ETD Meeting between SoC and RO
Purpose: To clarify issues related to ETD
Date : 25 Feb 2010, 2.30pm‐4:30pm
Venue : UHALL , L401
Present :
RO (Jennifer Yee, Sheila Phang, other RO Support Staff)
SoC (YEO Ann Kian, LIM Sing‐Ing)
Remarks: Status updated on 10/Mar/2010 by SoC
Issues
1. Session timeout when students upload thesis
Action by / Status
It’s likely caused by filesize being too big. SoC will increase the
session timeout to 60 mins. [Done]
2. Hardcopy submission contents is different from ETD entered data
RO to compare the 2 versions before making the approval
3. Length for Abstract and keywords not cleared. Request to change the wordings for SoC will update the Abstract text to 4000 characters. [Done]
Abstract.
4. Include length validation check for keywords and abstract
Error message will be shown if users enter > 150 chars for
keywords & > 4000 char for abstract. [Already in place]
5. Some WWW Brower tends to give display problem. Suggest to include the “Best
SoC will add “Best Viewed with Internet Explorer 7 on
with XX Browser”
Windows XP/Vista”. [Done]
6. Check whether the special characters/Chinese for keywords & abstract will be
Not captured. The special chars/Chinese text will appear as
captured in the Database
garbage unless they appear in the defined list. [To Be Resolved
in Future]
7. Include Sheila as the alternate approval for RT
Add REGPXS as an alternate system owner in RT. [Done]
8. RO staff to file all ETD‐related issues in Request Tracker (RT)
RO
9. The problem with blank/inaccurate dept code still persists. Please file tickets in RT
SoC will set up a cron job to run daily @ 9am to detect this
to track the problem and to inform SoC.
issue. Once there’s discrepancy detected, SoC will inform ISIS
team to rectify the data and keep RO inform. [Done]
10. Student will now use NUSNET ID and password to login to ETD. If students forget
RO
their password, please direct them to ComCen IT Care
11. ILO is responsible for approving and setting the release dates of thesis which are
RO will work with ILO to use ETD. SoC assists to provide RO
patent‐related. They need to go into the ETD system to update.
with a list of ILO contacts. [Done: ILOTWJ, ILONI, ILOJS]
12. Change all INTRO/IRO wordings to ILO
13. All data changes that’s originated from ISIS/CS, e.g. thesis title, supervisor etc will
not be made known to ETD unless there’s a manual trigger/notification. Once
there’s an update required, ETD needs to sync the data to the ETD staging table so
that Dspace will get the updated info.
14. Allow RO to enter on students’ behalf the submission screen
15. SoC explains the difference between Campus ID & Employee ID due to ISIS. For
consistency, RO are advised to do the following:
‐ Use Axxxxxxxx for students matriculated from Jan 2010 onwards
‐ Use Hxxxxxxxx for students matriculated earlier than Jan 2010
16. File size limit for ETD is 30MB per post. RO is advised to monitor and inform SoC
thru RT if a student’s submission exceeds this limit.
17. RO requests to include a report to display the list of records in which students have
submitted but not verified by dept admin.
18. To eliminate duplicate emails sent to RO informing about the Thesis Release Date.
19. The email contents sent to students omit their name/dept. This issue happens
when the interim table has some data problem.
20. RO to define roles/responsibilities among the RO users and admin, eg to designate
administrators to take care of maintenance issues such as inserting new dept/dept
admin, updating the list of admin staff for RO/ILO etc
21. For thesis that requires permanent embargo, RO will extend the Internet/Intranet
Release date so that the thesis will not get published while waiting for approvals.
22. Thesis title is stored as 5 individual fields in CS. When it’s joined together in ETD, a
space is used to concatenate the 5 fields. This may end up creating extra spaces in
between a word.
23. RO feedback that some students are supposed to submit their thesis but
encountered the message that they’ve already submitted. In order to troubleshoot,
SoC needs more info like print screens of the before and after submission page.
24. SoC requests not to give out SoC developers’ (ie Limsi) email/office phone to
students when they encountered problem in ETD. All bugs/problems should be
filed via RT so that it can be categorized and tracked properly by RO and SoC.
25. For deceased cases, the info will not be outbounded to the ISIS interim tables.
SoC [Done]
SoC to provide in ETD a function for RO to trigger an update of
ETD data when the relevant CS data is changed. [To be added]
SoC has included a new function – Update Thesis Submission
Details. [Done]
RO to take note
RO
SoC [To be added]
SoC has fixed the duplicated‐email problem. [Done]
SoC has made some modifications and eliminate most of the
cases. RO to file ticket thru RT if similar issue occurs again.
[Done]
RO
RO
SoC has removed the space and concatenated the 5 fields
without adding extra delimiter. [Done]
RO to request students for more info and file a ticket thru the
RT before SoC can troubleshoot the problem efficiently.
RO
RO to provide SoC with the soft copy data that needs to be
uploaded to the ETD. Other than the thesis files which can be
sent via internal mail in CD/DVD, all other data fields have to
be keyed in by RO and file it thru the RT.
26. Students might have more than 1 postgraduate degree record in ISIS. E.g. Student A SoC to update ETD to add a function in the “Thesis Submission
date” screen for RO to select the degree if student have > 1
has submitted his Masters in the middle of the semester in 2009/2010 Sem 1 and
degree in the same semester. [To be added]
enrolled in PhD concurrently. The PhD record will also be created in 2009/2010
Sem 1. Currently, ETD does not allow RO to indicate the degree that the student is
submitting his thesis for.
27. RO to come up with an operation procedure/FAQ for the RO support staff handling RO: Jennifer/Sheila
ETD, e.g. setting of thesis release dates etc
28. ISIS interim data is still undergoing changes/updates and may require some time to RO to draft a standard answer to reply to students when
resolve. The data might be inaccurate at the point of time when RO/student access there’s data issue in ETD.
ETD.
... thru RT if a student’s submission exceeds this limit. 17. RO requests to include a report to display the list of records in which students have submitted but not verified by dept admin. 18. To eliminate duplicate emails sent to RO informing about the Thesis Release Date. ... be keyed in by RO and file it thru the RT. 26. Students might have more than 1 postgraduate degree record in ISIS. E.g. Student A SoC to update ETD to add a function in the “Thesis Submission date” screen for RO to select the degree if student have > 1 ... has submitted his Masters in the middle of the semester in 2009/2010 Sem 1 and degree in the same semester. [To be added] enrolled in PhD concurrently. The PhD record will also be created in 2009/2010 Sem 1. Currently, ETD does not allow RO to indicate the degree that the student is