eProject FAQ

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

  1. What are eProjects?
  2. Do you have Partners?
  3. Can I verify whether things are set for me to submit?
  4. Is there a deadline for submission?
  5. How does the process work?
  6. But how can we guarantee the report the student submits is the correct version that the advisor has read and approved?
  7. Why is there a survey about the project?
  8. Why is there a special CDR for electronic submission?
  9. How can these eProjects be accessed in the future?
  10. What are the web access options?
  11. Why doesn't my project appear in the list of completed projects?
  12. How do I make a PDF/A?
  13. Do I need to have my title page signed in the PDF version?
  14. Can we submit supplemental project files along with PDF?
  15. I had trouble submitting. What can I do?
  16. Are there formatting requirements?
  1. What are eProjects?

    eProjects is an online submission 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 submit electronic Completion of Degree Requirement (eCDR) forms to the Registrar. It also archives reports to make them available worldwide, unless your advisor wants the report restricted from display for a limited time.

    The report should be in the form of a PDF/A, which is an archival form of PDF. There are directions to make one.

    The system does not include projects related to the Great Problems Seminars, the Humanities and Arts Requirement, or theses or disserations which have their own submission mechanism.

    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 IQP and MQP 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.

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  2. Do you have Partners?

    Sometimes there is confusion when project partners are working on the same projects with different registrations.

    • one might be working on an IQP and the other an MQP.
    • one might be completing the project now, and another in a future term.
    • one might be completing a double-major MQP, another might not.

    In these cases, the students submitting the same type of project at the same time should submit together. The other student(s) should submit the other type of project, or submit in a later term.

    Based on registration data, the software tries to associate all the students with the project. However, even though students might be working on the same project, they may not be finishing at the same time. The submitting student may need to delete the students who will be submitting later from the author list on the on-line title page. The whole group may still be be listed in the PDF report's title page.

    Since they are different registrations, the software should not try to associate an IQP partner with an MQP partner, but the submitting student could manually add the partner. Please do not add a partner who is submitting a different type of project to your project's on-line title page. Again, the whole group may be listed in the PDF report's title page.

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  3. Can I verify whether things are set for me to submit?

    That's a great idea.

    If you login to the eProject site you can see the list of projects you can submit. This should be at most two projects: an IQP and/or an MQP.

    You should see an offer to Begin work on the submission. We do not suggest actually click on this to begin the submission before you have the completed project report, but it is reassuring to see the option of submission, which shows that your project registration is recognized.

    In the case of an MQP, you will also see an offer to complete a survey of the project and of your advisors in advance of submitting the project. Should you be submitting in D term just prior to graduation, there is more time pressure on doing the submission, so you might do the survey prior to submission which will save those seconds when you actually go to submit the final report.

    To check these things out, go to http://www.wpi.edu/+eproject and select the Submit/Modify option. Nothing will happen unless you click on the links on that page, so it is safe to take a look at it.

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  4. Is there a deadline for submission?

    Yes, your advisor must submit your CDR to the Registrar's Office before 4 pm on the second day of the term after you complete your project. That CDR is available after your project is approved by your advisor and after you have completed the evaluation of the project, so do not wait until the last second.

    If, however, you plan to graduate in May, you must submit the CDR earlier in order for your degree requirement to be recorded prior to graduation. That deadline date is established by the Registrar's Office.

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  5. How does the process work?

    The student process is outlined in this checklist. One student from a group submits a PDF through the system and the advisor must approve the final report. All students in the project team are then required to complete an evaluation of their project and advisor(s). Then each member of the project group must print an electronic CDR (electronic Completion of Degree Requirement, or eCDR) form, sign and give to their advisor. The advisor assigns grades on the printed eCDRs, signs and forwards them to the Registrar's Office.

    In the submission process, there is a web page in which the student describes the project. This page contains the title, the abstract, lists the partners, if any, and lists the advisors. This title and list of authors is used to construct the library catalog entry.

    There may be two titles. The one which will appear on the student transcripts is limited to 60 characters, and the other will appear on the web. The abstract is limited to 800 characters, so that it will fit on printed student transcripts. This descriptive page is also the source of data that prints on the eCDR form.

    Please be as careful entering this information as you are with your report, so that typographic errors do not appear on your transcript or in your web display. Please do not enter titles in all capital letters. It is ok to capitalize each word.

    After this descriptive page is complete, the PDF itself can be attached along with any supplemental files.

    Once a project is submitted into the system, the advisor receives an email message notifying them 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 descriptive info. If it is satisfactory, the advisor can approve the work with a click.

