A Manual of Creating and Uploading Electronic Theses/Dissertations Files

Transcription

1 A Manual of Creating and Uploading Electronic Theses/Dissertations Files National Cheng Chi University Library and Social Science Information Center May 2008 Edition

2 Table of Contents I. Flowchart... 1 II. Thesis/Dissertation Submission Notices... 2 III. Thesis/Dissertation Editing Advices... 4 IV. Thesis/Dissertation PDF Converting Instructions... 6 (I) File Converting...6 (II) Add Watermark...9 (III) Security Configuration V. System Login for File Creation and Uploading Instructions (I) System Login (II) Enter Thesis/Dissertation Information (III) Select Authorization Options (IV) Upload Thesis/Dissertation Files (V) Complet Thesis/Dissertation File Creation (VI) Print and Sign Letter of Authorization... 24

3 I. Flowchart Revised Thesis/Dissertation Revision Completed Convert the thesis/dissertation into PDF files Add watermark and security configuration Please Refer to Thesis/Dissertation PDF Converting Instructions 1. Login to the thesis/dissertation system 2. Enter thesis/dissertation information and upload the full text in PDF files 3. Complete file creation and print out the Letter of Authorization bound it with the paper copy thesis/dissertation Please Refer to System Login for File Creation and Uploading Instructions 2-3 working days Revise according to the notification No R eceive Verification notification ( ) Approved or not? Yes Print out the approved notification (Not required to be bound in the thesis/dissertation) Bring 1. Approved notification 2. Paper copy thesis/dissertation: 2 deluxebound copies To the Administration Section at the Library Completed! 1

4 II. Thesis/Dissertation Submission Notices (I) Thesis/Dissertation Submission Norms 1. Submit two deluxe bound paper copies of degree thesis/dissertation to the Administration Section at the NCCU Library (pursuant to the resolution of the second Academic Affairs Meeting of the first semester of school year 2006). 2. Postgraduate students should login to National Cheng Chi University Theses and Dissertations Full-text Imaging System for file creation and upload the electronic thesis/dissertation files (saved as individual files, converted to PDF and uploaded separately) (pursuant to the resolution of the first Academic Affairs Meeting of the second semester of the school year 2002). (II) Online File Creation Reminders 1. After you have passed the oral defense and confirmed that the content of your thesis/dissertation is revised correctly, save the contents of your thesis/dissertation to multiple files according to title page, table of contents, abstract, main body (as Chapter One, Two respectively) and bibliography, then proceed with the PDF converting, insert the watermark and security configuration. (For detailed map, please refer to Thesis/Dissertation PDF Converting Instructions ) 2. Login to National Cheng Chi University Theses and Dissertations Full-text Imaging System ( for file creation, and upload electronic thesis/dissertation files(for detailed map, please refer to System Login for File Creation and Uploading Instructions ) 3. Please note that the electronic thesis/dissertation you have submitted is considered the same as your paper copy thesis/dissertation, so please double check to confirm that the contents in the electronic version is complete and accurate. 2

5 (III) Letter of Authorization Once the file creation of thesis/dissertation is completed and information entered, and the electronic thesis/dissertation uploaded, print out the Letter of Authorization online.do confirm if the authorization options are correct before signing the National Cheng Chi University Letter of Authorization for Theses and Dissertations Full Text, and bound it with the paper copy thesis/dissertation after the title page. (IV) Approved Notification 1. Once the file creation is completed, the Library will take two working days to verify the files and make sure that there are no errors, and the system will automatically send off an to you containing the approved notification. 2. Please sign this National Cheng Chi University Theses and Dissertations Approved Notification and Letter of Authorization for Full Text (not to be bound with the thesis/dissertation), submit it to the NCCU Library along with two deluxe bound paper copies of thesis/dissertation for reference. You must have this form when proceeding with the leave-school procedure to prove that you have completed the file creation in the University system and that it has been approved by the Library. 3. Unapproved notification will be send to those who fail to pass the verification, please revise any errors as soon as possible upon receiving the notification, so as not to affect the time required for your graduation procedure. For questions regarding file creation and uploading electronic thesis/dissertation, please contact the Information Section at the Social Science Information Center Contact Person: Shu-Mei Chao (02) ext.62942, 62950,

6 III. Thesis/Dissertation Editing Advices 1) Editing Software Microsoft Word is recommended for editing the thesis/dissertation, and save as a Word file (*.doc). 2) Font To prevent the original fonts from not displaying in the converted PDF file, we recommend that you use the following fonts: Chinese Font 標楷體, 細明體, 新細明體 English Font Times New Roman, Arial, Arial Black, Arial Narrow, Bookman Old Style, Comic Sans Ms, Courier New 3)Special Symbols When inserting special symbols, please make sure you use the Symbol Font. If the symbol you need does not exist in the Symbol Font, you are recommended to use Microsoft Equation Tool to insert the required symbol when editing an Word document. 4)Image File Formats To prevent errors from taking place during file converting, please use the following image file formats: *.jpg *.gif *.tiff *.bmp 4

