 24th percentile—a good place to be, neither too early nor late. v. Draft Statement: Electronic Theses and Dissertation (ETD) Policy, Indiana State University School of Graduate Studies [Full Text] One of the principle goals of Electronic Theses and Dissertations is timely and increased access to these documents. Beginning with May 2010 graduation the final copy of any thesis or dissertation submitted in partial fulfillment of the requirements for a graduate degree at Indiana State University must be submitted electronically in PDF format. The School of Graduate Studies will not accept paper submissions after January 1, 2010. Students graduating before May 2010 may submit their final thesis or dissertation in PDF format if they so choose. The Certificate of Approval, or signature page, must be submitted on paper and must contain original signatures. One of the advantages of ETDs is the ability to include multiple files as a thesis or dissertation and add hyperlinks into the document. Additional files, whenever possible, must use standard file formats such as .bmp, .jpg, .gif, or .tif for graphics, .mpeg for video, and .wav or .mp3 for audio. Exceptions to these file format requirement must be approved by the School of Graduate Studies. Adding additional files and using hyperlinks is not required. After final approval by the student’s committee and by the School of Graduate Studies, the student will submit a PDF copy of the thesis or dissertation that is unchanged in format and substance from the approved copy. This PDF version will have a technical review by the School of Graduate Studies to check for formatting and technical matters related to storage and transmittal. When the thesis or dissertation contains multiple files, those must all be submitted together. The School of Graduate Studies, in collaboration with the Cunningham Memorial Library and the Office of Information Technology, will be responsible for creating and maintaining a system for the electronic submission and storage of electronic theses and dissertations. Indiana State University will maintain membership in the Network of Digital Libraries of Theses and Dissertations (NDLTD) as well as continue to send copies of theses and dissertations to University Microfilms International (UMI) / ProQuest. Indiana State University will provide sufficient server space and technical support to collect, catalog, archive, and host ETDs in order to ensure their continued availability on the Internet, and will provide technical support to facilitate the ETD process from document submission to document hosting. Some thesis or dissertation may contain material destined for a publication or patent which requires that the material cannot be made immediately available on the Internet. There will be three levels of access for ETDs: Open, Limited, and Restricted. Students must request in writing either Limited or Restricted levels of access and must provide a rationale for not making their theses and dissertations immediately available. · Open access theses and dissertations will be made available on the Internet after final approval and technical review. · Limited access theses and dissertations will only be available to individuals with a valid ISU login ID. The Abstract for these documents will be open access. This status is available only for two (2) years with a one time extension of one (1) year. After the time for Limited access status has expired the thesis or dissertation becomes Open access. · Restricted access theses and dissertations will have only the Abstract available. This status is available only for two (2) years with a one time extension of one (1) year. After the time for Restricted access status has expired the thesis or dissertation becomes Open access. Requests for the additional year for Limited or Restricted access are required to be filed with Cunningham Memorial Library by December 1 prior to the scheduled release. The start of Limited access and Restricted access will be the beginning of the academic year following graduation. For example, theses and dissertations submitted and approved in May 2010 would be eligible for two (2) years of Limited or Restricted access beginning Fall semester 2010 through the end of the 2012 summer session. Exceptions to access can be made at the discretion of the Dean of the School of Graduate Studies Electronic Thesis and Dissertation Taskforce Will Barratt, ELAF/SoGS, Chair Shelley Arvin, CML Matt Brennan, English Timothy Demchak, Athletic Training Ed Kinley, OIT Liz O’Laughlin, Psychology George Maughan, Technology Cinda May, CML Susan Powers, CIMT/COE Virgil Sheets, Psychology George Stachokas, CML Jay D. Gatrell, SoGS, ex officio vi. Catalog Copy Change (This policy will require a change to prefatory material in the Catalog.) Preparation of Theses/Dissertations 7 Three copies of the thesis or dissertation (the original and two copies) are submitted to the School of Graduate Studies. Three copies of an abstract not to exceed 350 words should accompany the thesis; four copies of an abstract should be submitted with the dissertation. A thesis or dissertation approval form must be completed and bound with each copy of the thesis or dissertation. While the School of Graduate Studies sends the material to the bindery, the student pays the binding fee at the Office of the Controller and brings the receipt to the School of Graduate Studies. For a dissertation the student must submit a signed contract giving University Microfilms, Inc. permission to microfilm the entire dissertation. Copyright may be secured. Fees to cover microfilming and copyright must be paid in the Office of the Controller. This should read: 7 Deliver a PDF of the approved thesis or dissertation (after all required changes / revisions including a final format and technical review of the PDF file by the School of Graduate Studies) and one original paper copy of the signature page (Certificate of Approval) to the School of Graduate Studies. Ordinarily, the dissertation should be contained within a single comprehensive PDF file. Dissertations comprised of multiple electronic files must be submitted simultaneously. For a dissertation the student must submit a signed contract giving University Microfilms, Inc. permission to microfilm the entire dissertation. Copyright may be secured. Fees to cover microfilming and copyright must be paid in the Office of the Controller. Requirements for Earning Doctor of Philosophy (Ph.D.) Degrees, section on Graduation, point 5, which reads: 5. Deliver three original copies of the approved dissertation (after all required changes / revisions) and four copies of the approved abstract to the School of Graduate Studies. One copy of the abstract will be bound with each copy of the dissertation. This should read: 5. Deliver a PDF of the approved dissertation (after all required changes / revisions including a final format and technical review of the PDF file by the School of Graduate Studies) and one original paper copy of the signature page (Certificate of Approval) to the School of Graduate Studies. Ordinarily, the dissertation should be contained within a single comprehensive PDF file. Dissertations comprised of multiple electronic files must be submitted simultaneously. 6. Reports: a. Chairperson (M. Boyer): i. No Faculty Senate meeting; assistant dean candidate meetings have been ongoing. b. Faculty Senate Liaison’s Report (T. Sawyer): i. No Report c. Registrar’s Report (S. Gick): i. No Report d. Administrative Report (Dean J. Gatrell): i. Admissions data will be analyzed next week by the SoGS staff. Procedures will be streamlined. B. Frank: will the SoGS maintain its own admissions process? J. Gatrell: there will be procedural changes but details have to be sorted out. e. Graduate Student Report: (P. Terpelets, A. Jamison) i. No Report. ii. Discussion about the difficulty of GSA getting a dedicatd email address through OIT. 7. Upcoming Business a. The next GC meeting will be 11.14.08 at 10:00 am. 8. Adjournment – 11:00 AM Respectfully submitted, Brendan Corcoran Secretary Last modified: March 03, 2009 Copyright © 2007 by Indiana State University.