Depositing Electronic Theses and Dissertations in Cardinal Scholar

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Cardinal Scholar Institutional Repository

Cardinal Scholar, Ball State University's institutional repository, is an accessible digital archive of scholarly and artistic materials produced by the Ball State University community. The intention of Cardinal Scholar is to promote open scholarly communication, preserve access to scholarly work produced at Ball State University, and promote Ball State University's intellectual capital to a worldwide audience of Web users. The materials are available to users for no charge through Internet search engines as well as the University Libraries' Web site.

For more information, visit the Cardinal Scholar wiki.

Electronic Theses and Dissertations

Ball State University has implemented a policy that all master’s degree theses, research papers, creative projects, and doctoral dissertations are to be submitted electronically. This means that the Graduate School will no longer accept paper copies of graduate student research projects. The goals of the Graduate School in requiring electronic submission include seeking to instruct graduate students about electronic document preparation and how to use digital libraries. Moreover, many research projects go beyond the traditional text-only format, which cannot be captured in paper copy alone, and this initiative will allow worldwide accessibility to Ball State student research.

For more information, visit the Graduate School's Electronic Submission Guidelines

Determining Access Levels

There are 4 levels of access available to Ball State University students when submitting electronic thesis or dissertation. They are as follows:

  1. Worldwide Access for Research Paper, Creative Project, Thesis, or Dissertation and accompanying materials.
  2. Ball State University Access Only for Research Paper, Creative Project, Thesis, or Dissertation and accompanying materials.
  3. Ball State University Access Only for Research Paper, Creative Project, Thesis, or Dissertation and accompanying materials, but students can choose to allow the following:
    1. Worldwide Access for key bibliographic data AND/OR
    2. Worldwide Access for accompanying materials as listed by electronic file name
  4. Ball State University Access Only for Research Paper, Creative Project, Thesis, or Dissertation and accompanying materials for 1, 2, or 3 years with Worldwide Access after selected time has elapsed.

Use the Research Paper, Thesis, Creative Project, or Dissertation (ETD) Signature Form provided by the Graduate School to determine access level for each thesis or dissertation.

Depositing Access Level 1 Electronic Theses and Dissertations

  1. Log in to Cardinal Scholar. See it.
  2. Once successfully logged in, you will automatically be directed the Manage deposits page. Click on the button labeled New Item. See it.
  3. Change the Item Type from Article to Thesis/Dissertation. See it.
  4. Click Next.
  5. Choose Browse... and navigate to the appropriate directory to select the ETD or accompanying material desired.
  6. Click Upload. See it.
  7. To add accompanying materials or other files for Worldwide Access, Upload another file by using the Browse... button, selecting the appropriate file, and clicking the Upload button. See it.
  8. After you've uploaded all files, click Next.
  9. Enter Title from the Research Paper, Thesis, Creative Project, or Dissertation (ETD) Signature Form. See it.
    1. Treat the title according to AACR2 1.1B1 General Rules for Description Title Proper, 1.1E Other Title Information, and Appendix A.4 Capitalization for Title and Statement of Responsibility.
    2. In general, capitalize the first word of a title (title proper, alternative title, parallel title, quoted title, etc.).
    3. If the first word of a title is a compound term beginning with a lower case letter or letters followed by one or more letters in upper case, capitalize only the secondary element of the compound term. This rule is applied if there is a hyphen or not. Examples: e-Library collections at Ball State University, eLibrary collections at Ball State University
    4. For a title that begins with an Internet address (or part of an internet address), do not capitalize the first element if it is not capitalized on the resource.
    5. If the title includes a corporate name with unusual capitalization, follow the capitalization practice of the body.
    6. Transcribe the subtitle using the following format [Title : subtitle]. Example: eLibrary collections at Ball State University : a success story
  10. Switch Depositor Role to Administrator. See it.
  11. Indicate appropriate Thesis Type. See it.
  12. Enter Creator from the Research Paper, Thesis, Creative Project, or Dissertation (ETD) Signature Form. See it.
    1. Treat the title according to Appendix A.13 Capitalization of Personal Names.
    2. Capitalize the name of a person (including inititals).
  13. Select Ball State University Theses and Dissertations for Division. See it.
  14. Enter Date based on the BSU Commencement date. See it.
  15. Indicate Date Type as None. See it.
  16. Make sure that Status under Publication Details is marked as Unpublished. See it.
  17. Click Next.
  18. Click Deposit Item Now. See it.
  19. After depositing the item, you will see a page with summary information about the deposit. See it.This is a good time to double check the item for errors. Once finished proofreading, click Manage deposits and begin work on depositing the next ETD.

