The Graduate School’s policy of having dissertations submitted into DataSpace, the University’s Open Access repository, has been changed temporarily, pending resolution of some outstanding questions. David Redman, Associate Dean of the Graduate School, sent the following message out late today. If you have any questions, please contact us:
Dear Directors of Graduate Studies,
As many of you know, the Graduate School, working with the University Archives, established last fall new procedures for the submission of Ph.D. dissertations to ProQuest. Two significant changes were: a) agreeing to use ProQuest’s Electronic Theses and Dissertations (ETD) submission portal, which greatly speeded the ability of students to submit their dissertations; and b) eliminating the necessity of a second hard-bound copy of the dissertation in favor of storing an electronic copy of the dissertation on Princeton’s DataSpace and making the electronic “second copy” accessible there. One consequence of the second change was that our students’ dissertations became almost instantly accessible to anyone with a good search engine. In short, Princeton dissertations were “out there” in the world faster than we had imagined. This has caused some anxiety and distress among many of our new Ph.D.’s, so much so that we are amending our procedures in the following way.
By the end of this month, we will restrict access to doctoral dissertations in DataSpace to those on the Princeton.edu domain, that is, to on-campus users.
This is an interim and (we hope) relatively short term address to a larger problem of easy and fast access to Ph.D. dissertations at a time when students, particularly those in the humanities and social sciences, are anxious about their opportunities to publish their work and advance in their careers. The Graduate School has already had preliminary discussion with some members of the Policy Subcommittee about this issue and wants to continue the discussion with them about refining our policies and procedures.
Thank you for your interest in and concern about this issue. If you have any questions, please do not hesitate to call (x8-3902) or write me (email@example.com).
UPDATE: As of today, March 23, dissertations in DataSpace are now restricted to on-campus users only. However, please note that if Google has cached a PDF that it crawled previously, that PDF will remain in Google’s cache until Google expires it. That typically takes a couple of weeks, but that’s entirely up to Google.
UPDATE: As of November 5, all dissertations that have not been granted an embargo are available via Dataspace.
The Friends of the Princeton University Library Prize for
Outstanding Scholarship by a Princeton Graduate Student
First Prize: $1,500 + Publication
Second Prize: $500 + Publication
Competition for Essays Written in the 2011-2012 Academic Year
The Council of the Friends of the Princeton University Library invites students enrolled in all departments of Princeton University’s Graduate School to compete for the Prize for Outstanding Scholarship by a Graduate Student. First and second prizes will be awarded for essays based on research in one or more divisions of the Library’s Department of Rare Books and Special Collections–Cotsen Children’s Library, Graphic Arts, Historic Maps, Manuscripts, Numismatics, Public Policy Papers, Rare Books, University Archives, Western Americana–and/or in the associated Scheide Library, Marquand Library, and East Asian Library. Essays of all lengths and on all topics will be considered. To be eligible, authors must be enrolled in a Princeton University graduate program in the academic year 2011-2012. Essays will be judged on scholarly merit and creative use of Special Collections materials.
The winners will be announced on October 15, 2012, and the winning essays will be published in a forthcoming issue of the Princeton University Library Chronicle.
Princeton resident Mimi Omiecinski said about the event, “My family was so impressed that I was doing this today.” Wikimedian Pete took photos of the nearby eating clubs to update their pages. A Free Culture Chorus recorded a rendition of “Old Nassau”, and both the pictures and the recording are available on the Wikimedia Commons website for the event: http://commons.wikimedia.org/wiki/Category:Editathon,_Princeton_University. We challenge any Princeton University a cappella group to upload an animoso version of “Old Nassau.”
By the numbers, we had:
6 usernames created
4 articles created
9 articles expanded
We look forward to holding more edit-a-thons in the future!
For more information:
To finalize our series on our 2011 Annual Report, please see a description of our goals for fiscal year 2012:
- Complete NHPRC-funded ACLU processing grant
- Collection development: continue to build the Policy collections through donations and efforts such as the Baker Oral History Project
- Implement Aeon for registration and other public service functions
- Continue high level of public services
- Begin work on redesign of EAD website
- Continue to exploit our blog, Facebook, and other social media as part of outreach efforts.
- Complete Daily Princetonian digitization project
- Build a records management program
- Successfully host IMLS intern
- Continue University Archives processing and description
- Complete description of additions to audiovisual and memorabilia collections; finish P-collection survey; begin HPC description and cleanup work
- Provide access to all newly created data either through revamped databases and Primo, or conversion to EAD
- Continue work on processing and description documentation enhancement and consolidation
- Formalize plans for start of electronic records management program
- Shift to electronic submission of doctoral dissertations beginning in Fall 2011
We hope you enjoyed our series on our 2011 Annual Report. You may read it in its entirety here. Check in next year for a review of our activity in FY2012!
As a continuation of our series on our 2011 Annual Report, please see a description of our work in exhibitions, public relations, and outreach:
- The John F. Kennedy exhibition assembled by Nicole Milano in August 2010 was very well-received, so much that we extended its run through the end of August 2011. In addition, in March Mudd co-hosted a panel with the Woodrow Wilson School entitled “JFK and Civil Rights: 50 Years After” that filled Dodds auditorium. John Doar ’44 and Nicholas Katzenbach ’43 were the highlights of the panel that reminisced about their service in US Justice Department in the first half of the 1960s. A dinner in the Garden Room at Prospect followed where over 50 people dined with the speakers, including President Shirley Tilghman.
- Mudd hosted an Open House on Saturday, October 23, featuring the exhibit and stacks tours that attracted 17 people.
