Re: [dspace-tech] Managing and archiving bachelor and master theses and related records

[Monika Mevenkamp]

Hi Claudia 

we are moving this year to collecting Undergraduate Senior Thesis with Vireo 3. 
This is after using DSPACE itself and having department administrators upload 
thesis on behalf of students for a couple years. The administrators viewed this 
as annoying extra work. Last year we used a custom Sharepoint side where 
students could self submit. The administrators could go there and just review 
thesis. The drawback - the system was fragile (we didn’t have the right in 
house tech/developer people) and the system proved to be fragile and hard to 
maintain. Now we are on our third iteration using Vireo.

We had to modify Vireo for our purposes. One mayor difference to the ‘normal’ 
Vireo use is that we pre populate submission  with student names, department, 
and advisor (where known) from a spreadsheet we get from the registrars office. 
 We configure department administrators such that, when they log in they only 
see the submissions send into their department. This required a code change in 
Vireo. We had a need for collecting additional metadata that was not 
anticipated in the standard Vireo interface. In some cases all we had to change 
was labels, in others we had to move fields between forms presented in 
submission steps. I probably forget other changes here ..  Our UX office 
reviewed the application and we easily passed A11Y review.

When the submission period ends, and administrators are done with their 
reviews, we will export submissions to the file system and combine with 
restriction request data that Princeton collects in a Sharepoint system. We 
have not done this yet. The general idea is export, probably using the DSPACE 
exporter from Vireo, get a spreadsheet from the Sharepoint data, write a bit of 
code to add restriction information to the relevant AIPs and then import into 
our DSpace IR. 

Vireo 3 relies on an old play framework. Vireo 4 is being developed as we 
speak. It is a total rewrite and will offer additional functionality. The user 
interface itself looks remarkably the same. Vireo has a strong administrator 
interface, aka a non technical person can 
configure which fields to make optional, required, or invisible in submission 
forms, 
associate users to departments or colleges, 
can manage roles like REVIEWER, STUDENT, NONE.   
close or open the system to submissions by students, 
define the list of departments, 
define email templates. 

There is a nice module that can define email rules along the lines of: IF 
something is submitted then send an email based on this template to all emails 
configured with the related department and also send an email to the advisor 
using  the ADVISOR template.  

I highly recommend checking out Vireo. I found the code of Vireo 3 well written 
and fairly easy to figure out and modify. 

Monika 

 
Monika Mevenkamp
mo.me...@gmail.com

http://mo-meven.tumblr.com/
http://mcmprogramming.com/mo.meven/



> On Feb 28, 2018, at 8:51 AM, Claudia Jürgen  
> wrote:
> 
> Hi all,
> 
> I was just wondering if anyone uses DSpace (or other software) for some
> tasks of the registrar's office?
> Primary with regards to bachelor and master theses,  but targeting
> archiving and documentation rather than publication.
> Beginning from the time a student finishes the thesis and keeping
> everything "digital". The review process, the approval/disapproval of
> advisor ...
> Afterwards keeping theses and  the related records in electronic form as
> long as it is obligatory.
> Here in Germany that is between 5 and 50 years depending on the material.
> This is a huge amount of files for the registrar's offices to manage
> conventionally in paper,
> especially with the move from diploma to bachelor and master.
> 
> Sunny greetings
> 
> Claudia Jürgen
> 
> --
> Claudia Juergen
> Eldorado
> 
> Technische Universität Dortmund
> Universitätsbibliothek
> Vogelpothsweg 76
> 44227 Dortmund
> 
> Tel.: +49 231-755 40 43
> Fax: +49 231-755 40 32
> claudia.juer...@tu-dortmund.de
> www.ub.tu-dortmund.de
> 
> Wichtiger Hinweis: Die Information in dieser E-Mail ist vertraulich. Sie ist 
> ausschließlich für den Adressaten bestimmt. Sollten Sie nicht der für diese 
> E-Mail bestimmte Adressat sein, unterrichten Sie bitte den Absender und 
> vernichten Sie diese Mail. Vielen Dank.
> Unbeschadet der Korrespondenz per E-Mail, sind unsere Erklärungen 
> ausschließlich final rechtsverbindlich, wenn sie in herkömmlicher Schriftform 
> (mit eigenhändiger Unterschrift) oder durch Übermittlung eines solchen 
> Schriftstücks per Telefax erfolgen.
> 
> Important note: The information included in this e-mail is confidential. It 
> is solely intended for the recipient. If you are not the intended recipient 
> of this e-mail please contact the sender and delete this message. Thank you. 
> Without prejudice of e-mail correspondence, our statements are only legally 
> binding when they are made in the conventional written form (with 

[dspace-tech] Managing and archiving bachelor and master theses and related records

[Claudia Jürgen]

Hi all,

I was just wondering if anyone uses DSpace (or other software) for some
tasks of the registrar's office?
Primary with regards to bachelor and master theses,  but targeting
archiving and documentation rather than publication.
Beginning from the time a student finishes the thesis and keeping
everything "digital". The review process, the approval/disapproval of
advisor ...
Afterwards keeping theses and  the related records in electronic form as
long as it is obligatory.
Here in Germany that is between 5 and 50 years depending on the material.
This is a huge amount of files for the registrar's offices to manage
conventionally in paper,
especially with the move from diploma to bachelor and master.

Sunny greetings

Claudia Jürgen

--
Claudia Juergen
Eldorado

Technische Universität Dortmund
Universitätsbibliothek
Vogelpothsweg 76
44227 Dortmund

Tel.: +49 231-755 40 43
Fax: +49 231-755 40 32
claudia.juer...@tu-dortmund.de
www.ub.tu-dortmund.de

Wichtiger Hinweis: Die Information in dieser E-Mail ist vertraulich. Sie ist 
ausschließlich für den Adressaten bestimmt. Sollten Sie nicht der für diese 
E-Mail bestimmte Adressat sein, unterrichten Sie bitte den Absender und 
vernichten Sie diese Mail. Vielen Dank.
Unbeschadet der Korrespondenz per E-Mail, sind unsere Erklärungen 
ausschließlich final rechtsverbindlich, wenn sie in herkömmlicher Schriftform 
(mit eigenhändiger Unterschrift) oder durch Übermittlung eines solchen 
Schriftstücks per Telefax erfolgen.

Important note: The information included in this e-mail is confidential. It is 
solely intended for the recipient. If you are not the intended recipient of 
this e-mail please contact the sender and delete this message. Thank you. 
Without prejudice of e-mail correspondence, our statements are only legally 
binding when they are made in the conventional written form (with personal 
signature) or when such documents are sent by fax.

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