7 5)Check Thesis/Dissertation File Please run an anti-virus software through the original electronic thesis/dissertation file to make sure it does not contain any virus. 6)Confirm Thesis/Dissertation File Please confirm that the electronic thesis/dissertation files containing the complete contents of the paper copy, including title page, Chinese and English abstracts, charts and table of contents, main body, bibliography and appendices, and check if the content and page coding in the electronic files are consistent with those of the paper copy thesis/dissertation. 5

8 IV. Thesis/Dissertation PDF Converting Instructions (I) File Converting 1)Files to Thesis/dissertation PDF converted files must include Upload the following parts, please convert them into separate PDF files as follows Title Page Acknowledgement Abstract Table of Contents 5 Main Body (Chapter One, Chapter Two etc) 6 Bibliography One chapter as a file 7 Appendix or other parts Depends on the contents of individual thesis/dissertation 2)Convert files with Adobe Acrobat Students should use computers that are installed with the Adobe Acrobat software for file converting: (1) Department Computer Labs, Study Rooms (2) Computer Labs in the Computing Center (3)The Library, Social Science Information Center and Database Research Areas in various branch libraries 6

9 If you wish to convert the files in the above places, bring the electronic copy of your thesis/dissertation (e.g.: save it in a flash disk or a CD-Rom, or upload it to your personal inbox and download it on the site, or save it in FTP) P.S. Adobe Arcobat Chinese Edition(Writer)campus authorization has been acquired, you may download it from and install it on a campus computer for use, please use Adobe Arcobat 6.0 or above. 3) Converting Steps 1. Open the thesis/dissertation files to be converted. 2. Select File from the tool bar, then start the Print function 3. Roll down the list from the printer Name, select Adobe PDF, and click enter. If you need to split files, enter the starting and ending page number. If you do not need to split files, select print the entire range. 7

10 4. We recommend to save each file according to its content (e.g. Title Page, Abstract, Chapter One, Chapter Two etc), and save the PDF files on the Desktop for the time being. p.s. If you split the thesis/dissertation files, open the files again afterwards to confirm the page numbers are correct and that it is complete. 5. After they are converted into PDF files, watermark can be included, and security configured. 8

11 (II) Adding Watermark 4)Adding Watermark 1. Download National Cheng Chi University Thesis/Dissertation Watermark image file to the computer (1) Move the cursor to the image below, click right on the mouse, and select saving a new file. (2) Or download it at P.S. To maintain the consistency of the material quality, do not change the size setting of the watermark. 2. Please open your thesis/dissertation PDF file on a computer installed with Adobe Acrobat (The first pages of all thesis/dissertation files). 3. Select Document, then select Add New Watermark and Background 9

12 4)Adding Watermark (Cont.) 4. Select the type to be added, select Add New Background (looks like it is under the words), and select Display on the Screen and Display in Printing. 5. Select the source of background to add, then select File, and select Browse to choose the watermark image file to add. 6. Then select the page range, select Assign Page Range from Page 1 to 1, and add the watermark to the first page of the thesis/dissertation files. 7. Finally, select the appearance and location, for both Vertical Alignment and Horizontal Alignment, select Center, and the watermark will be placed in the center of the page. 10

13 (III) Security Configuration 5) Security 1 Security Configuration for Acrobat 6.0 Configuration 1.1 Open each file one by one, select Restricted -Acrobat 6.0 Access and Editing under Security from the tool bar 1.2 Under Authority, select Password Restricted Printing, Editing and Security Configuration of the Document, and enter your chosen password to ensure the security of your electronic thesis/dissertation. 1.3 Select High Resolution under Printing Allowed, do not change any other default options, click enter, re-confirm the password and save the file. Step 1.2 Step

14 5) Security Configuration - Acrobat 7.0 P.S. Please do not set File Access Password, otherwise the inspectors will not be able to access your file. 2 Security Configuration for Acrobat Open the files one by one, select Secure This Document under Security from the tool bar. 2.2 Select Password Restricted Access and Editing 12

15 5) Security Configuration - Acrobat 7.0 (Cont.) 2.3 Select Restricted Editing and Printing of the Document under Authority, and enter your chosen password to ensure the security of your electronic thesis/dissertation. 2.4 Select High Resolution under Printing Allowed, do not change any other default options, click enter, re-confirm the password and save the file. P.S. Please do not set File Access Password, otherwise the inspectors will not be able to access your file. 3 Return to Desktop, open each PDF files again to ensure file access is normal, and security configurations completed. 4 If the file can access normally, it means file converting process is completed. 13