To see an example of an Access Level 1 ETD in Cardinal Scholar, click here.

Depositing Access Level 2 Electronic Theses and Dissertations

  1. Log in to Cardinal Scholar. See it.
  2. Once successfully logged in, you will automatically be directed the Manage deposits page. Click on the button labeled New Item. See it.
  3. Change the Item Type from Article to Thesis/Dissertation. See it.
  4. Click Next.
  5. Choose Browse... and navigate to the appropriate directory to select the ETD or accompanying material desired.
  6. Click Upload. See it.
  7. To add accompanying materials or other files for BSU Only Access, Upload another file by using the Browse... button, selecting the appropriate file, and clicking the Upload button. See it.
  8. Click the Show Options + sign in the upper right hand corner of the file upload details information. Change the Visible to field to Registered users only. See it.
  9. After you've uploaded all files and changed the Visible to field to Registered users only, click Next.
  10. Enter Title from the Research Paper, Thesis, Creative Project, or Dissertation (ETD) Signature Form. See it.
    1. Treat the title according to AACR2 1.1B1 General Rules for Description Title Proper and Appendix A.4 Capitalization for Title and Statement of Responsibility.
    2. In general, capitalize the first word of a title (title proper, alternative title, parallel title, quoted title, etc.).
    3. If the first word of a title is a compound term beginning with a lower case letter or letters followed by one or more letters in upper case, capitalize only the secondary element of the compound term. This rule is applied if there is a hyphen or not. Examples: e-Library collections at Ball State University, eLibrary collections at Ball State University
    4. For a title that begins with an Internet address (or part of an internet address), do not capitalize the first element if it is not capitalized on the resource.
    5. If the title includes a corporate name with unusual capitalization, follow the capitalization practice of the body.
    6. Transcribe the subtitle using the following format [Title : subtitle]. Example: eLibrary collections at Ball State University : a success story
  11. Switch Depositor Role to Administrator. See it.
  12. Indicate appropriate Thesis Type, which can be found on the Research Paper, Thesis, Creative Project, or Dissertation (ETD) Signature Form. See it.
  13. Enter Creator from the Research Paper, Thesis, Creative Project, or Dissertation (ETD) Signature Form. See it.
    1. Treat the title according to Appendix A.13 Capitalization of Personal Names.
    2. Capitalize the name of a person (including inititals).
  14. Select Ball State University Theses and Dissertations for Division. See it.
  15. Enter Date based on the BSU Commencement date. See it.
  16. Indicate Date Type as None. See it.
  17. Make sure that Status under Publication Details is marked as Unpublished. See it.
  18. Click Next.
  19. Click Deposit Item Now. See it.
  20. After depositing the item, you will see a page with summary information about the deposit. See it.This is a good time to double check the item for errors. Once finished proofreading, click Manage deposits and begin work on depositing the next ETD.

To see an example of an Access Level 2 ETD in Cardinal Scholar, click here.