- The Mudd blog continues to be a source of information on new collections, interesting reference inquiries, digital collections, staff, accessions and finding aids, and other library news. We created 25 new entries last year. Mudd continued to expand its embrace of social media this year by adding a new blog, The Reel Mudd, devoted to providing access to our audiovisual media, with 58 entries featuring over 85 films. We also launched Facebook and Twitter sites. At the conclusion of the fiscal year, our Facebook page had over 200 monthly active users and we had more than 200 wall posts, a significant number of those originating from our Twitter account where we deliver the “This Day in Princeton History” facts.
- In conjunction with Alumni Day, Mudd Library assisted Theatre Intime’s 90th anniversary dinner in February. Student members assembled an exhibition in the Harlan Room that was viewed prior to the dinner which was served in the reading room.
- Dan Linke continues to serve on the Princetoniana Committee and assists the group with its Oral History project.
As a continuation of our series on our 2011 Annual Report, please see a description of our work in Collection and Financial Development:
- See the entries on accessioning Public Policy Papers and University Archives for collections of note acquired in this fiscal year. In addition, during the past year gift agreements were signed with Edward Djerejian (who served as Ambassador to both Syria and Israel) and James Hoge (the outgoing editor of Foreign Affairs), though no documents were delivered during the fiscal year.
- Linke finished raising money for the digitization of the Daily Princetonian, with over a quarter of a million dollars accrued for this project.
- The James Baker Oral History Project completed seven additional interviews with Susan Baker, Edward Djerejian, Francoise Djerjian, Marlin Fitzwater, John Major, John Sununu, and Robert Zoellick.
One of the University Archives’ important roles is to preserve and provide access to Princeton University Ph.D. dissertations and Master’s theses. Recently the Mudd Manuscript Library has taken steps to both modernize and streamline the process that Ph.D. candidates carry out to submit their dissertations, while at the same time improving access to these works.
Partnering with ProQuest
Since 1950, the University has partnered with ProQuest (formerly UMI) to publish and disseminate the work of Princeton’s Ph.D. students to the wider academic community. After decades of mailing bound manuscripts to ProQuest for microfilming and/or scanning, and more recently, mailing CDs with PDFs of dissertations, Princeton Ph.D. candidates will now upload their own PDFs to Princeton’s ETD Administrator site (www.etdadmin.com/princeton). Candidates will choose publishing options, decide if they want ProQuest to register their copyright, and pay any relevant fees on the site as well.
Reduced Cost for Students
The new online submission system allows candidates to realize significant savings in publishing fees—Traditional publishing is free and Open Access publishing is $95—in both cases, a savings of $25 over the previous process. The optional copyright registration fee remains $55, and a dissertation maintenance fee of $15 is due at the Mudd Manuscript Library at the time of submission.
In addition, with the new procedure, candidates are required to submit only one bound copy of their dissertation to the library (instead of two), which cuts their binding fees in half, a savings of $40 or more.
Enhanced Access to Dissertations
Depending on the publishing option that candidates choose, dissertations will be made available either through ProQuest’s Dissertations and Theses subscription database (available to the University community at http://search.proquest.com/pqdtft/advanced?accountid=13314) or through ProQuest’s open access database PQDT Open (http://pqdtopen.proquest.com/), which offers full text versions of dissertations to anyone with Internet access.
Another step forward in providing access to dissertations is their availability on Princeton’s digital repository, DataSpace http://dataspace.princeton.edu/jspui/. Starting with dissertations submitted for the November 2011 degree award, an electronic copy of each Princeton University dissertation will be placed in DataSpace. This will be a full text, universally accessible version of the dissertation.
Full details of the new dissertation submission procedures are available on our website at: http://www.princeton.edu/~mudd/thesis/index.shtml . If you have questions about the dissertation submission process, please contact the Mudd Manuscript Library at 609-258-6345 or firstname.lastname@example.org.
As a continuation of our series on our 2011 Annual Report, please see a description of our work in Records Management:
- Met with thirty academic and administrative departments to gather information and provide advice and training;
- Worked with Finance and Treasury and Audit and Compliance to identify and address the highest priority financial records of the university;
- Created a records management blog, Just for the Records, to disseminate records management information to the Princeton community;
- Delivered a specialized records management presentation to the staff of the Teacher Preparation Program;
- Represented the records management program at a sustainability open house for the residents of 701 Carnegie, discussing the positive environmental effects of good records management;
- Developed a relationship with the PU Storage Facility staff and identified how the records management program will mesh with the records center function of the PUSF;
- Worked with Facilities staff to address records issues raised in the process of a major reorganization in their workflow; and
- In conjunction with the Linke and Santamaria, began planning for an electronic records management program.
As a continuation of our series on our 2011 Annual Report, please see a description of our work in digital projects, content, and delivery:
- Mudd staff continued work to increase our digital content in FY11. We continued a pilot project to digitize collections using our photocopier’s capacity to scan directly into PDF files.
- Utilizing OIT’s Webspace we accessioned over 8 GB of electronic records from the Project on Ethnic Relations Records and made them available via the online finding aid for the collection.
- Maureen Callahan investigated the Zeutschel imaging station acquired last year and developed image specifications and workflow. We hope to implement these recommendations in the fall.
- Christie Peterson oversaw the creation of structural metadata for volumes 3-8 of the Trustees Minutes Digitization Project. Related to this, working with the University Secretary’s office and OIT, we began scanning 20th century Board of Trustees minutes for ingest into OnBase, which will OCR them. Linke also worked with the Secretary and President’s office to reduce the restriction on the Trustees minutes from 50 to 40 years.
- The Digital Library studio completed the imaging of the Historical Photograph Collection: Grounds and Buildings series (erroneously reported last year), volumes three to eight of the Trustees Minutes, and Mudd’s Political Cartoon Collections, though these images are not yet available online due to the redesign of the Princeton University Digital Library, and, in some cases, the inability to of the PUDL to utilize EAD as a descriptive metadata format.