16 5) Checklist PDF file self-inspection checklist prior to uploading as follows: 1. Normally access to the PDF file? 2. Is the PDF file consistent with the format of the paper copy thesis/dissertation? 3. Is the thesis/dissertation watermark added? 4. Is the security configuration completed? 5. For security configuration, do not select PDF Access Password and Printing Denied options. Questions regarding file converting, please contact Information Section at the Social Science Information Center (02) EXT.62942,

17 V. System Login for File Creation and Uploading Instructions (I) System Login Postgraduate students should link to National Cheng Chi University Theses and Dissertations Full-text Imaging System (the System) at and login to the system from Submit.. 15

18 Enter your NCCU Library card number and password and click login If you cannot login the system with your account number and password, contact ext If you are logging in for the first time, enter your information (for the purpose of system management and contact only) before clicking Apply. 16

19 (II) Entering Thesis/Dissertation Information Please enter the information relevant to your thesis/dissertation in the respective columns, and take note that columns in bold font are required.. If your information (such as supervisor, full-text file name and key words) exceed the available column spaces, you can click on the small red arrow next to the column to insert a new column. 17

20 (III) Selecting Authorization Options Select Fulltext authority, and choose the time for authorizing your electronic thesis/dissertation Please select whether or not you agree to authorize National Cheng Chi University (I) Yes: Next, select the time when the full text of your thesis/dissertation will be disclosed on the Internet. (II) No: Please note why this thesis/dissertation is not authorized for public disclosure, and understand that your electronic thesis/dissertation will only be saved in the Library mainframe as backup and not disclosed. 18

21 (IV) Uploading Thesis/Dissertation Files 1. First, in the Full-text File Name columns, enter the various file names including Title Page, Table of Contents, Abstract, Main Body (as Chapter One (Name), Chapter Two (Name), Chapter Three (Name) etc), Bibliography, Appendix. Then click Upload to upload all the files of your thesis/dissertation. (1) If your thesis/dissertation files (2) exceed the available columns, click on the red arrow on the left to add more columns 19

22 2. After you click Upload, another browser will appear for you to select files for upload, then click Browse, find the location of the various PDF files and click Open. 3. Then click Execution to upload the PDF files. Please upload the files in order. (3) (1) (2) 20

23 4. If errors occur during the uploading process, select the record to execute the deletion of the file. E.g.: File No. 02, which is uploaded with error, is being deleted in the following picture, and if you wish to re-upload the correct file, enter No. 02 in the New File Number and upload the file according to step 2-3. (2) Click Execution to complete the deletion (1) Select the file to be deleted (3) if you wish to re-upload the correct file, enter No. 02 in the New File Number and upload the file according to step

24 5. After all the files in the thesis/dissertation are uploaded in order, click Close to close the full-text uploading browser, and return to the thesis/dissertation uploading homepage. 6. Confirm that the Full-text File Number created by uploading the files and the parallel corresponding Full-text File Name are correct (If there are no parallel correspondence, then the user will have an error link when downloading the full-text files). E.g.: In the picture below, file number 01 represents the Title Page, file number 02 represents the Acknowledgement etc. Confirm that the Full-text File Number created by uploading the files and the parallel corresponding Full-text File Name are correct Check whether the uploaded file numbers correspond to all the Full-text File Number columns accurately and in order. 22

25 (V) Completeing Thesis/Dissertation File Creation Then enter the information required in other columns, wherein abstract, table of contents and bibliography can just be copy and pasted from the electronic files to save time from entering them one by one. After conforming all the archives and the information are correct, tick the option of Archives Completed and click SAVE, then it will enter the webpage of printing Letter of Authorization 23

26 (VI) Printing and Signing Letter of Authorization 1. Print and sign the Letter of Authorization for the University Library, and bound it with the paper copy thesis/dissertation right after the title page. 2. The time of authorization you selected when creating the file will automatically be marked on the University Library Letter of Authorization, please confirm that it is what you have chosen, and if there are no mistakes, sign your name, print it and send it off for binding along with your thesis/dissertation. 3. Finally, congratulations on completing the file creation! Please wait for the Approved Notification which will be sent to you after the Library verifies that there are no errors. After that, submit it to the Administration Section at the NCCU Library along with your paper copy thesis/dissertation (two deluxe bound copies) to proceed with your leave-school procedure. 24

27 p.s. Waiting for Approved Notification: 1) Verification Duration: Within two working days. 2) Method of Notification: By (sent to the address you entered after login to the system). 3) Content of Notification: Notifications including incomplete thesis/dissertation information, nonconforming files, or verification approved. 4) How to find out about the result of verification: a) Check the inbox of the address you entered for approved notification. b) Check online: If you have not received the approved notification, login to postgraduate student uploading thesis/dissertation - Inquire verification status, if approved, select - re-print Letter of Authorization and Approved Notification, and print out the approved notification. 25