Depositing Access Level 3 Electronic Theses and Dissertations

  1. Log in to Cardinal Scholar. See it.
  2. Once successfully logged in, you will automatically be directed the Manage deposits page. Click on the button labeled New Item. See it.
  3. Change the Item Type from Article to Thesis/Dissertation. See it.
  4. Click Next.
  5. Choose Browse... and navigate to the appropriate directory to select the ETD or accompanying material desired.
  6. Click Upload. See it.
  7. To add accompanying materials or other files for Worldwide Access, Upload another file by using the Browse... button, selecting the appropriate file, and clicking the Upload button. See it.
  8. Click the Show Options + sign in the upper right hand corner of the file upload details information. Change the Visible to field to Registered users only for the ETD. For the Abstract and Key Bibliographic Data and/or Accompanying Materials, change the Visible to field to Anyone. See it.
  9. Click Next.
  10. Enter Title from the Research Paper, Thesis, Creative Project, or Dissertation (ETD) Signature Form. See it.
    1. Treat the title according to AACR2 1.1B1 General Rules for Description Title Proper and Appendix A.4 Capitalization for Title and Statement of Responsibility.
    2. In general, capitalize the first word of a title (title proper, alternative title, parallel title, quoted title, etc.).
    3. If the first word of a title is a compound term beginning with a lower case letter or letters followed by one or more letters in upper case, capitalize only the secondary element of the compound term. This rule is applied if there is a hyphen or not. Examples: e-Library collections at Ball State University, eLibrary collections at Ball State University
    4. For a title that begins with an Internet address (or part of an internet address), do not capitalize the first element if it is not capitalized on the resource.
    5. If the title includes a corporate name with unusual capitalization, follow the capitalization practice of the body.
    6. Transcribe the subtitle using the following format [Title : subtitle]. Example: eLibrary collections at Ball State University : a success story
  11. Switch Depositor Role to Administrator. See it.
  12. Indicate appropriate Thesis Type, which can be found on the Research Paper, Thesis, Creative Project, or Dissertation (ETD) Signature Form. See it.
  13. Enter Creator from the Research Paper, Thesis, Creative Project, or Dissertation (ETD) Signature Form. See it.
    1. Treat the title according to Appendix A.13 Capitalization of Personal Names.
    2. Capitalize the name of a person (including inititals).
  14. Select Ball State University Theses and Dissertations for Division. See it.
  15. Enter Date based on the BSU Commencement date. See it.
  16. Indicate Date Type as None. See it.
  17. Make sure that Status under Publication Details is marked as Unpublished. See it.
  18. Click Next.
  19. Click Deposit Item Now. See it.
  20. After depositing the item, you will see a page with summary information about the deposit. See it.This is a good time to double check the item for errors. Once finished proofreading, click Manage deposits and begin work on depositing the next ETD.

To see an example of an Access Level 3 ETD in Cardinal Scholar, click here.

Depositing Access Level 4 Electronic Theses and Dissertations

  1. Log in to Cardinal Scholar. See it.
  2. Once successfully logged in, you will automatically be directed the Manage deposits page. Click on the button labeled New Item. See it.
  3. Change the Item Type from Article to Thesis/Dissertation. See it.
  4. Click Next.
  5. Choose Browse... and navigate to the appropriate directory to select the ETD or accompanying material desired.
  6. Click Upload. See it.
  7. To add accompanying materials or other files for BSU Only Access, Upload another file by using the Browse... button, selecting the appropriate file, and clicking the Upload button. See it.
  8. Click the Show Options + sign in the upper right hand corner of the file upload details information. Change the Visible to field to Registered users only and set the Embargo expiry date to 1, 2, or 3 years after the appropriate commencement date as indicated on the Research Paper, Thesis, Creative Project, or Dissertation (ETD) Signature Form. See it.
  9. Click Next.
  10. Enter Title from the Research Paper, Thesis, Creative Project, or Dissertation (ETD) Signature Form. See it.
    1. Treat the title according to AACR2 1.1B1 General Rules for Description Title Proper and Appendix A.4 Capitalization for Title and Statement of Responsibility.
    2. In general, capitalize the first word of a title (title proper, alternative title, parallel title, quoted title, etc.).
    3. If the first word of a title is a compound term beginning with a lower case letter or letters followed by one or more letters in upper case, capitalize only the secondary element of the compound term. This rule is applied if there is a hyphen or not. Examples: e-Library collections at Ball State University, eLibrary collections at Ball State University
    4. For a title that begins with an Internet address (or part of an internet address), do not capitalize the first element if it is not capitalized on the resource.
    5. If the title includes a corporate name with unusual capitalization, follow the capitalization practice of the body.
    6. Transcribe the subtitle using the following format [Title : subtitle]. Example: eLibrary collections at Ball State University : a success story
  11. Switch Depositor Role to Administrator. See it.
  12. Indicate appropriate Thesis Type, which can be found on the Research Paper, Thesis, Creative Project, or Dissertation (ETD) Signature Form. See it.
  13. Enter Creator from the Research Paper, Thesis, Creative Project, or Dissertation (ETD) Signature Form. See it.
    1. Treat the title according to Appendix A.13 Capitalization of Personal Names.
    2. Capitalize the name of a person (including inititals).
  14. Select Ball State University Theses and Dissertations for Division. See it.
  15. Enter Date based on the BSU Commencement date. See it.
  16. Indicate Date Type as None. See it.
  17. Make sure that Status under Publication Details is marked as Unpublished. See it.
  18. Click Next.
  19. Click Deposit Item Now. See it.
  20. After depositing the item, you will see a page with summary information about the deposit. See it.This is a good time to double check the item for errors. Once finished proofreading, click Manage deposits and begin work on depositing the next ETD.