    If it is not satisfactory, the advisor can decline the submission, and an e-mail goes back to the project group describing the problem. The students can then make changes altering the descriptive info, or replacing the PDF, and re-submit to the advisor for approval again.

    After advisor approval the students must each complete a simple survey before the individuals can print their eCDR for the project.

    No grades are assigned, and the eProject is not available for view, until the eCDR is printed, signed, graded by the advisor, transmitted to and reviewed by the Registrar's Office.

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  6. 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.

    There is a feature in the submission system whereby the student can transmit the final PDF to the advisor prior to the student submitting the project. When the time comes for the advisor to approve the submission, the advisor 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.

    A second PDF generated from the same source will not compare as equal. The student needs to submit the same one given to the advisor. If the advisor receives the PDF in email, the advisor should directly save the PDF. If the advisor opens the PDF and then saves it, it will also be changed. i.e. both student an advisor should avoid having any program process the file in order for it to compare as equal.

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  7. Why is there a survey about the project?

    The faculty wants to hear from the students about their project experience in hopes of future improvements in the process. Also, the students evaluate their advisors.

    The evaluations do not have the student's names or IDs in them, and they are not available for statistical analysis until after grading. We hope this allows students to feel free to express their opinions.

    The survey can be left blank if the student is concerned about privacy or has no opinion, but the survey has to be submitted, blank or not, in order to get to the eCDR.

    Students and faculty can access the aggregated anonymous results at the eProjects website under RESOURCES FOR STUDENTS & FACULTY.

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  8. 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 each author after completing a short survey about the project. It must be signed by the author 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.

  9. How can these eProjects be accessed in the future?

    eProjects will be made available for worldwide Internet access at wpi.edu/+eprojects unless sequestered by web access options during the submission process. Past projects can be discovered from the library website (www.wpi.edu/+library using the Projects search tab) as well as through web searches.

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  10. What are the web access options?

    There are four choices for web access to the project. The student(s) should consult with their advisor(s) to be sure the project is sequestered in the appropriate way if there are concerns with exposing the project to a world-wide audience. The advisors should review the choice when they accept/reject the submission.

    • Release the entire work immediately for access worldwide.

      The project will be open to viewing across the Internet.

    • Release the entire work for WPI access only.

      The project will be restricted for a number of years for viewing to people only within WPI. There is a time limit on the restriction.

    • Request that the work be withheld from public disclosure.

      The project will be withheld from view for a number of years. There is a time limit on the withholding.

    • Sequester different files from the entire work in different ways (mixed).

      Only use this if more than one file is submitted and if different files have different sequestration options. Some number of the files will be sequestered in some way, but some number of the files may be viewable, or sequestered in another way. There is a time limit on the sequestration.

    Sequestration Time Limit

    The work may be sequestered for at most 3 years at the time of submission. When that time runs out, the advisors will be emailed informing them of the release in one more week's time. The advisors can request that the project be sequestered for another two years. By vote of the faculty, any time beyond five years requires the approval of the Provost.

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  11. 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.

    In the busiest terms the paperwork can back up in the Registrar's Office.

    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 in the eProject area. Also, there is a further step to catalog the projects, so they may take some weeks to appear in the library catalog.

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  12. How do I make a PDF/A?

    Submitting in this format ensures long term compatibility of your document when archived in an electronic database.

    Look for Adobe Acrobat help in the Academic Technology Center's How-To Center, or contact the CCC Helpdesk.

    Within Microsoft Word, you can click "Save as Adobe PDF". Then click the "Options..." button to find the option to save your file as PDF/A compliant.

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  13. Do I need to have my title page signed in the PDF version?

    No, that is not necessary.

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  14. Can we submit supplemental project files along with the PDF?

    Yes. The final PDF/A 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. Best practice is to discuss with a librarian or an academic technology staff member before submitting files other than PDF/A, since long term preservation and access to files should be considered.

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  15. I had trouble submitting. What can I do?

    • You must be sure that your browser accepts cookies.
    • 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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  16. Are there formatting requirements?

    • There are two title areas. One is called the transcript title and it is limited to 60 characters, since it must fit on a printed academic transcript that you might request from WPI. The other may be longer and appears on the web page and library database entry associated with your submission. Please do not enter titles in all capital letters. It is ok to capitalize each word.
    • The abstract is limited to 800 characters since it, too, prints on a transcript you might request.

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Last modified: Jun 21, 2012, 14:16 EDT
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