eProject FAQ

Have a question that's not answered here? Please e-mail it to project-questions@wpi.edu!

What are eProjects?
Who can participate in the pilot?
How does the process work?
But how can we guarantee the report the student submits is the correct version that the advisor has read and approved?
Why is there a special CDR for electronic submission?
How can these eProjects be accessed in the future?
What are the web access options?
Why doesn't my project appear in the list of completed projects?
How do I make a PDF/A?
Do I need to have my title page signed in the PDF version?
Can we submit supplemental project files along with PDF?
I had trouble submitting. What can I do?

What are eProjects?
eProjects are the result of a multiyear pilot project that the Committee on Academic Policy mandated to create and test a process and a system by which WPI undergraduate students can submit Interactive and Major Qualifying Project reports electronically. The system requires advisors to approve the final projects and ties in with the Registrar so that students can fulfill their completion of degree requirements. It also archives reports for a time period yet to be determined to make them available worldwide as well as offering initial restriction options as appropriate.

The system does not include:
- Sufficiency or projects related to the Humanities and Arts Requirement.
- Past IQP and MQPs that were submitted in print
- Graduate projects, see wpi.edu/+ETD
The software being used to handle submissions and display the collection has been modified from the ETD software which is used as the official submission process of Theses and Dissertations at WPI since 2002. Software has been adapted to meet the needs of project submission.

If you find a problem with the system or submission process, report via e-mail to project-questions@wpi.edu. Your report of any problems will ensure we continue to improve the software for use by future project groups.

This submission application is not meant to offer an editorial review process between student authors and faculty advisors. The authors should work with their advisors to develop a final report which is acceptable to the advisors before attempting submission.
Who can participate in the pilot?
Beginning A Term 2007 all undergraduates are required to submit Interactive and Major Qualifying Project reports electronically as approved by faculty vote in March 2007. Hard copy or electronic reports in CD format will no longer be accepted or archived by the library.

The pilot project has run for some years so many eProjects prior to 2007 are available electronically.

The faculty have voted to have the electronic submission be the sole method of submission starting Term A 2007. Until then, please check with your advisor to be sure you can participate.
How does the process work?
The student process is outlined in this checklist. One student from a group submits a PDF through the system, the advisor approves the final report, and then an electronic CDR form for each member of the project group needs to be printed, signed and given to their advisor. The advisor assigns a grade on the eCDRs, signs and forwards them to the Registrar's Office.

Once a project is submitted into the system, the advisor receives an email message notifying that the project is ready to be approved. The advisor then logs in using their WPI network username and password, and examines the report and data submitted. If it is satisfactory, the advisor can approve the work with a click, and the Registrar's Office is then notified by the system that the work is complete. If it is not satisfactory, the advisor can deny the submission, and an e-mail goes back to the project group stating such. The students can then make changes and re-submit and the process begins again.

Only after advisor approval can the students print the eCDR for the project. No grades are assigned officially and the eProject is not available for view until the eCDR is obtained and reviewed by the Registrar’s Office.
But how can we guarantee the report the student submits is the correct version that the advisor has read and approved?
When the student submits a project for advisor approval, it can no longer be edited. If the faculty advisor(s) reject it, it becomes editable again, until resubmitted for approval. If the advisor(s) approve, the Registrar's Office is notified via email and the eProject is then reviewed by the Registrar’s Office. Once the student officially submits the project, it is no longer accessible to the student(s) in the project team.

There is a feature in the submission system whereby the student can transmit the final PDF/A to the advisor prior to the student submitting the project. When the time comes for the advisor to approve the submission, s/he can click to compare the submitted PDF to the exact PDF which the student(s) and advisor had agreed was final. This will save the time of the advisor re-reading the project for accuracy during the submission process. Students should give an exact copy of the final PDF to their advisor so that they can utilize this submission verification process.
Why is there a special CDR for electronic submission?
The eCDR grants WPI the right to display the project report with the appropriate web access options the student(s) and advisor agree to. It also serves as the Completion of Degree Requirement (CDR), which is the official document on file with the university to prove that the project is completed and accepted by the faculty advisor(s) and transmits the grade for the project to the Registrar.

The eCDR should be printed by the submitter and distributed to the project partners. One page will print for each partner. It must be signed by each partner and presented to the advisor who will supply grade information. It also lists the eProject number needed by the Registrar's Office to help them connect the paperwork to the online information.

There is a pre-printed CDR blank on the Registrar's web site, but this is for old paper projects. Do not use this with your electronic submission.
How can these eProjects be accessed in the future?
eProjects will be made available for worldwide Internet access at wpi.edu/+eprojects unless restricted by web access options during the submission process.
What are the web access options?
There are four choices of web access to the project. The students should consult with their advisors to be sure the project is restricted if there are concerns with exposing the project to a world-wide audience. Advisors are able to review the choice when they accept/reject the submission.
- Release the entire work immediately for access worldwide.
  The project will be wide-open to viewing across the Internet.
- Release the entire work for WPI access only.
  The project will be restricted for viewing to people within WPI only. There is a time limit at which time, if not renewed, the project will revert to world-wide display.
- Request that the work be withheld from public disclosure.
  The project will be restricted from view, whether inside or outside WPI. There is a time limit at which time, if not renewed, the project will revert to world-wide display.
- Release the entire work for WPI access only, while at the same time releasing parts of the work for worldwide access.
  In this case, more than one report file is submitted. Some number of the files are viewable by the WPI community, but some number of the files are withheld from public disclosure. There is a time limit on the restricted files. If not renewed, the files will revert to world-wide display when the time limit is reached.
Why doesn't my project appear in the list of completed projects?
After the advisor approves the project, it still needs to be reviewed by the Registrar's Office. The Registrar will not release the eProject until all the paperwork arrives, so be sure that your eCDR has been given to your advisor for completion and delivery to the Registrar's Office.

Another problem is that many students wait until the last minute to submit, so the paperwork can back up and cause a backlog at the Registrar’s Office in processing the projects. You will receive an email when the project is finally processed and if not restricted, made accessible online.

Since project system submissions are indexed once an hour it can take up to an hour after archiving by the Registrar for the project to appear.
How do I make a PDF/A?
See the Academic Technology Center’s How-To center at, or contact the CCC Helpdesk. Within Microsoft Word 2007, you can click "Save As" and then click "PDF or XPS." Enter the filename, then in the "Save as type" list, click PDF. Then click the Adobe PDF Conversion Options button to save your file as PDF/A compliant. Selecting this option ensures longterm compatibility or your document when archived in an electronic database.
Do I need to have my title page signed in the PDF version?
No, that is not necessary.
Can we submit supplemental project files along with PDF?
Yes. The final PDF is required but additional related files such as simulations, computer programs, multimedia, and data sets may be submitted as a component of one eProject. Groups with multiple supplemental files could consider creating a zip file to upload. Other file formats can be accepted such as .xls, .mdb. etc.
I had trouble submitting. What can I do?
- Try submitting while using the WPI proxy server (see wpi.edu/+CCC/Help/Software/proxy.html for details on how to set up). The proxy settings for the browser are to use proxy.wpi.edu as the server and 8080 for the port.
- Try using the WPI VPN to connect to campus and then submitting.
- Try a different browser or a different computer.
- Questions: project-questions@wpi.edu

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Last modified: Jul 17, 2008, 08:10 EDT