To see an example of an Access Level 4 ETD in Cardinal Scholar, click here.

Editing Cardinal Scholar Records

  1. Log in to Cardinal Scholar. See it.
  2. Find the Cardinal Scholar record you would like to edit by searching or browsing by Division, Creator, Title, Date, or Latest Additions.
  3. Click on the desired record, and find the link labeled item control page in the lower right hand corner of the page. See it.
  4. This will take you to the Item Control Page. See it.
  5. Choose the Edit Tab to change the Cardinal Scholar Item Type, Upload, or Details. See it.
    • If you've chosen the incorrect Item Type, choose the Type button to edit. See it.
    • If you've uploaded the incorrect file, choose the Upload button to update, delete, or add additional documents to the record. You will have to click on the Show Options button on the upper right hand corner of the document record. See it.
    • If you've added insufficient or incorrect metadata, choose the Details button to edit the Title, Depositor Role, Thesis Type, Creators, Date Details, etc. See it.
  6. After editing the record, be sure to click Save and Exit at the top of the page, below the Type, Upload, and Details buttons. See it.
  7. Upon clicking Save and Exit, you'll be taken back to the Item Control Page where you can make further edits. See it.

Style Guide

Title Format

  • Treat the title according to AACR2 1.1B1 General Rules for Description Title Proper and Appendix A.4 Capitalization for Title and Statement of Responsibility.
  • In general, capitalize the first word of a title (title proper, alternative title, parallel title, quoted title, etc.).
  • If the first word of a title is a compound term beginning with a lower case letter or letters followed by one or more letters in upper case, capitalize only the secondary element of the compound term. This rule is applied if there is a hyphen or not. Examples: e-Library collections at Ball State University, eLibrary collections at Ball State University
  • For a title that begins with an Internet address (or part of an internet address), do not capitalize the first element if it is not capitalized on the resource.
  • If the title includes a corporate name with unusual capitalization, follow the capitalization practice of the body.

Subtitle Format

  • Transcribe the subtitle using the following format [Title : subtitle]. Example: eLibrary collections at Ball State University : a success story

Creator Format

  • Treat the title according to Appendix A.13 Capitalization of Personal Names.
  • Capitalize the name of a person (including inititals).

Ball State University Graduation Dates

  • Fall 2007 - December 15, 2007
  • Spring 2008 - May 3, 2008
  • Summer 2009 - July 19, 2008
  • Fall 2008 - December 20, 2008
  • Spring 2009 - May 9, 2009
  • Summer 2009 - July 25, 2009
  • Fall 2009 - December 19, 2009
  • Spring 2010 - May 8, 2010
  • Summer 2010 - July 24, 2010
  • Fall 2010 - December 18, 2010

File Naming Conventions

All electronic theses and dissertations and their accompanying materials should follow the file naming convention described below.

  • Formula = LastnameFirstinitialMiddleinitial_YYYY-Semester_Type.file
  • For semesters use the following:
    • 1 for Fall
    • 2 for Spring
    • 3 for Summer
  • For Type use the following:
    • ABSTRACT for abstract of the ETD
    • BODY for main text of the ETD
    • EXTRA01, EXTRA92, etc. for the ETD's accompanying materials
Examples
RunyonCF_2010-1_ABSTRACT.pdf
RunyonCF_2010-1_BODY.pdf
RunyonCF_2010-1_EXTRA01.mp3
RunyonCF_2010-1_EXTRA02.mp4


Accompanying Materials Labels

All accompanying materials physical media, such as CDs, DVDs, MiniDVs, etc. should have a label that adheres to the convention described below.

  • Formula = Thesis ETD Physical Format AccessionNumber
Examples
Call Number: SpColl  Thesis  ETD  Compact Disc 001, etc.
URL: http://cardinalscholar.bsu.edu/###

Related Links and Documents


Contact Information

Questions? Contact Carolyn Runyon, Archivist for Digital Development and University Records at cfrunyon@bsu.edu or 765-285-5078.

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